How to Create Separate Cancellation Notifications in Microsoft Bookings
Question details
The user wants to configure Microsoft Bookings to send a distinct cancellation message that is separate and different from the standard booking notification.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Managing appointment communications and notifying clients of canceled meetings with a customized template.
- Observed behavior
- Microsoft Bookings automatically generates and sends similar default notification templates for both booked and canceled meetings, lacking a built-in option to separate or customize the cancellation message.
Ensure you are logged in with an administrator or scheduling account in Microsoft 365 to access and verify your current Bookings notification settings.
Submit a Feature Request via the Microsoft Feedback Portal
Since Microsoft Bookings does not natively support separate cancellation messages, the official recommendation is to submit a feature request to the development team.
Email notifications in Microsoft Bookings are automatically generated by the Exchange server. Currently, the system uses a standardized template for both confirmations and cancellations, meaning there is no native toggle or setting to isolate the cancellation text.
Microsoft actively monitors user feedback to prioritize new features. Submitting a request is the best way to encourage the implementation of separate templates.
Open your web browser and go to the official Microsoft Feedback portal specifically designated for Microsoft Bookings.
Click the 'Sign In' button at the top right and log in using your Microsoft 365 credentials.
Click on 'Send feedback', provide a clear title such as 'Need separate cancellation notification templates', detail your use case, and submit.
Use Microsoft Power Automate as a Workaround
Use Power Automate to detect canceled appointments and trigger a fully customized email.
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- 1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
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Frequently Asked Questions
Can I add custom text to the booking confirmation email instead?
Yes. While you cannot separate the cancellation message, you can add extra information to the booking confirmation email. To do this, go to the 'Services' tab in Bookings, edit a specific service, and add your text in the 'Additional information for email confirmation' field.
Are Microsoft Bookings notifications generated locally on my computer?
No, all automated email notifications, including booking confirmations and cancellations, are generated and sent directly by the Microsoft Exchange server.
Is there a way to completely stop sending cancellation emails to customers?
Currently, Microsoft Bookings automatically notifies attendees of any cancellations to ensure schedule accuracy. You cannot entirely disable these automated cancellation emails if the customer provided an email address during the booking process.
