AI Receptionist for
Outlook Calendar
Connect Outlook Calendar to your AI voice and chat agent to search events, check availability, view meeting details, and schedule with Teams integration — all during live calls.
How It Works
Get your Outlook Calendar AI Receptionist up and running in minutes.
Log into the Client Portal and assign Outlook Calendar to any agents that need it.
Configure the integration settings and integration prompt in the FONE app.
Your AI starts handling scheduling calls with live Outlook data — checking availability, booking meetings, and providing Teams links.
Key Features
Everything your AI needs to handle Outlook Calendar inquiries like a pro.
Event Search
Your AI searches your Outlook Calendar for meetings, appointments, and events — returning titles, times, attendees, locations, and any attached Teams meeting links.
Availability Check
Callers asking about your schedule get real-time availability from Outlook — your AI reads your calendar, respects working hours, and accounts for all-day events and blocks.
Meeting Details
Your AI provides full meeting context — organizer, required vs. optional attendees, response status, recurrence pattern, and meeting body — for any event on your calendar.
Teams Integration
When your AI creates meetings, it can automatically include Microsoft Teams conferencing links. Callers get Teams join info for virtual meetings booked by phone.
SMS Confirmations
Clients automatically receive an SMS confirmation when an appointment is booked, rescheduled, or cancelled — keeping them informed without any manual follow-up.
WhatsApp Confirmations
Clients receive appointment confirmations via WhatsApp when bookings are created, changed, or cancelled — reaching them on the messaging platform they use most.
AI Receptionist for Outlook Calendar Example Prompts
Copy and paste these prompts into your Outlook Calendar AI Receptionist prompt box to get started quickly.
"When a caller needs to schedule an appointment, check Outlook Calendar for available time slots. Offer options that work within business hours and book their preferred time. Send a calendar invitation to the caller's email address."
Example 2 — Checking Availability:
"If someone calls asking whether a specific person is available for a meeting, check their Outlook Calendar. Let the caller know if that time works or suggest the nearest available alternatives."
Example 3 — Cancellation:
"When a caller needs to cancel a scheduled appointment, look it up in Outlook Calendar by their name or the appointment date. Cancel the event and confirm the cancellation. Ask if they would like to rebook for another time."
See It in Action
Here's how your AI Receptionist for Outlook Calendar handles a real conversation.
I need to schedule a project review with the team. When is everyone available next week?
Let me check the calendars. Looking at next week, the best mutual availability for the project team is Tuesday from 1 to 3 PM or Thursday from 10 AM to noon. Which window works for you?
Tuesday 1 to 2 PM, just one hour.
I've created a "Project Review" meeting for Tuesday, March 18th from 1 to 2 PM with a Teams link. I'm sending invites to the project team — Alex, Dana, and Sam. You'll receive the Outlook calendar invite momentarily. Should I add any notes or an agenda to the meeting body?
Frequently Asked Questions
Related Integrations
Built for Appointment-Based Businesses
Your AI receptionist books, reschedules, and confirms appointments live against your calendar — 24/7.
For your firm
- Fill your calendar. Bookings happen any time, not just when someone can answer the phone.
- Fewer no-shows. Confirmations and reminders are handled automatically.
- No double-booking. The agent works against your live calendar availability.
For your customers
- Book anytime. Customers schedule outside business hours.
- Instant confirmation. No waiting for a callback to lock in a time.
- Easy changes. Rescheduling is handled in the moment.