Can I customize the Microsoft Bookings confirmation email?

What you can change#

All of this is per service: open your shared booking page, select Services, edit a service and go to its Notifications page.

Steps to add your own text to the confirmation#

1. In Bookings, open the page under Shared booking pages.
2. Select Services and choose the service (or create one).
3. Move through the service pages to Notifications.
4. Under the email confirmation, enter your text in Additional information for Email Confirmation.
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 service. If most of your message is the same everywhere, keep a master copy somewhere so services don't drift apart.

Making the most of the fixed template#

• Put the important details in a reminder. Reminders are timed relative to the appointment (15 minutes to two weeks before), so they can't replace the confirmation, but a fully written reminder a day or two before can carry everything the confirmation can't. Reminder setup and troubleshooting are covered in Bookings reminder emails.
• Fill in business information completely. Address, phone, website and logo all feed the emails, so an empty field is a gap in every message.
• Fix the sender and domain. A confirmation sent from an onmicrosoft.com address looks untrustworthy and is more likely to land in junk. See changing the sender address and emails going to spam.
• Send your own email in addition. Power Automate's Bookings connector can trigger on a new appointment and send a fully designed email from Outlook. It runs alongside Microsoft's confirmation rather than replacing it; see Bookings and Power Automate.

Doing this with BookingsXP#

BookingsXP doesn't change Microsoft's emails: the confirmation still comes from Microsoft Bookings. What it adds is the moment after booking on your own site: the widget's redirect-url can send people to your own thank-you page with next steps, and on paid plans with the optional data layer turned on, a booking.created webhook can trigger your own branded email through Zapier, Make or your CRM (see webhooks). BookingsXP is independent and not affiliated with or endorsed by Microsoft.