What is the purpose of integrating the Outlook calendar?
Connecting Outlook Calendar with Capsule gives you a clear view of upcoming and past events for your Contacts all in one place.
- Once connected, the details of your Outlook Calendar events will be displayed on the Calendar and on the participants’ contact records, including:
- Scheduled upcoming events
- Past events
- Event description
- Direct link to join Microsoft Teams calls
- Details of other event attendees and an option to add them as new contacts in Capsule
- Option to save the event as a Capsule activity
Outlook calendar integration is not available for Microsoft 365 subscriptions provided by GoDaddy.
You will also see your set of events for the day by checking the Outlook tile on the home page. This will display all upcoming and past events for that day.
How to set up Outlook calendar integration
Please note that it is only possible to connect either an Outlook calendar or a Google calendar to your Capsule account, but not both at the same time. This setting applies to the entire account, so if one user connects an Outlook calendar, no user will be able to connect a Google calendar, and vice versa.
To view your Outlook Calendar events in Capsule:
1. Go to My preferences > Calendar and feeds
2. Click the Sign in to Microsoft Outlook button.
3. The Outlook sign-in page will appear; enter your Outlook credentials.
4. You will be redirected to your Capsule account, where you will see a list of your calendars to choose from in theStep Twosection. Use the dropdown at this step to choose the specific calendar you want to display in Capsule.
5. Confirm your calendar choice.
6. The capsule will now synchronize your events – this may take a few minutes depending on the number of events.
Once synchronization is complete, the events from the selected calendar will be available to you and the other users on your Capsule account.
Each Capsule user will need to follow the steps above in order to view their own events in Capsule. As more users connect their Outlook calendar, you’ll gain a broader view of all the events taking place within your organization for a contact.
How to display Outlook calendar events in Capsule
Once you’ve connected an Outlook calendar, you’ll see upcoming and past events for your Capsule contacts in the sidebar when viewing a Contact. With the Outlook calendar card collapsed, you’ll see a preview of your next upcoming event, or up to 3 events from today. Click on View more events to expand the card and display upcoming one-off and recurring events.
Just hover over an event to see all its details, including the time, description, and participants.
Upcoming events will be shown for up to two years into the future, starting with the next upcoming event. Past events will go back as far as October 2020.
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When you select an upcoming or past event, you’ll see the option Log activity. You’ll be able to track all the work done with a Contact during your meeting and all the outcomes of the meeting.
You can also join Microsoft Teams meetings directly from the event shown in Capsule. To do this, click the Join meeting.
Show Outlook events in your Capsule calendar
After you connect your Outlook calendar, your Outlook events will now appear in Capsule’s Calendar view. This includes all of your connected Outlook calendar events.
To see these events, go to Calendar in the top menu and change the event type filter to My events. This will display events from your Capsule and connected Outlook calendars.
Things to keep in mind:
- You can view Outlook events in Capsule, but you can’t edit them.To make changes, you’ll need to update the event in Outlook.
- Your Outlook events are only visible to you in the Capsule calendar view.
- Other users can still see your Outlook events in contact records.
- You can join Microsoft Teams meetings directly from the Calendar view, by clicking the Join meeting button.
Where will Outlook events be displayed?
Outlook calendar events will be shown in the sidebar for any Capsule contact associated with the event. Capsule links Outlook calendar events to your contacts using their email address: if the email address of any of the participants in your event matches a Capsule contact, then the events are placed in that contact’s folder in the sidebar. If that contact is a member of an organization, then the event will also appear in the Organization’s sidebar.
Events scheduled for an organization are only shown on the organization’s record and on the linked user’s record in Capsule.
How Outlook Calendar event types are displayed in Capsule
Recurring events- You can identify recurring events in the sidebar by looking for the repeat icon. Up to two years of recurring events will be displayed.
Private events- Private events are highlighted with the padlock icon. Only users who have access to the Contact, who are added as a participant to a private event in Outlookand who have their calendar connectedwill see this event in the Contact’s folder.
- All-day events -All-day events are included in the contact’s events section, indicated by a white line instead of a blue line to the left of the event.
Edit or delete Outlook events
If you find that you need to make changes to your events, such as adding attendees or changing the start time, you’ll still need to edit them in Outlook. The integration will detect your new changes and pass them through to Capsule, where they’ll be updated and displayed in the contact’s record.
Activity logging with Outlook integration
Saving the details of your Outlook events in Capsule is simple. When you hover over an event, you’ll see the option Save Activity. The event will be saved in Capsule using the default Meeting activity type (this can be changed to your preferred activity type).
When logging an event, you’ll see that all the event details are filled in for you, including the date and time, as well as the event description. From there, you can add your own meeting notes, helping to provide you and your team with a clear account of exactly what happened during the meeting.
Report on your recorded events
If you have logged an activity for your Outlook event, this will be included in the Capsule activity report Activity Report. All events you log in Capsule will be recorded as a Meeting in the Activity Report, unless another activity type has been selected.
The date of the Outlook event in the report will be based on the date the activity was logged, not on the date the event took place.
Account settings page
Account administrators will be able to view the Outlook Calendar integration page from the Account Settings page. This section shows which users have connected a calendar to Capsule. It will also show which calendar they are currently connected to and when they last connected. If a user experiences issues with their calendar, administrators can manually disconnect that user’s calendar so they can reconnect it.
