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Overview

Automatically import recordings from Outlook Calendar events directly into specific projects based on meeting titles. Once imported, they will be automatically transcribed and summarized. Microsoft Outlook is a connected app: each user connects their own Microsoft account. Learn more about connected apps →

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Prerequisites

  • A Microsoft account with access to the calendar you want to import events from.
  • A connected video conferencing tool — Microsoft Teams or Zoom — so the recording can be imported.
  • The projects you want meetings routed into, created in advance.

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Set up the Outlook Calendar integration

Connecting your Outlook Calendar and Dovetail accounts means you no longer need to import recorded meetings manually. You can configure multiple rules to route different types of meetings to different projects based on keywords in the event title.
  • Go to Settings → Connected apps and select Connect next to Microsoft Outlook under App connectors.
  • In the dialog, select Connect, then sign in to or select the Microsoft account that you want to connect.
  • From there, under Video conferencing source, select Microsoft Teams or Zoom and continue to authenticate.
  • Once authenticated, you can add up to four configuration rules. For each rule, select your calendar under Import recordings from, optionally add keywords the meeting title must contain (for example, “Discovery”), and under Add recordings to, select the project you want those recordings routed to. Each rule also sets whether its recordings are automatically redacted. See Recordings from calendar connections.
  • Press Save to activate your configurations.

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FAQs

No — only recordings from meetings that occur after the integration is set up will be imported.
For workspaces with user roles, only Managers and Contributors can import recordings — Viewers cannot upload or import data. For workspaces without user roles, any paid seat can import.
Verify the following:
  1. Microsoft Outlook is connected in Settings → Connected apps
  2. Your Zoom or Teams integration is connected (matching the video conferencing tool selected in your rule)
  3. Your Outlook import rule has a calendar, project, and video provider selected
  4. You have permission to create data in the target project
  5. The meeting event matches the selected calendar and any keywords in your rule
  6. For Zoom imports, you must be the event organizer in Outlook
To automatically import recordings, you’ll need all of the following in place:
  1. Outlook Calendar connected — your Microsoft account must be connected in Settings → Connected apps.
  2. A calendar import rule configured — at least one rule must be saved with a calendar selected, a destination project, a video conferencing tool (Zoom or Microsoft Teams), and optional keywords.
  3. Matching video integration connected — if your rule uses Zoom, your Zoom integration must be connected. If using Microsoft Teams, your Teams integration must be connected.
  4. Permission to create data in the target project — you must be a Manager or Contributor (or have project-level write access). Viewers cannot import data. On plans without user roles, any paid seat can import.
  5. A matching meeting at runtime — the meeting must appear in your selected Outlook calendar within the sync window. If keywords are set, the event title must match. For Zoom meetings, you must also be the event organizer in Outlook.
  6. Integrations remain authorized — if your Outlook or video integration becomes disconnected or expires, imports will stop until you reconnect.

Continuous discovery

Set up once so recorded calls arrive transcribed and highlighted.