aXcelerate's Outlook Calendar integration allows you to link Workshops and Events in the aXcelerate calendar to your Outlook Calendar. This allows you to manage Workshop sessions and Events within aXcelerate and have it synced with your Outlook Calendar to help keep your schedule all in one place.
Tip: You will need to have an Outlook Account that you can link to your aXcelerate user account. Unlike other integrations in aXcelerate, Outlook accounts are linked to each individual user and not shared across the entire account.
Enable Outlook Calendar
The Outlook Calendar Integration can be enabled on the Web & Other Integrations tab of your system settings. Once this is turned on, all Admin, Trainer & Partner users in your account will be able to link their Outlook profile to their user account. After a user links their Outlook Account, aXcelerate Workshops and Events can be linked to Outlook to create corresponding Events within Outlook Calendar that are synced between the two systems.
Connect your Outlook Account
To begin creating Events and Workshops that are linked with Outlook Calendar, connect a Outlook Account to your aXcelerate user account. The Outlook Account that is linked to your user can be different from the one used for your Global Account.
When linking an Event or Workshop to Outlook Calendar for the first time, you will need to select your relevant Outlook Account and sign in.
- Click on your profile icon in the top-right corner
- Click View User Account
- Click Connect to Outlook
- Select your Outlook Account and sign in
- Approve the permissions for the aXcelerate system to view and edit your calendar
- After you have linked your account, you will have the option to add aXcelerate Events and Workshops to your Outlook calendar.
Warning: If the account that is being connected is administered by another user, they may need to authorise the app connection. This will appear as ‘An admin must approve the app’ error when connecting the app. Reach out to your account administrator if you are encountering this issue.
Tip: To change the Outlook Account that is linked to your aXcelerate user account, visit either your user record or the Calendar and Workshop Update page, then select Change Account. When a new Outlook Account is added, any Events and Workshops that were linked to your previous account will remain linked to that account.
Note: If something causes your login to expire - such as by changing your account password - a warning icon will display next to any Events that are linked to your aXcelerate user account. Any changes made to these Events will not be synced between Outlook and aXcelerate. Other users can unlink these Events from your account and link a new account. You can click the refresh icon to re-authenticate your Outlook Account login.
Link Events to Outlook Calendar
When creating or updating Events in the calendar, you can link them to your Outlook Account. This will create a Outlook Calendar Event with the same details as the owner and any guests as participants of the Event in Outlook. A new Outlook event will always be created as Existing Outlook Events cannot be linked to aXcelerate Events and Workshops
- Connect your Outlook Account
- Go to the aXcelerate Calendar using the icon in the top-right of the screen
- Create a new Event by double-clicking on an empty space in the calendar
- Enter the details of the Event and add the appropriate guests
- Tick the Add to Outlook Calendar checkbox
- Click Add New Event
- You should now see the Event in both the aXcelerate and Outlook calendars
Tip: Any guests of the Event will be added to the Outlook Calendar Event using the email address of the contact. The owner of the Outlook account linked to the Event will also be added to the Outlook Event.
Note: If guests are added or removed from an aXcelerate Event, they will also be added/removed from the Outlook Event. Guests added or removed from the Outlook Calendar Event will not adjust the aXcelerate Event.
Link Workshops to Outlook Calendar
You can link Workshops to a Outlook Account to create matching events in Outlook Calendar. This can be done when Adding or Updating a Workshop or when creating a workshop via the Calendar.
Outlook Calendar events will either match the start and end date of a single day workshop, or have an event for each complex date session for multi-day workshops. The Trainer, Workshop Owner and Owner of the Outlook Account will be added as guests to the event. Learners will not be added to the event.
- Connect your Outlook Account
- View an existing workshop or add a new one
- Tick the Add to Outlook Calendar checkbox above the workshop dates
- Click Submit
Tip: Workshops can be created via the Calendar by double-clicking an empty area in the calendar and selecting the Workshop tab. To update an existing Workshop and configure the Outlook Calendar preferences from the calendar, select the Workshop name.
Unlink an Event or Workshop from Outlook Calendar
You can remove the link to an Event in Outlook by clicking on the Unlink icon. This will allow you to re-link the Event to a different Outlook Account.
- View an Event or Workshop that has been linked to Outlook Calendar
- Click the Unlink Icon next to the linked account name
- Click Unlink Event
- Link the Event to a new account if applicable
Tip: When unlinking an Event or Workshop from Outlook, you will be able to select whether the corresponding Outlook Event is cancelled or remains active. If the Outlook Event remains active, changes made to the event will not be synced between aXcelerate and Outlook.
Note: If a new Outlook Account is linked to an Event after it has been unlinked, a new Event will be created in Outlook Calendar.
Outlook Calendar FAQs
How long does my Outlook account stay linked?
Once you have authenticated your Outlook Account it will be linked indefinitely unless something causes the authentication to be revoked such as by changing your account password. You can read more about when your authentication may be revoked here.
Can a single Outlook Account be linked to multiple user accounts?
A Outlook Account is linked to each user. A single Outlook account can be linked to multiple aXcelerate user accounts, but each user must login and authenticate the Outlook Account.
Do I need to use Outlook for my regular aXcelerate sign-in to use this feature?
You do not need to use Outlook to sign in to your Global Account to use this feature. The Outlook Account linked to your user can also be different to the one used for your Global Account.
Why am I receiving an error stating 'An admin must approve the app' when connecting my account?
If your account has been created by or administered by someone else and the 'User consent to apps' setting has been disabled on creation, an administrator will need to authorise the app for your account.
Can I link aXcelerate Events to existing Outlook Events?
You cannot link aXcelerate events to existing Outlook Events. A new Outlook event will always be created when an aXcelerate Workshop or Event is linked to a Outlook Account.