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Schedule Calendly meetings right from your inbox with the Outlook add-in

Share availability in emails, schedule meetings faster, and get more done with the Outlook add-in.

Danielle Ma

Danielle Ma
Aug 31, 2023

4 min read

Schedule Calendly meetings right from your inbox with the Outlook add-in

Whether you’re replying to inbound inquiries, outbounding to fill pipeline, or connecting with internal and external stakeholders, email is where so much of the magic happens. With Calendly’s Outlook add-in, you can:

  • Search, star, and access all of your Event Types

  • Quickly add time slots to emails for scan-and-click booking

  • Book meetings in real time

  • Create meeting polls to easily find the best time for everyone

  • Create one-off meetings

  • Make changes to one-off meeting invites with Customize Once and Share

Not to mention meeting and contact management for smoother pre- and post-meeting prep — all from your inbox, no app or context switching required.

GIF showing someone clicking through the different tabs in the Calendly Outlook add-in: Meetings tab, Event types tab, and Contacts tab.
Manage your meetings, Event Types, and contacts right from your inbox with the Calendly Outlook add-in.

Microsoft 365 users on the desktop or web versions of Outlook can take advantage of this tool. With Calendly right in your inbox, spend more time on the important things and leave the meeting scheduling to us.

Access to Calendly from your inbox means you can quickly copy and paste a scheduling link into any email as you're writing it. The add-in slides out next to your compose window, showing all your Event Types in the Event Types tab. Find the right one by using the search bar up top, or star your most frequently used links for even easier access.

GIF showing the Calendly Outlook add-in in an Outlook inbox. The user searches for an Event Type, adds it to their favorites, and can easily find it at the top of their Event Type list.
Star frequently used Event Types for easy access from your Outlook add-in.

Hot tip

Save a click for your email recipients by adding available times right to your email. Use it to paste a tidy grid of clickable time slots in the body of your email so your invitee can scan, select, and confirm a meeting quicker than ever.

GIF showing Calendly Outlook add-in in the Outlook inbox. The user clicks "Share availability," "Add times to email," selects three dates, clicks "Add to email," and Calendly inserts their available times in the body of the email.
Add times to your email to save a step for your invitee and offer more curated availability.

Schedule a custom or one-off meeting for special occasions

For the times when you need extra control or flexibility — like an urgent meeting that needs to happen outside your normal availability — use Calendly’s one-off meeting feature. One-off meetings let you offer times that are already blocked on your calendar, which can come in handy if your schedule is full but you need to get an important meeting on the books ASAP. High-priority prospects and clients get the same easy Calendly scheduling experience, and you get the flexibility to double book only when you need to. You can wait until after the meeting is booked to rearrange the rest of your calendar.

GIF showing the Calendly Outlook add-in in an Outlook inbox. The user creates a one-off meeting from the add-in, selects the times to offer, and pastes the scheduling link into an email.
In a pinch, one-off meetings can be double-booked over busy times on your calendar.

Hot tip

If you have an existing one-on-one Event Type that’s pretty close to what you need, try the Customize Once and Share feature instead. Make a tweak to accommodate a different time zone, longer meeting, or specific location. The best part? All your preset workflows for that Event Type will automatically apply to your customized meeting.

GIF showing the Calendly Outlook add-in in an Outlook inbox. The user selects an Event Type, clicks "Customize once and share," makes edits to the Event Type, and shares the link in the email.
Customize Once and Share lets you tweak an existing an Event Type before sharing the scheduling link.

Both customized and one-off meeting links are single-use by default, so you don’t have to worry about anyone taking them out of context. And if you ever need to, you can always turn any of your Event Type links into a single-use link.

Wrangle the group with a meeting poll

When there are multiple teams, schedules, and preferences to juggle, meeting polls are your best bet. Offer a number of time slots and ask folks to cast their votes. You’ll receive an email whenever a new person votes so it’s easy to keep tabs on when works best for everyone. You can even choose to temporarily reserve the times you’ve offered up on you and your co-hosts’ calendars until the meeting is officially booked. Unused times are automatically released once the poll is closed and meeting scheduled.

GIF showing the Calendly Outlook add-in in an Outlook inbox. The user creates a meeting poll, selects time slot options, and copies and pastes the meeting poll link into the body of the email.
Meeting polls allow multiple people to vote on the best time to meet.

Get started with the Calendly Outlook add-in

The Calendly Outlook add-in is completely free and easy to install — go to Microsoft AppSource or wherever you get your Outlook add-ins.

Need more help installing the Outlook add-in? Read our help center article to learn more.

Get started with Calendly
Ready to make scheduling easier than ever?

Ready to make scheduling easier than ever?

Danielle Ma

Danielle Ma

Danielle is a Senior Product Marketing Manager at Calendly. She is based in Seattle, WA.

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Calendly eliminates the scheduling back and forth and helps you hit goals faster. Get started in seconds.