Scheduling Software That Integrates With Outlook

With the advent of a technology-driven world, organizations are now looking to automate their business processes to improve productivity and reduce costs. Scheduling software integrates with outlook calendar, Outlook also provides a provision to schedule appointments as per the users’ availability. However, this feature is not available by default but one can use third-party add-ons that integrate scheduling features in Outlook.

In this post, we review the aspects of Scheduling Software That Integrates With Outlook, scheduling appointments in outlook, does microsoft to do integrate with outlook calendar, and Does Outlook have a scheduling tool like Calendly?

Scheduling Software That Integrates With Outlook

If you’re looking for a scheduling software that integrates with Microsoft Outlook, here are five great options to explore.

Zoho Meeting

Zoho Meeting is a cloud-based web conferencing and video conferencing solution that’s compatible with Outlook. It’s available for free for up to 15 people, making it an affordable option for small businesses.

Zoho Meeting features include:

  • Scheduling software for Outlook calendars
  • The ability to send calendar invites directly from the app or your desktop browser, including Microsoft Office 365 accounts that use email addresses from @outlook.com or @hotmail.com domains
  • A calendar view of upcoming events and meetings on all devices (desktop computers, mobile phones, tablets) so you can see what’s happening at any given time in one place

Appointy

Best for larger teams, Appointy is a free and paid tool that integrates with Microsoft Outlook. It has powerful scheduling capabilities, but also offers meeting management and project management features.

Appointy is great for companies that need to schedule multiple meetings at once, or want to add additional calendar details like room numbers or other information. The platform also integrates with Google Calendar and Salesforce if you use those tools as well as Office 365.

Setmore

Setmore is a cloud-based appointment scheduling software that integrates with Microsoft Outlook and has an easy-to-use interface. Setmore offers multiple features to help you manage your appointments, including bulk scheduling and automated follow up emails. The software also allows you to customize the way you manage appointments, from the color scheme of your calendar to the fields that appear on each page.

You can download Setmore from their website for free or purchase one of their paid plans starting at $19 per month for personal use.

TimeTrade Scheduler

TimeTrade Scheduler is a cloud-based appointment scheduling software that can be integrated with Outlook. The software offers a free trial, and it has a mobile app for iOS and Android devices. TimeTrade Scheduler also has a user-friendly interface that allows users to easily schedule appointments, assign tasks and make changes without hassle.

Square Appointments

Square Appointments is a scheduling software that integrates with Microsoft Outlook. It can be used for appointments, meetings, events, time tracking and invoicing.

You can also use Square Appointments to schedule employees and contractors. It’s available in five different plans depending on your business needs: Basic ($15/month), Professional ($75/month), Business ($250/month), Enterprise ($500/month) or Unlimited (pricing varies).

Shedul

Shedul is a free online scheduling software that integrates with Outlook. It can be used for free, and for up to 2 people and 2 calendars. If you need more than this, the paid version starts at $4 per month per user (with a 14-day trial).

The software is easy to use and allows you to set up different types of meetings—from simple one-on-one meetings, to multiple attendees (up to 8 people), or even open spaces where anyone can sign up for an available time slot. You can invite participants through email or directly from your calendar.

Integrate your scheduling software with Microsoft Outlook.

You’ve probably heard of Microsoft Outlook, but you may not know that it’s the most popular email client in the world and that it has multiple uses. It can help you manage your projects and work with your team members, so if you’re looking for a way to integrate your scheduling software with Outlook, this is an excellent option.

You’ll find many benefits from integrating your scheduling software with Microsoft Outlook. For example:

  • Integrating your scheduling software with Outlook can save time by eliminating manual data entry. Instead of entering each appointment into two different systems (your calendar and the scheduler), everything is done within one app where all data resides centrally.
  • Integrating your scheduling software with Microsoft Outlook gives all users access to up-to-date schedules across all devices so they know when meetings are happening or what team members are available at any given time as well as who needs a reminder about upcoming deadlines or appointments due soonest..

scheduling appointments in outlook

Imagine your life without a digital calendar … no reminders popping up on your phone, wearing an eraser down to a nub when an appointment is rescheduled, sign-up sheets for appointment slots, emailing back and forth to find a time to meet, manually copying meeting details from an email to your calendar.

