Connect Microsoft Teams and Outlook

When you need it

• You meet clients on Microsoft Teams and want each booking to get its own Teams link.
• Your team uses Outlook or Microsoft 365 calendars and wants bookings to appear there, with busy times blocked.
• Team members from another organisation, or with a personal Outlook or Hotmail account, need to connect their calendars.

Before you start

• You need a Microsoft 365 business account. Teams links don't work with personal Outlook or Hotmail accounts (their calendars still sync).
• Your website's address must start with https:// (Microsoft accepts http:// only for localhost).
• Decide who will connect: only your own company's staff, or also people from other organisations or with personal Microsoft accounts. This decides step 4.
• This is done once, by the business. Team members never make apps or keys: they only press Connect and sign in.

Step by step

1. 1

   Go to entra.microsoft.com and sign in with your Microsoft 365 business account. If asked, set up extra sign-in security.

2. 2

   Open Entra ID, then App registrations, then + New registration. Give it a name, such as “Our bookings”.

   [Screenshot to come] It will show: The Register an application form: Name “Our bookings”, Supported account types with Single tenant only selected, Redirect URI set to Web with the CaliDiary address pasted.

3. 3

   Under Supported account types, choose:

   • Single tenant only when only your own company's staff will connect (the usual choice);
   • accounts in any organisation when team members use another company's Microsoft account, and also personal Microsoft accounts if anyone will connect a personal Outlook or Hotmail calendar.
4. 4

   Under Redirect URI, choose Web and paste the address from CaliDiary's Microsoft Teams and Outlook section, Redirect address (paste it into your app) (use its Copy button). Click Register.

   [Screenshot to come] It will show: The Microsoft Teams and Outlook section before saving: Not set up label, the Redirect address (paste it into your app) field with its Copy button, and the empty Directory (tenant) ID, Application (client) ID and Client secret boxes.

5. 5

   On the app's Overview, copy the Application (client) ID and the Directory (tenant) ID into CaliDiary's Application (client) ID and Directory (tenant) ID boxes. Ignore the Object ID.

   Enter common instead of the tenant ID only if the app allows accounts from any organisation. Test connection can then check only the client ID; the secret is checked when the first person connects.

6. 6

   Open Certificates & secrets. Under Client secrets, click + New client secret, add a description, choose how long it lasts (for example 180 days), then Add.

   • Copy the Value (not the Secret ID) into CaliDiary's Client secret box straight away: Microsoft never shows it again.
   • Note the Expires date. You'll need a new secret before then.

   [Screenshot to come] It will show: Client secrets list with one new secret: Description, Expires date, the Value column (blurred) and the Secret ID column (blurred), with the Value's copy icon visible.

7. 7

   Open API permissions. Click + Add a permission, then Microsoft Graph, then Delegated permissions, and tick offline_access and Calendars.ReadWrite (User.Read is already there). Click Add permissions.

   If you are an admin, click Grant admin consent for [your company], then Yes.

   [Screenshot to come] It will show: Configured permissions for Microsoft Graph (Delegated): offline_access, Calendars.ReadWrite and User.Read, with the Grant admin consent button and Granted status.

8. 8

   In CaliDiary, press Save Microsoft, then Test connection. When it works you see “The app’s details are right. Now each person connects their own calendar on the Team screen (or in My diary).”

   [Screenshot to come] It will show: The Microsoft section after Test connection: Connected label, the success notice “The app’s details are right. Now each person connects their own calendar…”, “Connected: Alex Morgan, Priya Shah.” and the “Teams links for people who haven’t connected Microsoft are made in” choice.

9. 9

   Sign in the account that makes the business's meetings (the organiser account, such as [email protected]) and choose the business calendar. See The business calendar and the organiser account.

10. 10

    Each person then connects their own calendar on Team and locations → Team → People with Connect Outlook or Microsoft 365, or in My diary. See Connect your own calendar.

Tips

• OnlineMeetings.ReadWrite isn't needed: CaliDiary makes Teams links through calendar entries. It does no harm if it is there.
• Put a reminder in your diary a week before the secret's Expires date. Make a new client secret, paste its Value into CaliDiary, press Save Microsoft, and then delete the old one in Entra.
• Microsoft shows Admin consent required: No for these permissions, so your staff can usually approve the app themselves unless your company's IT has blocked that.
• Microsoft sometimes renames its menus (Entra used to be called Azure Active Directory). If a name here doesn't match, look for the nearest one.

Common problems

Related guides

• The business calendar and the organiser account
• Connect your own calendar
• Connect Google Meet and Google Calendar
• Video and calendar troubleshooting