LogoLogo
More help and supportPhocas website
  • Home
  • Getting started
    • Navigation
    • Homepage
    • Data access
    • User licenses, profiles and permissions
    • Account settings
    • Databases
    • Periods
      • Offset dates
      • Default period for a database
    • Sharing and folders
      • Share a dashboard, favorite, or alert
    • Subscriptions
  • Analytics
    • Take a tour of Analytics
    • Work with the grid
    • View a summary of the data
    • Customize your view (Analytics)
      • Change the mode
        • Period mode
        • Period Variance mode
        • Period Stream mode
        • Moving mode
        • Stream mode
        • Total mode
        • Transaction mode
        • Matrix mode
        • Matrix Variance mode
        • Matrix Share mode
        • Variance mode
        • Search mode
        • Market mode
        • Custom mode
      • Change the properties (Analytics)
      • Change the measures (Analytics)
      • Change the stream
      • Use the activity filter
      • Change the data format
      • Change the period (Analytics)
    • Drill down into your data (view transactions)
    • Filter data (use dimensions)
    • Select data (Analytics)
    • Focus on data (Analytics)
    • Copy or export data
    • Search for data
      • Perform a basic search
      • Perform an advanced search
      • Search for similar or comparative data (right-click filter)
    • Add levels to the grid (grid nesting)
    • Compare data with Matrix mode
    • Get more options for viewing data
    • Visualize your data in a chart
      • Bar and Column charts
      • Combo chart
      • Pareto chart
      • Waterfall chart
      • Line chart
      • Area and % Area charts
      • Pie and Donut charts
      • Bubble chart
      • Radar chart
      • Gauge chart
      • Bullet chart
      • Summary and Ring Summary charts
      • Map charts
      • Configure the chart options
      • Select and focus on a chart segment
      • Export a chart as an image
      • Use the chart legend
    • Save favorites and add to dashboards (Analytics)
    • Reset data
    • Phocas AI
  • Flex Modes
    • Switch modes
    • Change the period (Flex Modes)
    • Filter data (Flex Modes)
    • Apply conditional formatting
    • Create a nested view
    • Manage columns (Flex Modes)
    • Save and share a favorite (Flex Modes)
    • View your data in a chart (Flex Modes)
  • Financial Statements
    • Take a tour of Financial Statements
    • Overview of access to financial statements
    • Customize your view (Financial Statements)
      • Change the properties (Financial Statements)
      • Change the measures (Financial Statements)
      • Change the period (Financial Statements)
      • Change the streams and scenarios
        • Change the budget data
      • Change the columns
      • Change the style
      • Change the rows (activity filter)
    • Filter the financial information
    • Select and focus on data (Financial Statements)
    • Copy or export financial information
    • Add a level in a financial statement
    • View financial information in a matrix (change column groups)
    • Add and view comments (Financial Statements)
    • View transactions (Financial Statements)
    • View financial information in a chart
      • Create a Pie and Donut chart (Financial Statements)
      • Create a Value card
      • Export a financial chart widget as an image
    • Save and share favorites (Financial Statements)
    • Add financial analysis to a dashboard
    • Manage financial statements
      • Overview of financial statements and dimensions
      • Create a financial statement
      • Delete a financial statement
      • Customize a financial statement
        • Rename a financial statement
        • Reorder a financial statement
        • Customize account groups
        • Customize calculations
          • Functions for Profit & Loss calculations
          • Formulas for financial ratios
        • Customize headings and spacers
        • Set the revenue row in a Profit & Loss statement
        • Customize columns
        • Customize a Cash Flow statement
          • Common account mapping for Cash Flow statements
        • Rebuild the database
      • Set the financial year end date
      • Map the Retained Earnings account(s)
      • Restrict access to accounts
      • Manage streams and scenarios
        • Manage budget streams (Financial Statements)
      • Create a budget (Financial Statements)
      • Use statistical streams
      • Use multiple currencies
      • Manage dimension groups
      • Map categories from your Chart of Accounts
  • Budgets & Forecasts
    • Overview of key terms and concepts
      • Budgets versus forecasts
      • Users and data access
      • Relationship with the Financial Statements module
      • 3-statement budgeting
      • Filtering methods
      • Demand planning
      • Loan repayments
    • Take a tour of Budgets & Forecasts
      • Explore the budget workbook
      • Explore the forecast workbook
      • Explore the Balance Sheet and Cash Flow budgets and forecasts
    • Customize your view (Budgets & Forecasts)
