Managing meetings can be time-consuming, especially when coordinating with multiple participants. Automating this process can save time and reduce scheduling conflicts. This guide will walk you through setting up an automation that schedules meetings automatically using Make (formerly Integromat) and Outlook.

Prerequisites

  • An active Make account
  • An Outlook account with calendar access
  • Basic knowledge of Make and Outlook

Step 1: Create a New Scenario in Make

Log in to your Make account. Click on Create a new scenario. This will be the workspace where you set up your automation.

Step 2: Add a Trigger Module

Select a trigger that will start the automation. For example, you can choose a form submission, an email received, or a scheduled time.

Step 3: Connect Your Outlook Calendar

Add an Outlook module and select the action Watch Calendar Events. Connect your Outlook account and specify the calendar you want to monitor for new or updated events.

Step 4: Set Up the Meeting Booking Logic

Configure the scenario to check for specific criteria, such as available time slots or participant responses. You can add filters to refine when a meeting should be scheduled.

Step 5: Create a New Outlook Calendar Event

Add an Outlook module with the action Create an Event. Map the details from your trigger, such as date, time, and participants, into the new event fields.

Step 6: Automate Notifications

Optionally, add modules to send email notifications or Teams messages to confirm the meeting has been scheduled. Customize the message content as needed.

Finalizing and Testing

Save your scenario and run a test to ensure it works correctly. Check your Outlook calendar to verify that meetings are being scheduled automatically based on your criteria.

Benefits of Automating Meeting Bookings

  • Save time on scheduling
  • Reduce double bookings
  • Ensure timely reminders
  • Streamline your workflow

By integrating Make with Outlook, you can automate your meeting scheduling process efficiently, freeing up more time for important tasks.