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Microsoft Outlook Integration ​

The Microsoft Outlook integration allows your AI assistants to automatically schedule meetings and appointments directly during phone conversations using your Microsoft Outlook calendar. When a caller wants to book a meeting, your assistant can check available time slots and schedule appointments seamlessly.

What is Microsoft Outlook Integration? ​

Microsoft Outlook is a widely-used email and calendar platform from Microsoft 365. By integrating Outlook with your AI assistant, you enable automatic meeting scheduling during calls without needing manual intervention.

Key Features ​

  • Real-time Scheduling: Your assistant can book meetings while talking to callers
  • Available Slot Checking: Automatically check and offer available time slots from your Outlook calendar
  • Microsoft 365 Integration: Works seamlessly with your existing Microsoft 365 account
  • Timezone Support: Handles different timezones for international scheduling
  • Easy Management: Simple on/off toggle for each assistant

How It Works ​

  1. Caller Requests Meeting: When someone asks to schedule a meeting during a call
  2. Assistant Checks Availability: The system automatically checks your Outlook calendar for available slots
  3. Offers Time Options: Your assistant presents available times to the caller
  4. Confirms Booking: Once the caller selects a time, the meeting is automatically scheduled
  5. Confirmation: Both parties receive confirmation of the scheduled meeting

Setting Up Microsoft Outlook Integration ​

Prerequisites ​

  • Active Microsoft 365 account with Outlook
  • Administrator access to grant consent for the organization
  • AI assistant configured in your KI Agency platform
  • Phone number assigned to your assistant

Step-by-Step Setup ​

  1. Navigate to Integrations

    • Go to the Integrations section from the main menu
    • Find the Microsoft Outlook integration in the available integrations list

  2. Grant Administrator Consent

    • Click on the admin consent link in the integration description
    • You will be redirected to Microsoft's consent page
    • Important: This integration requires administrator consent for your organization
    • Sign in with your Microsoft 365 administrator account
    • Review the requested permissions carefully
    • Click Accept to grant the necessary permissions

  3. Connect Your Account

    • After granting consent, you will be redirected back to the success page
    • Click Go to Integrations to return to the integrations overview
    • Click Connect on the Microsoft Outlook integration
    • Follow the authentication prompts to connect your Outlook account

  4. Enable for Your Assistant

    • Navigate to your assistants list
    • Click on the assistant you want to configure
    • Find the Microsoft Outlook scheduling option
    • Toggle the integration switch to ON
    • The integration status will change to "Integration enabled"

  5. Save Your Settings

    • Click the "Save" button to apply your configuration
    • Wait for the confirmation message: "Settings saved successfully"

The Microsoft Outlook integration requires administrator consent because it needs to access calendar data on behalf of users in your organization. This is a security feature from Microsoft to ensure that only authorized applications can access organizational data.

What permissions are requested:

  • Read and write access to calendars
  • Ability to schedule meetings on behalf of the connected user
  • Access to availability information

Security considerations:

  • Only organization administrators can grant consent
  • Permissions can be reviewed and revoked at any time from the Microsoft 365 admin center
  • The integration only accesses calendar data, not emails or other personal information

How Callers Experience Scheduling ​

When someone calls your assistant and requests a meeting:

  1. Request: "I'd like to schedule a meeting with your team"
  2. Assistant Response: "I'll help you schedule a meeting. Let me check available times."
  3. Availability Check: Assistant checks your Outlook calendar in real-time
  4. Options Presented: "I have these times available: Tuesday at 2 PM, Wednesday at 10 AM, or Friday at 3 PM"
  5. Selection: Caller chooses their preferred time
  6. Confirmation: "Perfect! I've scheduled your meeting for Tuesday at 2 PM. You'll receive a confirmation email shortly."

Best Practices ​

Security ​

  • Ensure only authorized administrators grant consent
  • Regularly review connected applications in Microsoft 365 admin center
  • Monitor scheduled meetings for accuracy
  • Keep your Microsoft 365 account secure with strong passwords and multi-factor authentication

Customer Experience ​

  • Train your assistant with clear, friendly scheduling language
  • Set realistic availability windows in your Outlook calendar
  • Provide clear meeting details and instructions
  • Use descriptive meeting titles and locations

Calendar Management ​

  • Keep your Outlook calendar updated
  • Set appropriate buffer times between meetings
  • Use calendar categories for different types of meetings
  • Block out unavailable time to prevent double-booking

Troubleshooting ​

Common Issues ​

Integration Not Working

  • Verify administrator consent has been granted
  • Check that your Outlook account is properly connected
  • Confirm the assistant has the integration enabled
  • Verify your calendar has available slots

Scheduling Errors

  • Check timezone settings in both systems
  • Verify calendar permissions in Microsoft 365
  • Ensure the connected account has the necessary permissions
  • Review any calendar sharing restrictions

Assistant Not Offering Scheduling

  • Ensure the integration toggle is enabled for your assistant
  • Check that the Microsoft Outlook integration is properly connected
  • Verify the assistant can access the scheduling service
  • Test the connection in the integrations overview

Cannot Grant Consent

  • Verify you have administrator privileges in Microsoft 365
  • Check if your organization has restricted app permissions
  • Contact your IT department if consent is blocked
  • Ensure your Microsoft 365 subscription supports third-party integrations

Getting Help ​

If you encounter issues with the Microsoft Outlook integration:

  1. Check the integration status in the integrations overview
  2. Verify administrator consent has been granted
  3. Test the integration with a sample call
  4. Review calendar permissions in Microsoft 365 admin center
  5. Contact your system administrator if problems persist

The Microsoft Outlook integration makes appointment scheduling effortless for both you and your callers, providing a professional and efficient booking experience directly through your AI assistant while keeping everything synchronized with your Microsoft 365 calendar.