      • Filter a worksheet (search for items)
      • Group period columns
      • Use layouts
    • Use session filters
    • Edit values in a worksheet
      • Open workbook notes
      • Use keyboard shortcuts
      • Copy and paste values
      • Use comparison rows
      • Use sum and working lines
      • Use formulas
      • Spread totals
      • Revert to the baseline values
      • Edit the Balance Sheet budget
      • View and use headcount data
    • Refresh a workbook
    • Use workflows
      • Contribute to the workflow
      • View the workflow history
      • View workflow comments
    • View budget information in a chart
    • Open baseline, comparative, or opening balance data
    • Review the budget or forecast
      • Add and view cell comments
      • View and restore the cell history
      • View the audit log
      • Compare actuals, budgets and forecasts
    • Export a workbook or worksheet tab
    • Manage budgets and forecasts
      • Create a budget workbook
        • Best practices for efficient budgeting
        • Filtered budget or forecast
        • Budget by region and branch
        • Multi-currency budget
        • Unclassified data
        • Period types in budgets
        • Additional measures for driver-based budgeting
      • Create a forecast workbook
      • Clone a workbook
      • Import a budget or forecast
      • Edit the workbook setup
      • Roll a budget forward
      • Add more detail to a budget or forecast
      • Add worksheet tabs (drivers)
        • Balance Sheet and Cash Flow tabs
        • Manual Entry tab
        • Database tab
        • Headcount tab
          • Headcount tab FAQs
        • Reference tab
        • Lookup tab
        • Allocations tab
        • Scratch Pad tab
      • Manage worksheet tabs
      • Add notes to a workbook
      • Customize the format of measures
      • Manage the workflow
      • Manage user access and notifications
      • Publish a budget, forecast or other worksheet tab
      • Fix the baseline in a budget
      • Delete or restore a workbook
      • Delete a stream (Budgets & Forecasts)
  • Rebates
    • Overview of rebates
    • Get started with Rebates
    • Projects
    • Rules
      • Parent-child rebate rules
      • Rebates calculation methods
      • Yearly rebates
      • Quarterly rebates
      • Monthly rebates
      • Whole rule period rebates
      • Retrospective rebates
      • Pro rata rebates
    • Calculations
      • Run a calculation
      • Schedule calculations
      • View calculation results and transactions
      • Post calculation results
    • Seasonal calendars
    • Rebates analysis
    • Rebates near miss analysis
  • CRM
    • Overview of CRM
    • Agenda
    • Contacts
    • Accounts
    • Leads
    • Activities
      • Microsoft 365 Outlook calendar integration
    • Campaigns
    • CRM analysis
    • CRM administration
  • Favorites
    • Save a favorite
    • Manage favorites
    • Set a favorite as your default view
    • Use alerts
  • Dashboards
    • Use dashboards
    • Create a dashboard
    • Set a dashboard as your homepage
    • Manage dashboards
  • Administration
    • Overview of access to data (Administration)
    • Users
      • Add, update or delete a user account
        • User maintenance form
        • User permissions
      • Create a user template
      • Manage a user's database access and restrictions
      • Manage user passwords
      • Monitor user activity
      • Lock user accounts
      • Impersonate a user
    • Profiles
    • Folders (Administration)
    • Favorites (Administration)
    • Dashboards (Administration)
    • Subscriptions (Administration)
    • Periods (Administration)
      • Period types
      • Working days
    • Databases (Administration)
    • Sync Sources
    • Connectors
    • Configuration
      • Set up SSO
      • Set up SSO with Microsoft Entra ID
    • Logs
    • Designer
      • Modify a database
      • Get your data into Phocas
      • Design a database
        • Create a database
        • Add (connect) data to a database
        • Map data to the database
        • Save your database design
      • Design a financial database
      • Build a database
      • View and revert to older design versions
      • Add a budget file to a financial database
      • Add a budget file to a non-financial database (easy budget upload)
    • Sync
      • Automatically join or split items during Sync (split view)
      • Schedule the sync process
      • Migrate Sync
      • Test the sync process
    • Reserved words and characters
    • End of year maintenance tips
  • OTHER INFORMATION
    • File upload
    • Encrypt (share secrets)
    • Glossary
    • Release notes
      • Analytics release notes
      • Flex Modes release notes
      • Financial Statements release notes
      • Budgets and Forecasts release notes
      • Rebates release notes
      • Administration release notes
    • System requirements
    • Technical limitations
    • Security information
    • Scheduled upgrade and maintenance periods
    • More help and support
Powered by GitBook

