Can I customize the Microsoft Bookings confirmation email?

What you can change#

Everything except the business details is per service: open your shared booking page, select Services, edit a service and go to its Notifications page.

For personal meeting types, Microsoft documents a reminder range of 15 minutes to two weeks before the meeting. The shared-page docs don't restate a range, so check the options on your service's Notifications page.

What the customer receives#

People often ask where the confirmation and the invite actually go. On a shared booking page:

• The confirmation email goes to the address the customer typed into the built-in Customer email field. If that field is missing or replaced with a custom question, nothing is sent.
• The meeting invite is a separate calendar item, sent only if the invite checkbox above is ticked. It lets the customer add the appointment to their own calendar in one step.
• For online services, the Teams link is included in the confirmation and reminder emails.
• A change made through the Manage booking button sends a new confirmation, the same as a new booking.

Add your own text to the confirmation#

1. In Bookings, open the page under Shared booking pages.
2. Select Services and choose the service.
3. Move through the service pages to Notifications.
4. Enter your text in Additional information for Email Confirmation. Microsoft allows customized information and URLs here.
5. Optionally add reminders and a follow-up with your own message.
6. Select Save changes, then make a test booking with a personal email address to see the result.

Because the text is per service, repeat this for each one. Keep a master copy of shared wording somewhere so services don't drift apart.

Making the most of the fixed template#

• Put the detail in a reminder. A fully written reminder a day or two before can carry everything the confirmation can't. Setup and troubleshooting are in Bookings reminder emails, and the no-show reduction guide suggests what to put in each message.
• Fill in Business information completely. Name, address, phone and website are what the customer sees about you on the page. Check a test email to see which of them appear in yours, because Microsoft doesn't list them.
• Fix the sender. A confirmation from an onmicrosoft.com address looks less trustworthy and is more likely to land in junk. See changing the sender address.
• Send your own email as well. The Bookings connector for Power Automate (in preview) can trigger when an appointment is created, and the flow can send a fully designed email through the Outlook connector. It runs alongside the Microsoft confirmation, not instead of it. Only Bookings admins for that page can build appointment flows, and there's a limit of five flows per booking mailbox. See Bookings and Power Automate.

BookingsXP is independent and not affiliated with or endorsed by Microsoft.