… Well, even with a digital calendar, you might still be doing those last three. But built-in Microsoft Outlook Calendar tools, made possible by ITS, are here to help you save some time, frustration and maybe even erasers. Meet your new productivity boosters: FindTime, Bookings and Create an appointment from an email.

FindTime

Finding a time to meet that works for everyone is always a challenge. You’ve probably answered a meeting poll in the past, but did you know there’s one integrated with Outlook? And that it has extra features, like automatically scheduling your meeting? Microsoft FindTime is an add-on that is automatically added to your Outlook account at UNC-Chapel Hill.

To use FindTime, start a draft email and enter your required attendees in the to line and cc any optional attendees. You can also invite attendees who don’t have @unc.edu addresses. Then click on the FindTime icon.

The icon may be displayed on your toolbar with other add-ons, hidden under a three dots menu or displayed at the bottom of the draft window on Outlook for the web.

You’ll then use a day and time picker to choose options for your meeting poll, all while seeing availability for your attendees. This way you’ll be able to quickly narrow down the number of slots you pick.

Next, you’ll see why FindTime really shines. In the settings for the poll, you can let Outlook automatically put tentative blocks on your calendar for the times in the poll, automatically schedule a meeting when attendees reach a consensus, choose to be notified of responses and require that attendees verify their identity.

After you send your poll, if you’ve configured your poll settings to be notified of responses, you’ll receive an email when people complete their votes. If you enable the setting to automatically schedule a meeting when attendees reach a consensus, and if all respondents reply and agree unanimously on a time, you’ll receive a confirmation email, and a meeting will appear on your calendar.

To see responses for current or completed polls or set default settings for all future polls, sign in to your FindTime dashboard.

Need an easy way for people to sign up for office hours, appointment slots, interviews or consultations? Microsoft Bookings to the rescue!

The Bookings app helps you quickly create a website that lets others view and schedule appointments. The tool includes free features that other services charge a premium for, like real-time calendar updates, full integration with your Outlook calendar and appointment confirmations with email and text reminders.

Access Microsoft Bookings through the Microsoft apps launcher, available on office.com, SharePoint or from your homepage if you’re using the Edge browser. Then connect Bookings to an existing shared calendar or start a new one. Because Bookings works on a shared Outlook calendar, it’s easy to share appointments with a team or department and reassign appointments to another staff member.

Once you have a Bookings space, you’ll be able to create custom appointments, letting people choose between services, staff or locations — for whatever types of appointments you need. For example, use Bookings for office hours and allow students to pick between virtual or in-person appointments, or add consultations for multiple staff members in one Bookings interface.

Even better, all booked appointments automatically appear on your Outlook calendar and are easily re-assigned to other staff as needed. For virtual appointments, you can choose to automatically add Microsoft Teams meetings, completely automating your booking process.

There’s also a lightweight version of the Bookings app available in Teams. Once configured, all Bookings administration can be done without leaving the Teams app.

When you receive an email with a Zoom link for a webinar or a meeting confirmation from a third-party system, you probably open Outlook Calendar and make a new appointment. And you likely find yourself flipping back and forth to copy and paste details and confirm that you’re making the meeting for the correct day and time.

Using the Outlook desktop app, just click and drag the email to the calendar icon at the bottom right of the screen. This will create a new appointment containing everything from the original email. You’ll still need to adjust the date and time, but the contents of the email will automatically be included in the body of the appointment for easy reference and fewer clicks.

Depending on what version of the desktop app you’re using, you may also have a “Create an Appointment” button in your toolbar that works the same way.

Want to learn more Outlook Calendar tips and tricks? ITS has another tool that can help: LinkedIn Learning. Log in for free using your Onyen and search for Outlook Calendar, FindTime or Bookings to find the right course for you, with options ranging from one-minute quick tips to 10-hour master classes.

does microsoft to do integrate with outlook calendar

A walk through of Microsoft Bookings and Calendly comparing their ins and outs to help you decide which is the best tool for your business.

Managing your time and schedule is essential for any business. It can be challenging to handle new clients and appointments and existing clients who want your time. Microsoft Bookings and Calendly are two online tools to help you manage your time and meetings.

