Outlook Calendar Integration | Zoho Forms - User Guide

Outlook Calendar Integration

By integrating Zoho Forms with Outlook Calendar, you can schedule meetings and events, and manage guests in your calendar. With this integration, you can push form entries as events to your Outlook calendar and associate guests with the calendar events. You can also add additional details such as location, description, etc., to your events. 

Integration Setup

To integrate your form with Outlook Calendar,

  1. Navigate to the Integrations tab under Sheet & Calendar, select Outlook Calendar.
  2. Authenticate Zoho Forms to connect with your Outlook Calendar. Once authenticated, you will be redirected back to the Outlook Calendar Integration page in Zoho Forms.
  3. In the Calendar dropdown, select a calendar from the list of calendars available in your Outlook Calendar. 
  4. Under Action, select if you wish to add events to your calendar or add guests to an event in your calendar with each form entry.
  5. Map the Zoho Forms fields to the corresponding Outlook calendar attributes.
  6. Click Integrate to save your settings.
    Outlook Calendar Integration setup

Adding Events in Outlook Calendar

If you choose to add each form entry as an event in your calendar, you can map your form fields to the following under Event attribute mapping: 

Title: You can enter a title of your choice for the event. You can merge values from form responses with the title by clicking the merge icon and selecting the required fields.

Start: Select a start date for the event by mapping it to the Date or Date-Time fields in your form.

End: Select an end date for the event. You can map it to the Date or Date-Time fields in your form or enter the duration from the start date in minutes or hours manually.

Notes
Note: The Date and Date-Time fields mapped to the Start and End dates should be marked as mandatory in your form. You can optionally include the start and end times of an event if you have mapped the Start and End dates to the Date fields in your form.

Guests: You can add guests to the event by mapping Email fields in your form using the merge icon. You can also manually enter the email addresses of your guests.

Location: You can either map the location of an event to your form fields or enter the location manually.

Description: Click Add Description to include additional notes for the event. You can merge values from your form responses in the description by clicking the merge icon and selecting the required fields.

Adding Guests to an event in Outlook Calendar

If you choose to add each form entry as a guest to an existing event in your Outlook Calendar, 

  1. In the Event Title dropdown, select an event from your Outlook Calendar to which you wish to add guests. 
  2. Under Form - Calendar Mapping, map Guests to the required Email fields in your form to include the field responses as email addresses of the guests.