Sync Your Zonitel Calendar with Microsoft Outlook

Sync Your Zonitel Calendar with Microsoft Outlook

Connect Microsoft 365 or Outlook.com from Connections, choose your calendar, and manage two-way appointment sync, deletions and account changes.

One guide: Zonitel setup and Microsoft authorization

Connect a Microsoft 365 or Outlook.com calendar to a calendar in Zonitel Office. The connection is designed to bring Outlook appointments into Zonitel availability and copy appointments booked in Zonitel to Outlook. Start with the right Microsoft account, authorize access, then choose the calendar in Office.

Before you begin: you need access to the Zonitel calendar settings and to the Microsoft account whose calendar you intend to connect. Use a test appointment without customer or patient information when checking the result.

1. Microsoft: check the account you will use

1. Open Outlook on the web for a work or school account, or Outlook.com for a personal account.
2. Sign in and check the account shown in your profile. Make sure you can open the intended calendar.
3. If another account is signed in, use Microsoft's account selector or sign in with a different account. Do not assume that the account currently open in your browser is the one you want to connect.

Signing in beforehand is a useful check, not a separate technical requirement: the connection flow can ask you to sign in. Your Microsoft password and any verification code belong only on Microsoft's sign-in screen, never in a Zonitel calendar field. See Microsoft's sign-in instructions.

2. Zonitel: open Connections

1. In Office, go to Settings → Calendars Config.
2. Open the settings for the calendar you want to connect.
3. Select Connections.
4. In the Microsoft Outlook card, click Connect Microsoft Outlook.

Alternative route from Integrations: Go to Settings → Integrations. Under Scheduling & CRM, find Microsoft Outlook and click Manage calendars. Open the settings for the calendar you want to connect, then select Connections and click Connect Microsoft Outlook.

Both routes lead to the calendar connection settings. Outlook is connected per calendar, not globally for the entire account.

3. Microsoft: sign in and review permissions

1. Select the correct Microsoft account, or enter another account when prompted.
2. Complete Microsoft's sign-in and any verification required by your organization.
3. Review the requested permissions and the application identity. Approve only if you intend to connect that account to Zonitel.
4. Return to Office when Microsoft finishes the authorization. If the account already granted consent, Microsoft may not show a new permissions screen.

The connection request reviewed for this guide asks for User.Read, Calendars.ReadWrite and offline_access. These cover the signed-in profile, creating/reading/updating/deleting calendar events, and requesting continued access through refresh tokens. The calendar permission is broader than read-only; consider the data on the account before approving. See Microsoft's permissions reference and offline access documentation.

Approval required? Your organization may require a Microsoft administrator to approve an application. Contact that administrator; do not disable security policies to bypass the message. Microsoft explains user and administrator consent.

4. Zonitel: confirm the account and calendar

1. Confirm that the Microsoft Outlook card shows CONNECTED.
2. Check the connected email address. It must be the account you intended to authorize.
3. Under Syncing calendar, select the calendar you want to use.
4. Click Use this calendar to apply your selection. Calendar (main) is an example, not a name every account will have.

5. Understand sync and verify a test appointment

The Outlook card describes appointments going both ways: Outlook appointments appear in Zonitel, and appointments booked in Zonitel are copied to Outlook. Imported Outlook appointments take up availability in the connected Zonitel calendar.

1. Create a harmless test appointment in the selected Outlook calendar.
2. In Connections, click Sync Now. This action brings in events from every calendar connected below, not only Outlook.
3. Check the appointment's date, time and calendar in Zonitel.
4. To check the other direction, book a separate test appointment in the connected Zonitel calendar and look for it in the selected Outlook calendar.

CONNECTED confirms authorization, not that every appointment has already synced. Allow processing time and compare the calendars before relying on the result. This guide does not promise an instant sync or a fixed automatic interval, or define recurrence, update-conflict or shared-calendar behavior.

6. Choose what happens when Outlook deletes an appointment

The field When an appointment is deleted in Outlook offers:

• Delete it in Zonitel too: remove the corresponding imported appointment from Zonitel.
• Keep it in Zonitel: retain it in Zonitel.

Review this choice before deleting real appointments. This setting describes Outlook → Zonitel deletion; do not assume it defines what happens when deleting an appointment in Zonitel.

7. Disconnect or connect a different account

1. Open the same calendar's Connections tab.
2. Before clicking Disconnect, review Also remove the appointments that came from Outlook. Leave it unchecked if you want to retain those imported appointments. Select it only if you intend to remove them from Zonitel.
3. Click Disconnect and review any confirmation shown.
4. To switch accounts, click Connect Microsoft Outlook, select the new account in Microsoft, and repeat the calendar selection and checks.

Disconnecting in Zonitel is not the same as deleting your Microsoft account. Check existing imported appointments before connecting a replacement account to avoid retaining unwanted copies.

Common questions

Must Outlook stay open? Microsoft's offline_access mechanism supports continued access without keeping an Outlook browser tab open. Zonitel requests that permission. A Microsoft sign-in session is still needed during authorization, and reconnection may be required if access expires or is revoked. The connected badge alone does not verify background synchronization.

Wrong account or no appointments? Check the connected email, selected calendar, date/time and time zone. If the account is wrong, use the disconnect/reconnect steps carefully. If authorization or sync continues to fail, contact support with the error message and a non-sensitive example; never send passwords, tokens or verification codes.

Images are privacy-edited views based on the Office screens used for this guide. Account details are hidden. Microsoft sign-in screens can vary by account and organization.

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