Microsoft Outlook
Your receptionist can see what’s already on your Outlook calendar, add an event for an appointment it has agreed with a caller, and email your team a message from a call. Microsoft’s calendar and mail API (Microsoft Graph) only accepts OAuth sign-ins, so Reception connects through Zapier.
This isn’t the same as Reception’s built-in booking. Your receptionist reads a list of events, not your open slots, and nothing stops two callers from taking the same time. Use it to log appointments and send emails. For real-time booking based on availability, use Reception’s own booking with Google Calendar, Calendly, or Cal.com.
Set up
Add the Outlook actions
In your Zapier MCP server at mcp.zapier.com, add the actions below from the Microsoft Outlook app and sign in to your Microsoft account when Zapier asks. For each field, either set a fixed value or let the AI fill it in, as listed.
Assign the tools
In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign each action as listed.
Test it
Test your receptionist by asking for an appointment tomorrow, then leaving a message. The event appears in your calendar and the email arrives.
Actions
Check the calendar
Your receptionist sees each event’s details, including its subject. Add a rule telling it to only tell callers whether a time is free, and never what’s on the calendar. Assigned to the Assistant, the same action answers questions like “What’s on my calendar tomorrow?”.
Add an event
Leave Attendees empty unless you want Outlook to send the caller a meeting invitation. If you do let the AI fill it in, ask your receptionist to spell the email address back first.
Email your team
Keep To Email(s) fixed. If the AI fills it in, a caller could get your receptionist to send email from your account to any address.
Limitations
- Your receptionist can’t see open slots, business hours, or buffers, only existing events. Two callers can book the same time if both calls happen before either event is created.
- Your receptionist can’t move or cancel events.
- Each action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.