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Outlook Integration. Calendar

Note

Before proceeding to this article, it's recommended to set up the integration.

Outlook Calendar Sync is available in the extension.

Features:

  • Meetings, Calls, custom entities of Event type can be synced from Espo to Outlook.
  • Attendees are synced from Outlook to Espo as Contacts, Leads, and Users.
  • Contact and Lead attendees are synced from Espo to Outlook if the corresponding parameter is enabled. Users attendees are always synce from Espo to Outlook.
  • Mirosoft Teams meetings can be created from Espo (required EspoCRM v10.0).

Three modes of sync are supported:

  • Outlook to Espo
  • Espo to Outlook
  • Both

Limitations:

  • Outlook recurring activities are not synced to Espo.
  • Description field is not synced back from Outlook to Espo if an event was created in Espo.
  • Description field is not synced back from Espo to Outlook if an event was created in Outlook.
  • Events created in Espo won't be removed in Espo on removal in Outlook. A measure to overcome a bug in Outlook that could cause unwanted event removals.

Setting up for users

Assuming that the administrator has already set up the integration.

Go to your user detail view (the menu on the very top-right corner > click on your user name). Then, click External Account button.

External account button

Click Outlook on the left panel, check Enabled checkbox and then click Connect button.

Connect

A popup will show up asking for a user consent.

If everything went fine, a green label Connected should show up.

Important

If you connected successfully, but Outlook Calendar checkbox didn't show up, that means that the administrator did not grant you access to Outlook Calendar scope.

Check Outlook Calendar checkbox and configure sync parameters.

Params

After that, you need to click Save.

Misc

If your Espo entity type has a custom Varchar field named location, it will be synced with Outlook Calendar. As of v1.4.0.

Meetings created in Espo are synced only to the Calendar of the assigned user. The assigned user acts as an event orginizer. If the meeting has other users as attendees, they will receive the event via the Mircosoft's internal sync.

If a meeting that was created in Espo and then synced to Microsoft is reasigned to another user, the event will be removed in Microsoft Calendar and recreated in the Mirosoft Calendar of the new assignee (considering the new assignee has the calendar sync configured).