Creating an Event Using the Outlook Calendar Integration

Once an Outlook calendar is your Main External Calendar, the events you create in Astalty are sent to it, and you can invite attendees and add a Microsoft Teams meeting.

Creating an Outlook Calendar Event

Create the event the same way as without the integration: click and drag on the Calendar, fill in the form and select Create. See Calendar Events and Tasks. Astalty then sends the event to your main Outlook calendar. If you have no main calendar, the event stays in Astalty only. See Seeing Your External Calendar In Astalty.

When Microsoft reports that your main calendar supports Microsoft Teams meetings for business, the form also shows Add Attendees. If it does not appear, check that an Outlook calendar is set as your Main External Calendar. Teams meetings for business are generally available on Microsoft 365 work or school accounts rather than personal Outlook accounts, so with a personal account Add Attendees may not appear.

Setting Up a Microsoft Teams Meeting within the Astalty Calendar

1. Select Add Attendees. The Meeting Attendees section opens with the event owner as the first attendee, who cannot be removed.
2. To add a video call, select Create Microsoft Teams Meeting. Attendees are invited whether or not you add a meeting.
3. Select Add Attendee, then start typing a Name to choose from the suggestions, or type the name and Email of anyone else.
4. Select Create.

The suggestions depend on the linked task. With no Participant chosen, they are the users in your organisation. Once you choose a Participant in Task Details, they are the Participant, the Participant's contacts and the users who can access that Participant. Choosing a suggestion fills in their email address.

When you select Create, Astalty creates the event in your main Outlook calendar with the attendees and, if you chose it, a Teams meeting. Outlook handles the invitations to the attendees.

Select the event in Astalty to see each attendee's response, which Astalty reads from Outlook, and select Join Meeting to open the Teams meeting.

In Astalty, attendees cannot be added or changed after the event is created. You can add a Teams meeting later by editing the event, but a meeting cannot be removed once added.

Editing Integration Events

Edits and deletions you make in Astalty are sent to the Outlook calendar where the event was originally created, even if you later change your main calendar. When deleting, keep Remove from your calendar ticked to delete the Outlook copy. Untick it to keep that copy, including when deleting This and following events from a repeating series.

Editing, moving or deleting the copy in Outlook does not change the Astalty event. For an event with attendees, the attendee list and each attendee's response are the only details Astalty reads back from Outlook, when you open the event.