Sync status with your calendar and schedule from Outlook

Two Outlook features can save you time. Your Communicator status can follow your calendar, and you can schedule video meetings without leaving Outlook.

This feature needs the Communicator apps add-on on your account. See plans and pricing

Some labels in your portal or apps may look slightly different from this guide.

The Microsoft 365 integration features described on this page require an active, permitted connection to Microsoft 365. Availability depends on that system's supported APIs and permissions.

Both features work with Outlook on Windows. They come from the earlier version of the desktop app, and they aren't described for CallSprout Communicator NEXT. Ask your admin or support whether they're available to you before you plan around them.

Before you start

• Every plan includes video meetings of up to 3 participants and 45 minutes. The Video meetings add-on removes those limits. Ask your admin which one your company has.

Let your calendar set your status

1. 1
   Step 1:

   Open Presence settings

   In Communicator's settings, open the Presence section.
2. 2
   Step 2:

   Find the Outlook options

   Go to Outlook.
3. 3
   Step 3:

   Turn it on

   Tick Enable Presence - Outlook Calendar Integration. It's off by default.

Your status then follows your appointments. You can add a custom description to show during them, and you can still change your status yourself at any time. See Set your status, custom message and Do Not Disturb.

Schedule a video meeting from Outlook

On Outlook's main tab, the meeting add-in gives you these options.

• Schedule a meeting. Choose private or public. The appointment fills in with the meeting details. Edit it, then select Send.
• Start an instant meeting. Starts a meeting with no one invited. You can also start one with Outlook contacts you've selected, and they're sent invitations.
• Cancel a meeting. Open the appointment, select the add-in's cancel button, then select Send Update. This removes the video meeting only. The Outlook appointment stays.
• Turn an existing event into a meeting. Open the event, select the add-in's schedule button, edit it, then select Send Update.

What to expect

Calendar features depend on your company's Microsoft 365 setup and on what your version of the app supports. If a setting or button is missing, contact support.