Meeting Room Booking System: Exchange & PowerPoint

Jan 21, 2018 | DataPoint, DataPoint Real-time Screens, How-To

Here is how to use Microsoft Exchange and PowerPoint as a meeting room booking system.

You see those tablet devices hanging next to the door of a meeting rooms in offices. This discretely display meeting information and you can see who is having a meeting and when your meeting is starting.

These presentations can perfectly be created with a PowerPoint information and it can get the content in real-time from a calendar service like e.g. the calendar that you are already using in Microsoft Exchange.

All you need is a tablet or computer screen, Microsoft PowerPoint and our DataPoint add-on. Read how you can create your own full-controlled meeting room display software with real-time updates from your calendar.

Design in PowerPoint, Data in Exchange

We start with this prototype meeting room presentation that we want to use to show the information. Your company logo, of course the current time, the current meeting and next meeting information. Then is very easy to create since you just have to place some pictures and text boxes on your PowerPoint slide.

meeting room booking system
Use DataPoint to link your text boxes to your Microsoft Exchange calendar. Click the DataPoint to open its options.
Click the List button of the Connections group. Navigate to the Microsoft Exchange data provider and click the Add connection button.
Enter your Microsoft Exchange connection information. We use here https://outlook.office365.com/EWS/Exchange.asmx for our hosted Exchange. Otherwise you would enter the server or domain name of the Exchange instance running in your company.
After that, click the Add query button at the connections overview, to indicate what information to read from the Microsoft Exchange server. Select one of the available data objects, or for more experienced database users, enter your custom SQL statement to filter out the information that you need.

Also verify and set your data refresh rate for real-time updates during your slide show. For a meeting room booking system, it makes perfectly sense to requery or poll the data every minute.

Click the Advanced button and click the Sort tab. For a chronological list, we need to sort the data based on the Start column, that holds the start date and time of our appointments.
At the Selection tab, check the option to filter data. As filter text use End >= Now() to remove old appointments from our data list.
Double-click OK button to close all the forms. Back on the connections form, you see a preview of your selected data. Here in our case, the calendar appointments of our mailbox. 
Select the text box that will host the name of our first meeting. Click DataPoint and then the Text box button. Set the connection to our Exchange query. From the list of columns, choose to Subject column and set the row number to 1. You see a preview of the value here already.
Click OK to confirm the text box linking. After that, whatever value you will have at the first meeting of your calendar, will always be displayed here in this text box. Use your Microsoft Outlook client or the calendar function of your smartphone to maintain the information.

Do some similar linking on other text boxes for the start and end time, as well as the name of the next meeting.

Run the slide show and DataPoint will continuously check for updates on your Microsoft Exchange calendar and update the information on your slide when needed.

Meeting Room Booking System Using PowerPoint and Exchange

This is a perfect demonstration of what you can do with Microsoft PowerPoint and our DataPoint add-on. It gives you full flexibility to design your own meeting room booking system display screens, with the presentation software tool that you already have and know how to operate.

What else would you need?

this tool saved us 100s of hours

15 Comments

  1. Chuck Davidson
    Chuck Davidson on January 26, 2018 at 23:03

    With Office365, there is no password field associated with a Room Resource. Where is that coming from in your example?

  2. Admin
    Admin on January 27, 2018 at 10:33

    Hi Chuck
    The account that we were using here is a personal account (as if physical person) and there we read out the calendar info and then we see the rooms. You see.

  3. Sebastien Goguet
    Sebastien Goguet on February 4, 2018 at 16:13

    Most of the companies have usually a “room calendar” per room. Can we use one account that has access to all room calendars for example instead of a personal account for each room?

  4. Admin
    Admin on February 4, 2018 at 20:45

    Sebastien, sure. You can read out all information that you can access and then filter out the information of a given room.
    You can set up multiple queries in DataPoint and use a different where clause to filter out your room info. See it?

  5. Alvin
    Alvin on September 6, 2018 at 22:13

    Can DataPoint be used to make a page for the tablet device (mounted next to the meeting room door) so that a user could select an open time slot and book a meeting on the spot *and* this new meeting would be added to the Office365 resource calendar for the meeting room?

  6. Admin
    Admin on September 7, 2018 at 07:34

    Hi Alvin, DataPoint can only display data in real-time. So not DataPoint but we have done this before with some action buttons on the screen where you execute a custom script which will insert that data.
    This could be custom work if you want.

  7. Stefan Szczuka
    Stefan Szczuka on March 18, 2019 at 16:10

    For a continuous update of the room information, is the Standard version of DataPoint sufficient or do we need the Enterprise Version?

  8. Admin
    Admin on March 18, 2019 at 16:28

    Dear Stefan. For continuous updates on your slideshow, where the info is coming from Exchange: this can be done with the DataPoint Standard edition!

  9. Ady Agung S
    Ady Agung S on March 29, 2019 at 12:32

    Hi Admin
    if create more than 10 room can run in real time?
    i want create summary meeting room on TV, more than 10 room?
    can or not?

  11. richie
    richie on July 24, 2020 at 02:08

    Hi, looking to create a summary of meetings/events of various rooms in an area and have it displayed on a single screen in the lobby, is this possible. cheers

  13. richie
    richie on July 31, 2020 at 10:21

    The product has a lot of potential but a lot of manual setup is required, do you have documentation for the options, as there isn’t much help available?

  15. Melvin Wallace
    Melvin Wallace on February 23, 2024 at 12:26

    Thanks for the informative blog

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