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How does the Outlook Calendar & Microsoft Teams integration work in Amelia
Amelia’s Outlook Calendar integration keeps employee schedules in sync by automatically adding new bookings to their Outlook Calendar. At the same time, busy events in Outlook block availability in Amelia, preventing double bookings.
When an employee is connected to Outlook and the service is set as an online meeting, Amelia also generates Microsoft Teams links for appointments and includes them in both the Outlook Calendar event and customer notifications. This allows employees to continue using Outlook as their daily scheduling tool while Amelia always shows accurate availability to customers.
Note
Azure is Microsoft’s public cloud computing platform used to manage applications and integrations such as Outlook Calendar and Microsoft Teams. You can log in using existing outlook.com, office365.com, or hotmail.com accounts.
How do I enable the Outlook Calendar & Microsoft Teams integration?
To enable the integration, go to Features & Integrations → Integrations and activate Outlook Calendar & Microsoft Teams.
After enabling it, click Set up to open the Outlook settings screen. From there, switch to the General tab to establish the main connection. This connection must be created by an Administrator, since only admins have access to the Features & Integrations section.
Employees will see the Outlook Calendar integration inside their Integrations tab, but they cannot connect calendars until the main connection is established by the admin.
Once the admin connects an Outlook account, they can link employees to any calendars that the connected Outlook account has access to. Employees can later connect their own personal Outlook accounts either through their Employee Panel or through their WordPress account, unless an admin has already assigned a calendar to them.
If the admin connects a company Outlook account and wants to assign calendars to employees centrally, that Outlook account should contain a separate calendar for each employee if calendar separation is required.
What does this integration actually do?
The Outlook Calendar and Microsoft Teams integration acts as a bridge between Amelia and Microsoft services:
- Adds Amelia bookings to Outlook Calendar; all new appointments and events appear automatically in the connected employee’s calendar.
- Generates Microsoft Teams links; when online meetings are enabled for a service, Amelia creates a unique Teams link and adds it to the Calendar event and notifications.
- Blocks Amelia time slots using Outlook Calendar events; events marked as Busy in Outlook prevent customers from booking those times in Amelia, if enabled.
- Keeps schedules aligned; employees can manage their day in Outlook, and Amelia respects that availability.
In short, Amelia handles customer-facing booking, while Outlook Calendar and Microsoft Teams manage the employee’s real-time schedule.
What should I know before I start?
Before setting up the integration, keep these points in mind:
- Two connection methods are available:
- Sign in with Microsoft; recommended for most users, supports localhost, and does not require Azure configuration.
- Advanced Azure setup; for organizations needing custom Microsoft Entra ID credentials.
- Localhost is supported only when using Sign in with Microsoft.
- Only new appointments sync; existing ones must be opened and saved again in Amelia.
- Any Outlook account works for calendar sync; personal accounts support calendar sync, but Microsoft Teams meetings require business accounts.
- One calendar per employee; Amelia syncs with a single selected Outlook calendar.
- Busy vs. Free; only Busy events block availability in Amelia.
- Outlook events do not appear in Amelia, but blocked times prevent new bookings if enabled.
- One-way sync; changes in Amelia update Outlook, not the other way around.
- Canceling an appointment in Amelia removes the Outlook event.
- Deleting an Outlook event does not cancel the Amelia appointment.
- Time zones may differ; Amelia follows WordPress and employee time zones, while Outlook follows the account time zone.
- Security; Amelia only requests permissions required to manage calendar events and generate Microsoft Teams links.
Does the integration sync old appointments?
No. The integration does not sync appointments that existed before the connection was created.
To add past bookings to Outlook Calendar, edit any appointment in Amelia → Bookings and click Update without changing anything. Amelia will then create the matching event in Outlook Calendar.
How do I sign in with Microsoft?
In the General tab, click Sign in with Microsoft.
If you are already logged into one or more Microsoft accounts in your browser, Microsoft will show a list of available accounts. Otherwise, you will be asked to log in.
Choose the account you want Amelia to use for syncing and calendar access. This account becomes the primary Outlook account for the integration and determines which calendars can be assigned to employees later.
Microsoft then displays the permissions Amelia needs to access calendars and generate Microsoft Teams meetings. Accept the permissions to continue.
What happens after I confirm the connection?
After signing in, Microsoft redirects you back to Amelia.
In the General tab, you will now see:
- Disconnect account button
- Client ID and Client Secret fields disabled
- Redirect URI automatically generated based on your site URL
This confirms that the standard connection was established successfully.
Administrators may now configure calendar behavior and connect employees to available Outlook calendars through Features & integrations → Integrations → Set up → Outlook Calendar when they scroll down to the bottom of the page.
Can employees connect their own Outlook calendars?
Yes. After the main connection is established by an administrator, employees can connect their own Outlook accounts.
However, this is only possible if an admin has not already assigned a calendar to that employee. If an admin assigns a calendar through Features & Integrations, the employee cannot override or disconnect that connection.
If an employee connects their own Outlook account, it overrides any calendar previously assigned through the Employees page.
What should I keep in mind when using the standard connection?
- Only administrators can establish the initial Outlook connection.
- The Outlook account used during setup determines which calendars are available for assignment.
- Employees cannot override calendars assigned by admins through Integrations.
- The Redirect URI is generated automatically and cannot be changed.
- Localhost is supported only with the standard setup.
- Appointments are not synced retroactively.
- If an admin assigns a calendar, employees will see Outlook connected but cannot disconnect it.
- Admins can disconnect employees from personal calendars through the Integrations page.