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Integration with calendar apps

MinuteMe allows your meetings to be linked and kept in sync with your calendar apps. With these integrations, you can link up your calendar events with meetings in MinuteMe to record the agenda, minutes, action items, private notes and documents.

MinuteMe allows you to integrate with:

This feature is available for both Basic and Plus plans and all team members can configure these integrations.


Microsoft 365 Outlook calendar (Outlook)


Microsoft 365 Outlook calendar (Outlook) is an events scheduling app that helps to organise meetings and group schedules.
This integration will allow you to link your Outlook calendar events with MinuteMe meetings, so you can easily take minutes in MinuteMe, and keep your meeting times and locations synchronised with your calendar.

With our real-time Microsoft 365 Outlook calendar integration you can:

  • View your up-to-date Outlook calendar events within MinuteMe
  • Link up Outlook calendar events with existing MinuteMe meetings
  • Create Outlook calendar events as meetings in MinuteMe without having to re-type any of your attendees or schedule
  • Keep the date/time, location and online meeting url of your MinuteMe meetings synchronised with your Outlook calendar
MinuteMe does not mine your calendar. MinuteMe will retrieve 2 weeks of meetings into the past and 3 weeks into the future to display in your Outlook calendar dashboard. MinuteMe will only synchronise meetings that you specifically elect to add to MinuteMe.


Connect Outlook calendar

There are two ways to link with your Outlook calendar from within MinuteMe.

Via the Outlook calendar dashboard

If you have logged in to MinuteMe via the Sign in with Microsoft option, or we have been able to identify that your email is hosted with Microsoft 365, then you will see the Outlook calendar dashboard link on the Schedule dashboard.

  1. Go to the schedule dashboard page.

  2. Click Outlook calendar from the sidebar.

  3. Click Link calendar. You will be prompted to login into your Microsoft account and allow MinuteMe to read your calendar.

Events from your primary calendar will automatically be loaded. To change which calendars you’d like to see in MinuteMe, choose Settings from the action menumenu iconnext to the heading Outlook calendar in the right hand panel.

Via your Profile & settings

You can link up with your Outlook calendar via the Integrations tab on your Profile & settings page accessed via your avatar from the left navigation menu.

After you have linked up via the Integrations tab, you will find the Outlook calendar dashboard appear at the top of the left sidebar on your Schedule dashboard.


Outlook calendar dashboard

The Outlook calendar dashboard is accessed via the sidebar on your Schedule dashboard and is an up-to-date view into your Outlook calendar. These events are not recorded or stored in MinuteMe until you have specifically elected to add them to an existing meeting in MinuteMe, or created them as a new meeting in MinuteMe. The events listed here will be automatically updated if they are changed in your Outlook calendar.

Using the Outlook calendar dashboard, you can click through to a meeting that has already been linked with MinuteMe, or you can add the meeting to MinuteMe if it’s new.

Tip: The Outlook calendar dashboard will load meetings from 2 weeks into the past and 3 weeks into the future.

Add Outlook calendar event to MinuteMe

Add an event from your Outlook calendar to MinuteMe if you wish to record minutes and action items for that meeting, and if you want to keep it’s date/time and location synchronised in MinuteMe.

If a meeting is already in MinuteMe, you’ll be able to link up the Outlook meeting with the existing MinuteMe meeting or series.

If a meeting is not currently in MinuteMe you’ll be able to:

  • Add the Outlook calendar event as a new series or meeting in MinuteMe
  • Link an Outlook series with an existing MinuteMe series (and adjust the schedule in MinuteMe to match Outlook)
  • Create the event as a private meeting in MinuteMe, so you can record your own notes.

If you have Admin permission to the series or meeting in MinuteMe, then you’ll be able to keep the series schedule, date/time of each meeting, and the location and online meeting Url synchronised so that future changes in Outlook will be applied to MinuteMe almost immediately following the change in your Outlook calendar.

If you don’t have Admin permission to the series or meeting in MinuteMe, then you’ll only be able to link the event. This means that you can click through the event from your Outlook calendar dashboard to get to the MinuteMe meeting.

To add an event to MinuteMe, or to link it with an existing series/meeting in MinuteMe, click on it from the Outlook calendar dashboard.

You may be able to link your Outlook event with an existing series or meeting.