These two platforms have similar intent, but are not the same in terms of both features and pricing. If you’re debating between Microsoft Bookings vs Calendly, look no further because we’re breaking both down below. We’ll walk through the two platforms and discuss the ins and outs to help you decide if Microsoft Bookings or Calendly is the best tool for your business.

Why Use an Appointment Scheduler In The First Place?

Before we begin, let’s discuss what we mean by an appointment scheduler, and why they are necessary for many businesses. Effectively, an online appointment scheduler allows the user to manage appointments and/or meeting times across time zones and amongst the multiple people who may need to book time with you. With most scheduling software, you can create a meeting link and send it to the person you want to book time with. They receive the appointment offering with the ability to add it in their own calendar, which they can then accept or decline.

It is easier for both the customer and business when appointments are booked online. Customers do not have to call or email to schedule. Rather, they can easily find appointment times that work for them, and businesses can manage their time more effectively without as much back and forth.

A Quick Look at Microsoft Bookings

Microsoft Bookings is part of the Microsoft Office Online Suite of products (also called Microsoft 365), which includes email accounts, file sharing, calendars, and more, all stored in the cloud. This system enables your team to manage your schedule or appointments using an easy-to-use online interface. It allows customers to manage their bookings with ease. Customers can quickly change, cancel, and schedule new sessions.

Bookings is designed for small businesses that need to manage appointments with customers in an easy way. It unsurprisingly integrates with the Outlook calendar, but it can also be integrated with your personal and professional calendar according to the product website.

With Microsoft Bookings, users can also create templates for recurring appointments, which makes booking faster and easier for both business owners and their customers. As part of Microsoft 365, Microsoft Bookings offers a wide range of features for businesses of all sizes.

Pricing for Microsoft Bookings depends on your business’s Microsoft 365 subscription. You can’t get the software as a stand alone service. You can get a subscription of Microsoft 365 Business Basic for as low as $5 per month, but will have minimal features. Bookings is a simple tool to start using if you are already subscribed to Microsoft 365, however.

While it’s a decent booking and scheduling tool, if you don’t want to pay for a Microsoft 365 plan, you will be unable to use bookings. And, even if you do purchase a plan, you may find that the Bookings software is too simplistic and not designed with growing your business in mind. Still, if you don’t want to pay extra for an additional tool, you might find it fits your needs just fine.

A Quick Look at Calendly

Calendly is another booking software designed to help you manage your schedule. You can create appointments and set times for customers to book online. If you are already using a calendar application such as Google Calendar, you can easily import your existing schedule into the platform.

Calendly offers a wide range of features that are perfect for businesses of all sizes. You can create different appointments, such as one-time or recurring. You can also set up other availability times and customize your appointment settings.

Unlike Microsoft Bookings, Calendly allows you to have an independent scheduler without the need to be a part of Microsoft 365 or any other software. Calendly gives you the freedom to create all your appointments within the tool itself.

Calendly comes with a limited free plan that might have enough basic features for you if your business is just getting started. On the other hand, if you want to do more than the minimum, you can choose a paid plan starting at $8/month.

As your needs change, Calendly has additional plans with increased features at each tier level. It’s worth noting that even with a small team, you might need to pay higher tier pricing in order to access the full suite of features and integrations.

Alternatively, a scheduling tool like Taggg allows users to have complete access to all of the similar features to Calendly without having to pay a premium price. For the $8 per month cost of Taggg you receive the same if not more than the Calendly base plan of $8/month. In fact, Taggg is lower than the cost of most other schedulers for the features and functionality it offers. If that wasn’t enough, Taggg also has a lower-priced $6/month plan loaded with several in demand features that may be enough for most businesses.

Microsoft Bookings vs Calendly – Which is Best?

For quick reference, here’s how Microsoft Bookings and Calendly stack up against each other:

The best way to determine whether you should choose Microsoft Bookings or Calendly as your booking tool, is to figure out which of the two platforms fits your needs the best. If you are already a Microsoft 365 user and only require the scheduling features, then Bookings might be the best choice for you. On the flip side, if you want complete control of your scheduler without being locked into one platform, Calendly is the better choice.

Microsoft Bookings and Calendly are both considered great tools for small businesses to manage their appointments. However, a few key differences between the two may make one better suited for your business than the other.

