Microsoft Outlook

Connect an Outlook calendar so VoiceCap can see upcoming meetings and send a bot to join them.

Connecting a Microsoft Outlook calendar lets VoiceCap read your upcoming meetings and send a bot to join the ones you want recorded. It works with a Microsoft 365 work or school account and with a personal Microsoft account. Any member can connect their own calendar; it isn't restricted to Owner or Admin. You can connect one calendar at a time, Google Calendar or Microsoft Outlook, so disconnect the calendar you have before connecting the other one.

Connecting your calendar

Go to Calendar.
Click Connect with Microsoft Outlook.
Sign in with the Microsoft account whose calendar you want to connect and approve the request. You're returned to the Calendar page with a "Microsoft Outlook connected" confirmation.

If Microsoft says admin approval is needed

Some Microsoft 365 organizations don't let their members approve outside apps on their own. In those organizations the sign-in ends with a "Need admin approval" message from Microsoft, and VoiceCap sends you back to the Calendar page with an Admin approval needed card.

Click Copy admin approval link on the card.
Send the link to a Microsoft 365 administrator. A Global Administrator, Cloud Application Administrator or Application Administrator can approve it.
Once they've approved it, click Connect with Microsoft Outlook again and sign in.

The approval is granted once per organization, not once per person. After an administrator has approved VoiceCap, everyone else in your organization can connect without seeing the card.

If you cancelled the Microsoft prompt yourself, no approval is needed. Microsoft sends the same error code for a cancelled prompt as it does for a blocked one, so click Connect with Microsoft Outlook again and finish signing in.

What VoiceCap can access

The connection asks Microsoft for two permissions:

Read-only access to your calendar events
Your Microsoft account email address

VoiceCap cannot create, edit, or delete anything on your Outlook calendar. It only reads upcoming events to decide which ones to join.

Which meetings get a bot

Which of your upcoming meetings automatically get a bot, and how to override it per meeting, is covered in Calendar sync. In short: VoiceCap has a default rule you set on the Calendar page (record all your meetings, only meetings with external attendees, or none automatically), and you can override that rule for any individual meeting.

Microsoft Teams links on your Outlook events work the same way Google Meet and Zoom links do. If the Teams meeting uses a waiting room, the bot waits there until someone lets it in, so be ready to admit VoiceCap Notetaker.

Disconnecting

Go to Calendar.
Click Disconnect next to your connected calendar.