Microsoft Outlook Calendar Integration with Zoho People LMS

Microsoft Outlook Calendar Integration with Zoho People LMS

The Outlook Calendar Sync feature in Zoho People's LMS automatically creates and manages Microsoft 365 calendar events for training sessions. Once integrated, trainers and enrolled learners will see their upcoming sessions directly in Outlook and no manual scheduling will be required.

What This Feature Does

  1. Map Zoho People employees' to their Microsoft 365 account.
  2. Once mapped, publish a course batch to automatically create session events in Outlook.
  3. The trainer is set as the organiser and enrolled learners are added as attendees.
  4. Any changes to session details are automatically updated in Outlook.
  5. Use the manual sync option to refresh a user's calendar events at any time.

Mapping Zoho People Employees to Microsoft Outlook

User mapping links each Zoho People employee to their corresponding Microsoft Entra ID. This must be configured for all trainers and learners who need their LMS course sessions synced to Outlook.

To configure, navigate to Settings > Marketplace > Third-party Integrations > Microsoft.

Click on Authenticate in the Microsoft Entra ID card.


Info
The Microsoft Entra ID integration with Zoho People can be configured from:
  1. Navigate to Settings > Marketplace > Third-party Integrations > Microsoft > Entra ID > Authenticate.
    (OR) 
  2. Navigate to Settings > LMS > Integrations > Authenticate.

Adding an Employee Manually 

  1. Navigate to Settings> LMS > Integrations > Select Add User.



  2. Select an employee from the Zoho People Email ID dropdown.
  3. Enter the employee's Outlook Email ID.
    (Example: name@tenant.onmicrosoft.com)



  4. Click Add.
    The employee's Zoho People account will be mapped to their Outlook account.

Bulk Importing Employees'


  1. Navigate to Settings > LMS > Integrations > Select Import.  




  2. You can upload the file (must be CSV, XLS, or XLSX) and preview of all the records will be shown. 



  3. Once uploaded, the system validates each row and displays the results under Import Summary.
  4. Successfully imported users appear under the Added Records tab, while failed records are listed under the Error Records tab along with the reason for error.

Managing Mapped Users


Once users are mapped, you can view, sync, edit, or delete their mappings from the Mapped Users tab. Three action icons appear when you hover over a mapped user row.



Syncing Outlook Calendar Manually

To sync the calendar manually for a mapped user:
  1. Navigate to Settings > LMS > Integrations > Microsoft Entra ID.
  2. Under the Mapped Users tab, hover over an employee and click the Sync icon(). 
    A confirmation popup will appear as shown below.



    Alert
    The following actions will be performed when you click Sync:

    1. All existing calendar events in Microsoft Outlook for that selected employee will be deleted before syncing.
    2. Course sessions from Zoho People will be fetched and added to the employee's Outlook calendar.
    3. The sessions will be synced only for courses in which the employee is a trainer or learner.
  3. After reviewing, you can click Sync.
    The selected employee's sessions will be synced to their Outlook Calendar. 





  4. As shown in the screenshots above, this is how scheduled sessions will appear in your Zoho People Calendar and Microsoft Outlook Calendar.