Bookings land in Outlook, not in a list you have to copy over
GreetKeeper reads Outlook free/busy during the call, then creates the appointment in your own mailbox calendar.
Caller
“I need to sit down with someone about the quote you sent. I'm free most afternoons this week except Wednesday.”
What happened next
- Read Outlook free/busy for the week, ruled out Wednesday as the caller asked
- Booked Tuesday 2:30pm, 60 minutes, in the connected mailbox calendar
- Meeting body carries the caller's number and what they said the meeting is about
How GreetKeeper connects to Outlook
Three states, and we publish the one that is true rather than the one that reads best.
| Tool | How it connects | What that means |
|---|---|---|
| Outlook | Writes directly |
What Outlook is doing in this setup
Outlook here means the calendar attached to a Microsoft account, whether people open it in the desktop app, the web version or the phone app. All three read the same underlying calendar.
Microsoft's Graph API exposes free/busy lookups and event creation to an app you authorize. That is what lets a caller be offered a genuine gap rather than a guess.
Whoever already lives in Outlook keeps living in it. The appointment shows up with the usual reminder, and it syncs to their phone the way every other Outlook event does.
Where the booking lands
In the mailbox calendar you connect. It is a real Outlook event, created by an app you authorized.
You choose the mailbox during setup. Many businesses connect a shared mailbox such as a bookings or reception account, so the whole team sees new appointments without anyone sharing a personal calendar.
GreetKeeper checks free/busy before it speaks a time. Private appointments still block the slot, because free/busy reports that the time is taken without revealing what it is.
If the caller gave an email address, they receive the meeting invite. Otherwise the event carries their phone number, and your team calls back from the record.
Connecting it
Sign in with Microsoft, choose a mailbox, then test it.
Authorize with your Microsoft account
You sign in through Microsoft's own consent screen. In some organizations an administrator has to approve calendar access first, which is a policy your IT team sets rather than something we control.
Choose the mailbox that receives bookings
A shared reception mailbox usually works better than one person's. It survives that person being on leave, and nobody has to hand over a personal calendar.
Set hours and appointment lengths
Tell GreetKeeper when you actually take appointments and how long each type runs. It uses both to decide which gaps in free/busy are worth offering.
Place a test call before you forward your line
Book yourself in, watch it appear in Outlook, then delete it. Do this from a phone rather than at your desk, so you hear what the caller hears.
What this connection does not do
Questions about Outlook and GreetKeeper
Does this work with a Microsoft 365 business account?
Yes. Microsoft 365 calendars are Outlook calendars, and the same connection covers both. Our Microsoft 365 page covers the tenant and shared mailbox questions in more detail.
Will it see appointments marked private?
It sees that the time is busy, not what the appointment is. That is enough to avoid offering the slot, and it is all the connection asks for.
Can two locations use separate Outlook calendars?
Each connected number books into the mailbox you paired with it. Two locations therefore means two numbers and two mailboxes, which is how most multi-site setups run.
See it write into Outlook
Book a demo and bring the kind of call you get most.