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Hello! 

I have created a Airtable Team Calendar for my team. This calendar gives people the visibility to check who's out of office/PTO for capacity planning. In this page, they can add their meeting with a button I added called "Add Event".

 

Is there a way to automate this submission so that it goes to the user's Outlook calendar as well and mark them as Out of Office/PTO for the days they selected? Right now it would be double the work to do this within Airtable and then Outlook so I'm looking to see if this is possible so people don't have to go the extra mile. Thank you!

You should be able to achieve this through an automation, but I think it depends on how Outlook is configured.  This link may help.

https://support.airtable.com/docs/outlook-automation-actions

 

Hey @triplexmen,

Please take a look at this Airtable How To blog post, going through how to sync Airtable to any calendar (including Outlook). I would personally suggest using the "Create a shareable calendar view link.” approach discussed therein.

Please let me know if this solves your issue!

Mike, Consultant @ Automatic Nation

+1 for the Outlook Calendar automation actions.  Main downside to that is you'd set it up with a single Outlook account, and so all events created would be in that account and you'd need to invite the user who clicked the button as part of the action

Syncing Airtable to an external calendar works too, but if your data updates (i.e. dates change) in Airtable, I recommend testing to see how quickly that reflects in Outlook.  The Google Calendar sync was pretty slow last time I tried it, and changes in Airtable weren't reflected in Google Calendar even a couple of days later

 

Hey @triplexmen 

I  can automate the integration using a combination of Airtable Automations, Microsoft Power Automate, or Zapie and Make.com

Every time a user adds or updates an event in the Airtable calendar, the automation will trigger, pushing the event details directly to their Outlook calendar. Additionally, specific metadata like "Out of Office" or "PTO" can be pre-tagged to align with your team's requirements.

  • Creating a webhook or Airtable Automation to trigger event creation or update.
  • Using Power Automate,  Make.com or Zapier to connect Airtable and Outlook, mapping event fields (e.g., date, title, and type) Setting Outlook's status to "Out of Office" automatically for those events.

Let's Schedule the call and discuss this in more detail. I look forward to talking to you and your team should they join us.

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