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Connect your Microsoft Outlook or Office 365 Calendar to let CallDesk AI see your availability and book appointments directly. Works with Outlook.com and Microsoft 365 accounts.

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What it does

  • Real-time availability sync - AI sees when you’re free or busy
  • Automatic booking - Creates calendar events when appointments are booked
  • Two-way sync - Changes in Outlook reflect instantly in CallDesk
  • Event details - Includes caller info, service requested, and transcript link
  • Teams integration - Optionally add Microsoft Teams meeting links

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Setup

1

Go to Integrations

Navigate to Settings → Integrations → Calendar
2

Select Outlook

Click “Connect Outlook / Office 365”
3

Authorize access

Sign in to your Microsoft account and grant permissions
4

Choose your calendar

Select which calendar to use for bookings
5

Set availability

Configure your booking hours and buffer times

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Permissions requested

CallDesk requests minimal permissions:
PermissionWhy we need it
Calendars.ReadWriteCheck availability and create events
User.ReadGet your email for calendar access
We never read the content of your existing events — only whether times are blocked.

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What gets created

When AI books an appointment, the calendar event includes:
  • Event title: “Appointment with [Customer Name]”
  • Description: Service requested, conversation summary
  • Location: Your business address or “Phone call”
  • Attendee: Customer’s email (if provided)
  • Link: Full transcript in CallDesk

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Multiple calendars

You can connect multiple Outlook calendars:
  • Personal + Work: Check both for conflicts
  • Shared calendars: Book into team calendars
  • Room calendars: Reserve meeting rooms (Microsoft 365)

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Microsoft 365 admin approval

Some organizations require admin approval for third-party apps:
  1. Your IT admin may need to approve CallDesk in the Azure portal
  2. Contact your admin and provide them with our app details
  3. Once approved, you can complete the connection

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Troubleshooting

Your organization restricts third-party apps. Contact your IT administrator to approve CallDesk.
Try disconnecting and reconnecting. Go to Settings → Integrations → Outlook → Disconnect, then reconnect.
Check that your Outlook timezone matches CallDesk. Go to Outlook Settings → Calendar → Time zones.

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Requirements

  • Microsoft account (Outlook.com or Microsoft 365)
  • Calendar write permissions
  • Admin approval (some organizations)
  • No additional cost

Connect Outlook Calendar

Set up the integration now