Note: Microsoft 365 calendar sync is in beta and available to select companies. Will be available to everyone soon!
Overview
The Microsoft 365 calendar sync sends your SmartMoving schedule to Outlook. When you connect, SmartMoving creates a separate calendar in your Microsoft 365 mailbox and keeps it filled with booked jobs, plus Office Calendar and crew events if you choose.
Each user connects their own calendar from their profile. You can connect more than one Microsoft 365 calendar and give each one its own branch and event settings.
Before You Start
You need a Microsoft 365 work or school account.
Some organizations require a Microsoft 365 administrator to approve new apps. If yours does, your IT admin approves the SmartMoving request before the sync can finish.
Connect Your Microsoft 365 Calendar
Click your initials in the top-right corner, then click My Account.
In the Calendar Syncing section, click the Microsoft 365 tab.
Click Sync with Microsoft 365 Calendar.
Sign in to Microsoft in the window that opens and accept the permissions request.
Return to SmartMoving. Your calendar appears in the table, named SmartMoving Calendar.
Note: If a calendar named SmartMoving Calendar already exists in your mailbox, SmartMoving adds your company name or a number to the new calendar's name.
After you connect, choose what to sync. By default, the calendar includes jobs for all branches and no Office Calendar or crew events.
Choose What Syncs
On the Microsoft 365 tab, click the ⋮ menu next to the calendar.
Click Edit.
Update any of these settings:
Calendar Name: the name the calendar shows in Outlook.
Which branches do you wish to include jobs for?: select All or specific branches.
Would you like to sync your Office Calendar events, such as on-site estimates and box deliveries?: select Don't sync, Sync my events only, or Sync all users' events.
Sync crew events: turn on to include crew events from Dispatch Scheduling, such as a crew member marked unavailable.
Click Save.
Key Details
The sync goes one way, from SmartMoving to Outlook. Changes made to these events in Outlook do not update SmartMoving.
Jobs sync once they are booked, through closed. Jobs from the past month onward are included when you connect.
The branch setting applies to jobs only. Office Calendar and crew events follow their own settings.
Sync my events only includes Office Calendar events assigned to you.
Each calendar name must be unique in your Microsoft 365 mailbox.
Manage Connected Calendars
The table on the Microsoft 365 tab shows each connected calendar with its Email, Calendar Name, Branches (For Job Only), Sync Office Calendar Events, and Sync Crew Events settings.
Add another calendar: Click Add Another Microsoft 365 Calendar and sign in with the account you want to add.
Sync now: Click the ⋮ menu next to a calendar, then click Sync.
Remove one calendar: Click the ⋮ menu, click Edit, then click Delete.
Remove all calendars: Click Disconnect All Microsoft 365 Calendar and confirm. This cannot be undone.
Best Practices
Limit each calendar to the branches you work with so Outlook only shows the jobs you need.
Use Sync my events only for your own estimates, and Sync all users' events for a shared office view.
Give each calendar a clear name, such as a branch name, if you connect more than one.
Troubleshooting
The calendar shows "Pending Approval."
Your organization requires a Microsoft 365 administrator to approve SmartMoving. Ask your IT admin to approve the request. Then click the ⋮ menu on the Pending Approval row and click Try Again. To withdraw the request, click Cancel Request.
I see "A calendar named ... already exists in Microsoft 365."
Another calendar in your mailbox uses that name. Enter a different Calendar Name and click Save.
Events are missing or out of date.
Click the ⋮ menu next to the calendar, click Edit, and review Last Synced At and Last Error Message. Check that the job is booked and its branch is selected, then click Sync from the ⋮ menu.