Integrations · Calendars

Outlook and Microsoft 365 calendar integration

Connect Outlook, Office 365 or Hotmail to the new Vonza Scheduling and your busy times are never offered to bookers, new bookings are added to the Microsoft calendar you choose, and Microsoft Teams becomes a location with a joining link per booking. Clients, meanwhile, get Outlook.com, Office 365 and Exchange add-to-calendar buttons on every booking.

How the Outlook integration works

Under Scheduling › Integrations the Microsoft app is described as “Outlook, Office 365 and Hotmail calendars, bookings added to your calendar, and Microsoft Teams links.” Sign in once and every calendar in the account is listed with two switches: Check for conflicts, which closes any booking slot that overlaps an event, and Add bookings, which writes each new booking into that calendar.

Conflict checking covers up to 6 calendars per host, busy windows are cached for 5 minutes, and a call to Microsoft never holds a booker’s slot request longer than 6 seconds. Vonza bookings also check each other, your buffers, your daily cap and your time off, so the Outlook check is one layer of several.

This is a per-calendar read of busy times and a per-calendar write of bookings, not a blanket two-way sync. Scheduling is included in every Vonza plan, with a 14-day free trial; the Microsoft connection is made when your Vonza account has the app connected.

What the Outlook integration does

Two switches per calendar, Teams on the same sign-in, and buttons for your clients.

Check for conflicts
Any Outlook, Office 365 or Hotmail event on a checked calendar closes the overlapping slot on your booking page.
Add bookings
Each new booking is written to the Microsoft calendar you switch on, at the booked time.
Up to 6 calendars
Check a work calendar and a shared one together; each has its own switches.
Microsoft Teams links
The same connection lets a meeting use Microsoft Teams as its location, with a joining link per booking.
Add-to-calendar for clients
The Booked screen offers Google Calendar, Outlook.com, Office 365, Exchange and an .ics download, so clients save the time to their own calendar.
Per host
Each host connects their own Microsoft account; team meetings use each host’s calendar and hours.

Who connects Outlook

Each host connects their own Microsoft account under Scheduling › Integrations, so the busy times checked are theirs and bookings land in their calendar. Only an Owner or Admin connects apps the team shares; Owners, OPs and Admins manage integrations.

The Outlook calendar connection is a new-module feature: classic Scheduling did not read Microsoft calendars. Opt in to the new Scheduling from the sidebar to see Outlook / Microsoft 365 under Integrations › Calendars.

When Outlook is not connected

Without a Microsoft connection the booking page runs on your Vonza hours alone: weekly hours and date overrides, minus buffers, time off and existing Vonza bookings. An Outlook event cannot block a slot, and new bookings are not written to Outlook. If a meeting names Microsoft Teams as its location before the host connects Microsoft, the client’s confirmation carries this line instead of a joining link:

Your joining link isn’t ready. The host will send you the joining details before the meeting.

Clients always get the add-to-calendar buttons and the .ics file on the Booked screen, connected or not.

How to connect Outlook to Vonza Scheduling

Four steps in the new Scheduling.

STEP 01
Connect your Microsoft account
In the new Scheduling, open Integrations › Calendars, choose Outlook / Microsoft 365 and sign in. Outlook.com, Office 365 and Hotmail accounts all list their calendars.
STEP 02
Switch on each calendar
Turn on Check for conflicts for calendars that should block times, and Add bookings for the one that should receive new bookings. Up to 6 calendars can be checked.
STEP 03
Preview the booking page
Open a meeting’s preview: closed slots now show why, including “Busy in your calendar”.
STEP 04
Book a test
Make a test booking from /book and watch it appear in Outlook. Then pick Microsoft Teams as a location if you want a joining link per booking.

Questions about the Outlook integration

Get answers to common questions here

Vonza reads busy times from Outlook, Office 365 and Hotmail calendars and adds bookings to the calendar you choose, each under its own switch: Check for conflicts and Add bookings. It is not a blanket two-way sync of every event. Connect Microsoft under Scheduling › Integrations in the new Vonza Scheduling.

Outlook.com, Office 365 and Hotmail calendars. Sign in with the account whose calendars should be checked.

Up to 6 per host. Each has its own Check for conflicts and Add bookings switches. Busy windows refresh every 5 minutes.

Yes, when a calendar’s Add bookings switch is on: every new booking is added to it as an event at the booked time.

Yes. The Booked screen and confirmation offer Outlook.com, Office 365 and Exchange buttons, a Google Calendar link and an .ics file. The .ics keeps a stable UID across reschedules and sends a cancellation on cancel, so Outlook updates the entry instead of duplicating it.

Yes. Each host connects their own Microsoft account; Owners and Admins can connect shared apps, and Owners, OPs and Admins manage integrations.