© Phocas Software

On this page
  • Connect your calendars
  • Preapproved connection
  • Unapproved connection
  • Disconnect your calendars
  • Preapprove the integration (administrators)
  • Existing global app preapproval
  • If global preapproval is not configured
  • Warnings
  • Limitations

Was this helpful?

  1. CRM
  2. Activities

Microsoft 365 Outlook calendar integration

Connect Phocas CRM with your Microsoft 365 Outlook app for 2-way calendar synchronization, saving workflow time and reducing the risk of missed meetings or scheduling conflicts.

PreviousActivitiesNextCampaigns

Last updated 24 days ago

Was this helpful?

This feature is still under development (beta) and will be available soon. If you'd like to try it out, contact your Customer Success consultant.

  • This feature is available for Microsoft 365 Outlook work calendars, which are simply referred to as Outlook calendars below.

  • The term event is used throughout this page when referring to Outlook calendar items. In the old version of Outlook, this can be an appointment or meeting.

  • Please read the warnings and limitations sections below.

When you connect your calendars, all the new activities (events) you create, and any existing ones you edit, will be synced. The data flow associated with the key CRM activity-related actions is as follows:

CRM: When you or , a corresponding event is automatically created in Outlook.

The meeting description will be shared with all attendees. See the below.

Outlook: When you create an event, a corresponding activity is created in CRM. The type of activity depends on whether any of the event attendees are matched to contacts associated with an account in CRM. If there's a match, the activity type is meeting, but if not, it's a personal appointment.

The following example shows a personal appointment added in CRM automatically showing up in an Outlook calendar.

CRM: When you edit the activity, the corresponding Outlook event is updated.

Outlook: When you update the event, the corresponding CRM activity is also updated. The following details are updated: subject, description, start date and time, end date and time, and attendees. However, the activity type (meeting or personal appointment) is not updated.

CRM: If you delete the activity, the corresponding event in Outlook is also deleted.

Outlook: If you delete the event, the corresponding CRM activity (meeting or personal appointment) is also deleted.

Connect your calendars

When you open CRM, you'll see a blue message at the top with a Connect button. This button is also available on your Phocas Account settings page.

Preapproved connection

If the connection is preapproved, you don't need to do anything. You'll get a green success message in Phocas, like the one in step 4 below.

Unapproved connection

If the connection isn't preapproved, a Microsoft dialog opens and you need to follow these steps:

  1. Click Back to app to return to CRM. You'll see a red message telling you the connection failed. This is because it hasn't been approved yet.

  2. When your request is approved, click the Connect button in CRM again. You should be instantly connected and get a green success message.

Disconnect your calendars

If you want to disconnect Phocas CRM and Microsoft 365 Outlook, go to your Account settings page and click Disconnect.


Preapprove the integration (administrators)

If you're a Phocas administrator, we recommend preapproving the integration between the CRM and Outlook calendars in Microsoft Entra ID (Entra). Doing this ahead of time:

  • Saves time for both you and your users.

  • Removes the approval email workflow.

  • Allows users to connect their calendars immediately, with no additional prompts.

Existing global app preapproval

You might already have a global preapproval configured in your Entra environment. If so, no further action is required.

If global preapproval is not configured

To begin the preapproval process, get any user to initiate the connection by clicking Connect in either CRM or their Phocas account settings page. This action creates a link between CRM and Entra, allowing you to proceed with tenant-wide admin consent. When the first user is approved, you can preapprove all remaining users.

Learn more:

Phocas CRM is not yet available in the Enterprise applications > All applications list.


Warnings

  • The meeting description will be shared with all attendees, so it's important you don't enter any private information there.

  • When your calendars connect, all existing meetings aren't synced. Only the meetings you create or edit after the connection will sync.

  • The synchronization process imports all meetings created in Outlook, including those marked as private. Therefore, it's important to remember that:

    • Only the Personal Appointment type of meetings remain private to the owner. They won't be visible in other users' calendars.

Limitations

  • Personal Microsoft accounts aren't supported.

  • The Private setting from Outlook isn't supported (see warning above).

  • Temporary limitations (functionality coming soon):

    • You can't add recurring events.

    • You can't include attachments.

    • All day meetings aren't fully supported.

Click the Connect button. What happens next depends on whether your administrator has .

Select your Microsoft account, read the app information, enter a justification, and click Request approval.

Check your email account (the one you selected above). You should receive an email informing you that your request has been sent to your administrator, then another one when your request has been approved by your administrator.

Learn more:

Meetings associated with an account might be visible in other users' calendars, depending on their .

Configure how users consent to applications - Microsoft Entra ID | Microsoft Learn
Grant tenant-wide admin consent to an application - Microsoft Entra ID | Microsoft Learn
Review and take action on admin consent requests - Microsoft Entra ID | Microsoft Learn
preapproved the connection
warning
CRM restrictions
add an activity
personal appointment