With the Microsoft 365 / Outlook integration, your assistant checks free times in an Outlook calendar you choose and books appointments into it while the caller is still on the line. You connect your Microsoft account once, on Microsoft's own sign-in and consent screen; Loomira never sees your password. The integration works with calendars in Microsoft 365 (Exchange Online) and with personal Outlook.com accounts.

What the integration does

  • Checks availability. During a call, the assistant reads the free/busy times of the selected calendar and offers callers slots that are actually free.
  • Books appointments. When the caller confirms, the assistant creates the appointment in the selected calendar. Free/busy data is used during the call only and is not kept afterwards.
  • Changes only its own bookings, and only if you allow it. By default the assistant only books: if a caller asks to move or cancel an appointment, it takes down the request for your team. If you allow callers to change their bookings in the booking tool, it can move or cancel appointments that Loomira itself created. It never changes or deletes any other event.

Which permissions Loomira asks for, and why

Microsoft lists these permissions on its consent screen. Loomira asks for nothing beyond them.

  • "Have full access to your calendars": so the assistant can read free/busy times, create the booking event and, if you allow caller changes, move or cancel the events Loomira created. Microsoft offers no permission that only adds events, so this is the one calendar permission Loomira asks for. Loomira uses it only for these purposes and never changes or deletes any other event.
  • "Sign you in and read your profile": so the portal can show which Microsoft account is connected. Loomira reads your name, email address and account identifier for that, nothing else.
  • "Maintain access to data you have given it access to": so the connection keeps working without you signing in again before every call.
  • "Sign you in": the sign-in itself on Microsoft's screen.

Connecting your calendar

  1. In the portal, open Integrations and click Connect on the Microsoft 365 / Outlook card.
  2. Sign in to Microsoft with the work, school or personal account whose calendar the assistant should use.
  3. Review the permissions and click Accept. You are returned to the portal; the card now shows Connected. If Microsoft asks for an administrator's approval instead, see below.
  4. Open the assistant that should book appointments, go to its Tools section (step 5, "What it can do", in the step-by-step guide; see Configure Your Assistant) and under Appointment booking click Add booking calendar.
  5. Choose the Outlook calendar the assistant books into and save the assistant.

The booking calendar is set per assistant, so one connected Microsoft account can serve several assistants, each with its own calendar.

Where bookings appear

Each booked appointment is one event in the calendar you selected. It carries the caller's name, the caller's phone number (if it was transmitted or the caller gave it) and the notes taken during the booking. Loomira adds no attendees and sends no invitations, so nothing goes out to the caller from your mailbox. The call itself is in the portal as usual (see Transcripts & Messages).

Disconnecting and revoking access

  • In the portal, open Integrations and click Disconnect on the Microsoft 365 / Outlook card. Loomira deletes the stored access tokens immediately; assistant tools that use this calendar stop booking until you reconnect.
  • You can also withdraw access on Microsoft's side at any time. Personal accounts: Apps and services that can access your data. Work or school accounts: My Apps, where you open Loomira's entry and revoke its permissions. Remove Loomira there and the connection stops working; disconnect it in the portal as well so the integrations page reflects that.

For your Microsoft 365 administrator

Many organisations do not let users grant apps access to company data on their own. In that case, Microsoft's consent screen says that an administrator must approve Loomira (or lets you send an approval request), and the connection cannot be completed until that has happened. To approve, an administrator signs in with an administrator account and grants consent for the whole organisation: either by running the Connect step from the portal with that account and ticking Consent on behalf of your organization on Microsoft's consent screen, or centrally in the Microsoft Entra admin center under Enterprise applications → Loomira → Permissions → Grant admin consent. Afterwards, every user in the organisation can connect their own calendar.

Personal Outlook.com accounts need no administrator: you consent for yourself.

Not supported: Exchange Server on-premises and Exchange mailboxes hosted by a provider other than Microsoft. The integration needs a calendar in Microsoft 365 (Exchange Online) or a personal Outlook.com account.

Privacy

How Loomira handles calendar data is set out in section 5 of our privacy policy: what is read and written, that calendar data is never sold, used for advertising or used to train AI models, and that access tokens are stored encrypted in the AWS region eu-central-1 (Frankfurt am Main) and deleted when you disconnect. Microsoft processes your calendar under your own agreement with Microsoft and acts on your instruction; it is not a sub-processor of Loomira.