If there is an exact match on the meeting start time, we’ll pre-select this meeting for you as a possible match to link with.

match found modal

If your meeting in Outlook is a repeating series, then you may like to link it with an existing series that doesn’t have a match on the meeting time. In this case, the repeating series schedule from Outlook will replace the schedule in MinuteMe, beginning from the date of the meeting you clicked on.

Link up Outlook event modal with existing meeting

A

Select an option to link with existing series or create as new


B

Select a workspace to put the new meeting into.


C

Select an existing series you want to link with.


D

By checking this checkbox, the schedule, title and location will be copied over from Outlook and overwrite the details in the existing series/meeting in MinuteMe. In addition, any future changes made to the schedule or location in your Outlook calendar will automatically be applied to the series/meetings in MinuteMe.


E

Use the Members and roles tab for setting the access levels for the series/meeting in MinuteMe.


Add as a new meeting to MinuteMe

If the meeting is not already in MinuteMe, or if you’d like to add it as a new meeting in MinuteMe, choose the option to Create new series.

Add Outlook event modal as a meeting

A

Select an option to link with existing series or create as new


B

If the meeting is not linked with an existing series, you must select a Workspace and Category to put the new meeting into.


C

By checking this checkbox, any future changes made to the schedule or location in your Outlook calendar will automatically be applied to the series/meetings in MinuteMe.


D

Preview of new series/meetings to be added.


E

Use the Members and roles tab for setting the access levels for the series/meeting in MinuteMe.


Create an event as a private meeting

You can add an Outlook meeting as a private meeting if you wish to record your own notes for that meeting. In this case, the only difference is that all other attendees are given an access level of None - you can still assign action items to them and send them agendas and minutes however they will have no access to this meeting in MinuteMe.

Tip: Checking Add this meeting as private is just a shortcut to selecting None for every other attendee.

Link up Outlook event modal as private

If you want to create this event as a private meeting, you must tick the checkbox “Add this meeting as private” from members & roles settings.

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You can unlink your Outlook event from your MinuteMe meeting via the action menumenu iconnext to the meeting name at the top of the right panel of the meeting details page.

This will stop the meeting being synchronised (if you had chosen to keep it synchronised when it was linked), and remove the click-through link from the Outlook calendar dashboard.

If the meeting is part of a series you can only unlink the whole series.

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Re-sync a series with Outlook

There is not a direct way to re-sync an Outlook event. However you can unlink the meeting, and then link it up again with the existing meeting.

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Deleting an event or series in Outlook

If a linked event or series is deleted in Outlook, and the linked meeting in MinuteMe has no topics or action items across any of its meetings, then it will be completely deleted from MinuteMe.

If there are any meetings with topics or action items, then those meetings will remain unchanged in MinuteMe, but any “not started” meetings will be deleted, and the series will be ended automatically to stop it repeating in MinuteMe.

From here, the MinuteMe series can be linked up with a new Outlook series.

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Archiving a linked series in MinuteMe

If a linked series or meeting is archived in MinuteMe, the link with Outlook will be removed and no further updates from Outlook will be applied to that series/meeting.

If the series/meeting is pulled from the archive, it can be linked again with another Outlook meeting. To retrieve a meeting from the archive, refer to the Archiving series and meetings help guide.

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Disconnecting Outlook calendar integration

To prevent the synchronising of events for an individual calendar, you can turn off the Link on/off slider.

Link up Outlook event modal as private

To disconnect your Outlook calendar from MinuteMe and prevent any further synchronising of meetings, Click “Disconnect from Outlook calendar“.

On disconnecting from Outlook calendar, MinuteMe will delete any links between your Outlook calendar events and MinuteMe meetings and stop any synchronising with your calendar. If you reconnect at a later date, you will need to create the links again.

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Google calendar


Coming in 2021

Google calendar is an events scheduling app that helps to organise meetings and group schedules.
This integration will allow you to link your Google calendar events with MinuteMe meetings, so you can easily take minutes in MinuteMe, and keep your meeting times and locations synchronised with your calendar.

With our real-time Google calendar integration you will be able to:

  • View your up-to-date Google calendar events within MinuteMe
  • Link up Google calendar events with existing MinuteMe meetings
  • Create Google calendar events as meetings in MinuteMe without having to re-type any of your attendees or schedule
  • Keep the date/time, location and online meeting url of your MinuteMe meetings synchronised with your Google calendar

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