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Overview

Rootly’s Outlook integration lets you schedule calendar events directly from incident workflows. The most common use case is automatically booking a retrospective meeting when an incident resolves, with attendees, description, and timing all populated from incident data.

Automated Scheduling

Trigger calendar event creation at any workflow step — on incident creation, escalation, or resolution.

Liquid Templating

Populate event titles, descriptions, and attendees dynamically using incident variables.

Smart Date Scheduling

Schedule events a set number of days out, with optional weekend exclusion, so meetings always land on business days.

Teams Meeting Link

Optionally attach a Microsoft Teams meeting link to the calendar event so attendees can join online.

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Before You Begin

  • You must be a Rootly admin to set up the integration
  • You do not need to be an admin of your company’s Microsoft account
Use a service account rather than a personal Microsoft account. If the connected user leaves or loses access, the integration will stop creating calendar events.

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OAuth Permissions

When connecting, Rootly requests the following Microsoft permissions:

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Installation

1

Open the Outlook integration in Rootly

Go to Configuration → Integrations, find Outlook, and click Setup.
Outlook integration in the Integrations page
2

Authorize with Microsoft

You’ll be redirected to Microsoft to sign in. Review the permissions Rootly is requesting and click Accept.
Microsoft OAuth permissions screen for Rootly Outlook
After authorizing, you’ll be returned to Rootly and the integration will show as connected under the account’s email address.

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Workflow Action

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Create an Outlook Event

Schedules a calendar event on the connected Outlook account. Commonly used to book a retrospective after incident resolution.
Create Outlook Event workflow action form
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select
required
The Outlook calendar to create the event on. Rootly fetches the list of available calendars from your connected account.
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string
required
The event title. Supports Liquid variables — for example, Retrospective for {{ incident.title }}. Maximum 200 characters.
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string
required
The event body. Supports Liquid and Markdown. Maximum 200 characters.
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array
Email addresses to invite. Supports Liquid — for example, {{ incident.incident_lead | get: "email" }} or {{ incident.subscribers | map: "email" | join: "," }}.
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select
The timezone for the event’s start and end times. The Time of Meeting value will be interpreted in this timezone.
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integer
required
How many days from the workflow run to schedule the event. Range: 0–31. A value of 0 schedules the event for today.
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string
required
The length of the event. Minimum 15 minutes. Accepts natural language — for example, 30min, 1h, 1h 30min.
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string
required
The start time in HH:MM format (24-hour). Interpreted in the timezone selected above. Defaults to 12:00.
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boolean
When enabled, weekend days are not counted when calculating the event date from Days Until Meeting. Defaults to true.
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boolean
When enabled, attaches a Microsoft Teams meeting link to the calendar event.
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boolean
Logs the created event to the incident timeline.
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array
One or more Slack channels to share the event details to.
The most common setup is a workflow triggered on incident resolved that creates a retrospective event 3–5 business days out, with the incident lead and subscribers as attendees. Set Exclude Weekends to true so the meeting always lands on a weekday.

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Uninstall

To remove the Outlook integration:
  1. Go to Configuration → Integrations and find Outlook
  2. Click Connected to reveal the disconnect option
  3. Click Disconnect
Click Connected to reveal the Disconnect option

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Frequently Asked Questions

Yes. The Calendars.ReadWrite.Shared permission gives Rootly access to any calendar the connected account can manage, including shared and delegate calendars. These will appear in the Calendar dropdown in the workflow action.
If Exclude Weekends is enabled, Rootly skips Saturday and Sunday when counting days, so the event will always land on a weekday. If disabled, the event will be scheduled on the weekend day.
Yes. There is no one-per-incident restriction. Each Create an Outlook Event workflow action creates a new calendar event independently.
Rootly automatically refreshes the token in the background using the stored refresh token. If refresh fails — for example, if the connected account’s permissions were revoked — event creation will fail until you reconnect. This is why a service account is recommended.