--- title: "Outlook And Clearooms: The Two-Way Sync" description: Learn how the Clearooms and Microsoft Outlook two-way sync works. Discover how to book meeting rooms, manage recurring meetings, and handle catering services seamlessly across both platforms. --- [Skip to content](https://knowledgebase.clearooms.com/outlook-and-clearooms-the-two-way-sync#main-content) ![Colour Transparent](https://knowledgebase.clearooms.com/hs-fs/hubfs/Colour%20Transparent.png?width=1672&height=313&name=Colour%20Transparent.png) Open main navigation Close main navigation - [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) [Contact us](https://2feg9n.share-eu1.hsforms.com/2LEUbrOfJTIe01qcEQusU5w) How can we help you? - There are no suggestions because the search field is empty. 1. [Clearooms Knowledge Base](https://knowledgebase.clearooms.com/?hsLang=en-gb) 2. [Security](https://knowledgebase.clearooms.com/security?hsLang=en-gb) 3. [SSO, SCIM Apps & Integrations](https://knowledgebase.clearooms.com/security?hsLang=en-gb#sso-scim-apps-integrations) # Outlook And Clearooms: The Two-Way Sync ## A guide for everyone in your organisation who books meeting rooms. **THE SHORT VERSION** Clearooms and Outlook share the same room calendars. Book, change or cancel a meeting in either one and the other catches up on its own, usually within seconds. You don't need to remember where a meeting was first made. Use whichever suits you at the time. One exception for now: recurring meetings can't yet be edited in Clearooms. Make those changes in Outlook. An update due in November will let you edit them in Clearooms too. ### **What you can do, and where** | **What you want to do** | **In Outlook** | **In Clearooms** | | --- | --- | --- | | Book a one-off meeting | Yes | Yes | | Change the time, title or attendees of a one-off meeting | Yes | Yes | | Move a one-off meeting to a different room | Yes | Yes | | Cancel a one-off meeting | Yes | Yes | | Book a recurring meeting | Yes | Yes | | Change or move a recurring meeting, either the whole series or a single date | Yes | From November 2026 | *Whichever side you use, the change shows up on the other side automatically. If the meeting has services such as catering, see section 4 first.* ### **What “two-way sync” means** Each meeting room in Clearooms is linked to its room calendar in Microsoft 365. Clearooms watches that calendar and writes to it, so both systems always show the same picture. **When you book in Outlook or Teams** Add the room to your meeting as normal. The booking appears in Clearooms, on the room display and in reports within about ten seconds. Clearooms waits a few seconds on purpose, so that if you make several quick edits, they arrive as one update rather than flickering. **When you book in Clearooms** Book from the web portal, the mobile app or a room display. The meeting appears in your Outlook calendar with the room already added, usually within a second or two. Your attendees get a normal Outlook invitation, and their replies flow back into Clearooms. **Tip:** A walk-in meeting booked on a room display doesn't know who booked it. It appears on the room's calendar in Outlook, but not in anyone's personal calendar. If you want the meeting in your own calendar, book it from the web portal, the mobile app or Outlook instead. To Outlook, a meeting booked through Clearooms looks exactly like one you made yourself. To Clearooms, a meeting booked in Outlook is a booking like any other. ### **Recurring meetings** Today, recurring meetings can't be edited in Clearooms. This applies to the whole series and to single dates within it, and it doesn't matter whether the series was first booked in Outlook or in Clearooms. **To change a recurring meeting right now:** - Open the meeting in Outlook. - Choose whether you're changing just that date or the whole series. - Make your change, such as a new time, new attendees or a different room, and send the update. - Clearooms picks up the change automatically. There's nothing to do on the Clearooms side. **COMING IN NOVEMBER** Our November update will let you edit recurring meetings directly in Clearooms, including moving them to a different room. Once it's live, the table in section 1 becomes “yes” in both columns for everything. We'll let you know as soon as it's released. **Tip:** Use a weekly or monthly pattern for recurring room bookings. Daily and yearly patterns don't currently sync into Clearooms. ### **Meetings with services** Services are anything you order with a meeting through Clearooms, such as catering or AV. Each one is a real order that someone has to prepare and deliver to a particular room at a particular time. Outlook knows nothing about them, so there are a few extra rules when a meeting has