Bookings is a Microsoft-specific product that is simple to use, but has limited features. Still, it is perfect for businesses already using Microsoft 365 applications and wants a scheduling solution that integrates well with them. And, you won’t have to pay anything outside of your Microsoft subscription to have access to its Bookings tool.

Calendly is a more robust scheduler that doesn’t require you to be a Microsoft 365 user. It offers a wide range of features and integrations perfect for businesses of all sizes, and is a stand alone product.

If Calendly vs Bookings has left you feeling you want a third choice, Taggg might be the alternative you’re looking for. It has more integrations and better features than Calendly, and doesn’t tie you exclusively to Microsoft products. Furthermore, it’s a steal at $6/month for all the features and functionality. Even at the higher tier of $8/month you’re getting more for your dollar than Calendly’s $8/month plan.

But don’t take our word for it. Try Taggg for free, and get your business calendar organized today!

Does Outlook have a scheduling tool like Calendly?

When you work with a large team or company, you need a scheduling tool that everyone can get on board with easily. Calendly and Microsoft Bookings are both popular appointment scheduling choices for teams. But beyond some shared functionalities, they fit into your workflow very differently.

Let’s compare Calendly vs Microsoft Bookings to help you decide which is right for your team and business scheduling needs.

Calendly overview — who is it for?

Calendly is a hub for scheduling and managing meetings efficiently. It has the essential features your meeting scheduling software needs, like one-click booking. There are also integrations and workflows, making it a solid choice for cross-functional teams.

There is a free plan and small business options for Calendly, but if you’re considering it alongside Microsoft Bookings, chances are you work on a team. That’s good news: Calendly integrates with Microsoft products, so if you’re a 365 user, Calendly is still on the table. Calendly’s platform security and compliance are designed specifically for large teams.

Calendly is great for teams that:

Use a variety of tools. We’ll explore Calendly integrations later in the post. For now, just know you can use Calendly alongside a wide variety of tools, including Zoom, Salesforce, Hubspot, and Slack.

Need a solution that’s easy to spin up. According to G2, Calendly is the #1 easiest to use online appointment scheduling software because of its intuitive design.

Want to create automated meeting workflows. Most meetings require more work than just setting a date and time. Automate tasks like meeting reminders and follow-up emails using Calendly’s Workflows to help you save time and accomplish more.

Microsoft Bookings overview — who is it for?

Microsoft Bookings is the online scheduling arm of Microsoft 365, previously called Microsoft Office. If your team already has a paid version of 365, you may already have access. Bookings only works in the Microsoft ecosystem, so if you don’t have a higher-tier plan already and don’t want to pay for one, this won’t be the best option.

Microsoft Bookings is an option for teams that:

Already pay for business or enterprise Microsoft 365. If you’re in one of those camps, you can begin using Bookings immediately.

Want simple scheduling software. Microsoft Bookings integrates with the Outlook calendar and Office suite for simple booking. It won’t automate your meeting workflow, but you can schedule appointments one at a time.

Scheduling usability and features for Calendly vs Microsoft Bookings

Now that we’ve reviewed Calendly and Microsoft Bookings from a high-level, let’s compare them feature-to-feature starting with the meeting scheduling process.

Manage calendars

Microsoft Bookings only works with your Office calendar, though you can create and manage multiple businesses or booking calendars. For example, you could create a calendar for each team member. Your booking page only shows available times based on your linked calendar. You can also customize appointment duration and how far in advance customers can book appointments.

If you or your team wants to work across calendar apps like Microsoft, Google, and Apple, Calendly is the easier choice. You can connect multiple calendars to manage availability. This way, your sales meeting on your work calendar can’t interfere with the doctor appointment on your personal Apple calendar. You can also add meeting buffers with Calendly, which automatically builds breathing room before and after events to avoid back-to-back bookings.

Create meetings

Calendly offers a few ways for invitees to choose an available time from your calendar. You can share your scheduling page link or use the Calendly Outlook Add-in to embed available meeting times directly into an email from your inbox. Calendly uses time-zone detection, so your invitees will automatically see your available times translated to their time zone. You’ll also have the option to route invitees to the correct team member automatically.

