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How to Set Teams or Online as the Default Location in Microsoft Bookings
Question details
Users need to set the default appointment location to an online meeting (like Teams or Virtual) instead of 'Phone' or a physical address in Microsoft Bookings.
- Product
- Microsoft Bookings
- Device & OS
- not provided
- Scenario
- Configuring service details for virtual appointments.
- Observed behavior
- Confirmation emails incorrectly display 'Phone' as the location, and manually typing 'Online' or 'Teams' causes the system to search for a physical map address instead of recognizing it as a virtual meeting.
Ensure you have administrative access to your Microsoft Bookings calendar and that the Microsoft Teams integration is fully active for your organization's Microsoft 365 tenant.
Enable the Online Meeting Toggle in Booking Services
The most reliable way to set an appointment as virtual is to use the dedicated online meeting toggle rather than manually typing 'Virtual' in the location field.
Typing text into the standard location field prompts Bookings to query Bing Maps for a physical address. To generate a virtual meeting link, you must use the native integration toggle.
Log in to Microsoft Bookings and navigate to the 'Services' tab located on the left-hand menu.
Select the specific service you want to configure for virtual appointments and click 'Edit service'.
Scroll down to the 'Location' and 'Online meeting' settings section. Toggle on the 'Add online meeting' option to automatically generate a Teams or Skype link for each booking.
Delete any text (such as 'Phone', 'Virtual', or a typed address) in the 'Default location' field to prevent the system from attempting a map search, then click 'Save'.
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Frequently Asked Questions
Why does Bookings search for a physical address when I type 'Virtual'?
The standard location field in Microsoft Bookings is directly connected to Bing Maps. Typing words like 'Virtual', 'Online', or 'Teams' triggers a geographical map search. You must use the 'Add online meeting' toggle instead of the text field to create virtual meetings.
Can I set a custom Zoom link as the default location in Bookings?
Microsoft Bookings natively integrates primarily with Microsoft Teams and Skype. To use Zoom or another platform, you should leave the 'Add online meeting' toggle off and manually paste your static personal meeting room link in the service description or the confirmation email text.
How do I stop 'Phone' from showing up as the location?
Go to your Bookings page, edit the specific service, clear any phone numbers or default text from the 'Default Location' field, and ensure the 'Add online meeting' option is toggled on. Save the changes to apply the update to future confirmation emails.
Do my customers need Microsoft Teams installed to join the virtual booking?
No. Customers will receive a web link in their confirmation email that allows them to join the Teams meeting directly through their supported web browser without needing to download the application or create a Microsoft account.