services attached. **Changes made in Clearooms** - **Changing the room:** Remove the services first, change the room, then add them again. Why: services are delivered to a specific room, and not every service is available in every room. - **Changing the time:** Each service's delivery time must stay within the meeting and within the service's own opening hours, otherwise the change won't save. Why: the provider can't deliver outside your meeting or outside the hours they work. - **After the cut-off:** Each service can have a cut-off, such as 24 hours before delivery. After it passes, you can't add that service, change its delivery time or change what's ordered, which can also stop you from moving the meeting. Your admin can relax this for particular services or people. Why: it gives the provider enough notice to prepare. - **Cancelling:** You can cancel at any time. The services are cancelled with the meeting. Every change you make in Clearooms is sent to the service provider straight away, so they're always working from the latest order. **Changes made in Outlook** - **Moving the time:** Services whose delivery time still falls within the new meeting time are kept, at their original delivery time. Services that now fall outside it are cancelled, which includes all of them if youmove the meeting to another day. You'll get an email either way. Why: Out look can't tell Clearooms when you want things delivered, so Clearooms won't guess. - **Cancelling the meeting or removing the room:** The services are cancelled automatically about ten to fifteen minutes later, and the provider is told. Why the wait: if you're swapping one room for another, Outlook can briefly remove the room before adding it back, and Clearooms doesn't want to cancel an order by mistake. - **Recurring meetings:** When you edit a series in Outlook, Outlook sometimes replaces it with a new series rather than updating the old one. Clearooms can't link the original orders to the new dates, so services on the replaced dates are cancelled and need adding again in Clearooms. **OUR ADVICE** If a meeting has services, make your changes in Clearooms. The services move with the meeting where they can, Clearooms tells you clearly if something can't change, and the provider is updated automatically. When you book a recurring meeting with services in Clearooms, choose to add the services to every meeting in the series. Otherwise, they're only added to the first one. ### **New option: checking room rules on Outlook bookings** Your Clearooms admin can set rules for each meeting room, such as who can book it, how far ahead it can be booked, or how long a meeting can run. Today those rules are checked when you book in Clearooms. Also arriving in the November update is a new option that lets your admin have Clearooms check meetings coming in from Outlook against the same rules. Your admin decides whether to switch it on, and what happens when an Outlook booking breaks a rule: - Accept it anyway. The booking goes ahead, exactly as it does today. - Flag it. The booking goes ahead but is marked in Clearooms as not meeting the room’s rules, so your admin can follow up. - Decline it. The room declines the invitation and you receive the usual “declined” reply in Outlook. Your meeting stays in your calendar without the room. Adjust the meeting to fit the rules, or choose a different room. If your admin leaves the option off, Outlook bookings work exactly as they do now. If it's switched on, the same rules apply wherever a meeting is booked, so everyone is treated the same. ### **Good to know** **Pick the room from Outlook's suggestions:** When you type a room name in the location box, Outlook suggests matching rooms. Select the room from that list, or use Room Finder. If the room doesn't come up, for example because the name is misspelt, it's only text and the room isn't invited, so Clearooms never hears about the meeting. - **Private meetings stay private:** If you mark an Outlook meeting as Private, Clearooms shows the room as busy and who booked it, but not the title or description. - **Teams links come through:** If your meeting has a Teams link, it shows on the room display so people can join from the room. - **Watch for a decline:** If the room declines your invitation, the meeting hasn't secured the room. Check the reply for the reason. - **Give it a moment:** Changes normally show within seconds. If something still hasn't appeared after a few minutes, contact us. **FOR ADMINS** Microsoft 365 also has its own booking policy on each room mailbox (for example, booking window, maximum length and whether recurring meetings are allowed). Outlook applies that policy regardless of Clearooms. 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