Microsoft Outlook Integration: Configure a Staff or Student Outbound Sync

Before editing an outbound sync, ensure that:

• The Microsoft Outlook integration has already been configured.
• All users included in the sync have valid e-mail addresses configured in TimeEdit.
• A Staff or Student Outbound sync setting already exists.

1. Go to Admin.
2. Select App Settings → Integration.
3. Select Microsoft 365.
4. Open Sync settings.
5. Open the sync setting you want to edit.

The synchronisation interval determines which reservations are synchronised.

You can configure:

• A relative interval
• An absolute date range

Student Sync Limitation

Student outbound synchronisation currently supports a maximum interval of 14 days.

Optional filters can be used to limit which reservations are synchronised.

Examples include:

• Reservation status - Choose from ‘Confirmed’, ‘Preliminary’ and ‘Planned’
• Reservation mode

The Subject field determines how the event title appears in Outlook.

The subject can be built using your optional combination of :

• Object fields
• Reservation fields
• Free text

The Subject field determines how the event title appears in Outlook.

Example:

Course name + Activity type + Comment

Subject Alternatives

You can configure multiple subject alternatives.

The integration evaluates the alternatives from top to bottom and uses the first complete alternative where all configured fields contain values on the given reservation.

Example:

In this example:

• If both Module/Course Name and Student Group Name exist, the first alternative is used.
• If Student Group Name is missing, the integration uses the second alternative.
• If Module/Course Name is also missing, the integration uses Reservation Text.
• If none of the configured alternatives contain valid values, Outlook will receive (No subject) unless a free-text fallback has been configured as in this example ‘No title’.

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Recommended Practice

Configure several alternatives to ensure that all synchronised type of reservations receive meaningful event titles.

The Location field determines what users see as the event location in Outlook. It has the option to set alternatives, as in the above setting for Outlook Subject.

Typical examples include:

• Room name
• Room name + Campus

The Description field controls the information shown in the Outlook event body.

Description fields are configured as individual rows.

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Supported Field Types

You can include information from:

• Object fields
• Reservation fields
• Reservation information
• Free text

For each row, you define:

• A Label
• Type of field
• Either
  • An Object + Field
  • A Field
  • Your own choice of Free Text

Using Labels

The Label is displayed together with the selected value in the Outlook event description.

Example:

The generated Outlook description may appear as:

Teachers: John Smith
Reservation text: Weekly project meeting
Reservation ID: 123456

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Empty Values

Description rows are only included when the selected value exists on the reservation.

For example:

If the reservation does not contain a Teacher object, the row is omitted entirely and no output is generated.

This helps keep event descriptions clean and prevents empty labels from being displayed.

Choose which user objects should be included in the synchronisation.

Available options:

• All - includes all user objects within the set Object Type
• Filtered - allows you to use Category Fields for filtering on objects (ie. Campus X)
• Selected - you click ‘Add’ to choose the objects to include in the synchronisation

If required, configure a color for synchronised reservations.

The selected color will be applied to reservations created through this sync setting.

This is made in the general tab ‘Sync settings’ and applies for all below Sync Settings.

Click Save to apply the updated configuration.

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Result

New and updated reservations that match the configured criteria will automatically be synchronised from TimeEdit to Microsoft 365 user calendars. Already existing reservations will be synced in the nightly run.