With Calendly you’ll never forget to include a videoconferencing link again, because it integrates with Zoom, Webex, GoToMeeting, Google Meet, and Microsoft Teams. With Microsoft Bookings, well, hopefully you like using Teams’ video conferencing because that’s your only option.

How you interact with meetings set up through Microsoft Bookings depends on your role and access level. If you set up appointments, you’ll use the Bookings app to create events and share the scheduling link with attendees. If you only need to see your scheduled meetings and not make them, you’ll view and join them from your calendar. If you work internationally, beware that the booking page uses the host’s time zone and language.

There seems to be a steep learning curve for using Microsoft Bookings. Cindy L., a director of marketing, noted on G2 that “after setting it up, the link did not always work. Often got “bad request” errors when embedding it in a button or text link. Thus, it’s too unreliable to work for us right now.” There are also limited features for customizing your appointment web pages.

Send reminders

Nobody wants to waste time with no-show appointments, so Calendly and Microsoft Bookings have meeting confirmation and email reminders. U.S. and Canada bookings users can also enable SMS text notifications. Unfortunately, users have reported issues with double booking and faulty reminders.

Calendly’s follow-up settings are highly customizable, allowing you to choose who receives what email or text message minutes, hours, or days before and after an event. There are also confirmations if someone cancels an event.

Teamwork usability and features for Calendly versus Microsoft Bookings

Both Calendly and Microsoft Bookings share some essential features, like scheduling pages that prevent double booking. They begin to diverge when you consider workflows and collaboration. Here’s how both tools stack up for teams.

Team member management

Calendly knows there are many ways your staff members work together, so various types of team scheduling exist. You can create a Round Robin event for product demos that any sales team member can pick up. Or perhaps you need an all-hands collective event with multiple team members in attendance. You can also create group appointments like webinars or trainings, where multiple invitees can book the same time slot with your staff.

Microsoft Bookings also allows you to distribute appointments to a group, but there’s no way to ensure equal distribution or cap the number of appointments a single team member is assigned.

Workflows

Automated workflows are another area where Calendly and Microsoft Bookings are at odds. Calendly allows you to design a meeting process from front to back one time and use it over and over.

For example, you can send every sales prospect a recording of the demo after an event automatically. Or, you can send the same branded follow-up reminders at consistent intervals before events. There’s also a Calendly and Zapier integration you can use to create tasks from new events, send Slack messages with new calendar invites, and more.

These workflows ensure your organization delivers a consistent experience across the board and frees up time and mental energy for your team.

Unfortunately, Microsoft Bookings doesn’t have workflow automations at this time. You can create consistent event types to choose from, though.

Reporting

If you want insights into your teams’ meetings, you’re in luck, because both Calendly and Microsoft Bookings have reporting.

Microsoft Bookings reports only include four months of data at a time. Still, you can download information like event type, duration, and price in a .tsv file.

Calendly Analytics’ intuitive dashboard, on the other hand, doesn’t require any spreadsheets or mental gymnastics. It includes insights that help you make better business decisions: popular meeting days, top performers, in-demand meeting types, and more.

Integrations for Calendly vs. Microsoft Bookings

Chances are you aren’t starting from scratch with your tech stack, so you need a scheduling app that works with your other tools.

Since Microsoft Bookings is part of the Office 365 suite, it only integrates with other Microsoft tools. While it plays nice with Microsoft Outlook Calendar and Microsoft Teams, your options pretty much end there.

If you want to make appointment scheduling a seamless part of your workflow, Calendly integrations offer way more options. Some of the tools with native Calendly integrations include:

Sales and marketing tools including Salesforce, Hubspot, Typeform, and ActiveCampaign

Multiple calendars including Google Calendar, Outlook 365 Calendar, and iCloud Calendar

The places you spend your work day, such as Slack and Google Chrome

Calendly vs Microsoft bookings: Choose scheduling software based on your priorities

Microsoft Bookings is a built-in, pared-down appointment scheduling option for teams that want basic functions where they already work. However, organizations that want to scale the impact and effectiveness of their meetings, or work across tools, will feel stifled by the software. It also isn’t a viable option for teams that aren’t already paying for a higher-tier Microsoft 365 subscription.

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