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1. Applicability
The Outlook calendar integration helps keep the Outlook calendar synced with YAROOMS. A common use case is syncing all the room bookings from YAROOMS to Outlook, and vice versa.
2. How it works
After activating this integration, YAROOMS will have the ability to write event data to your Outlook calendar resources. Mapping the spaces in YAROOMS to Outlook resources will keep the calendars in sync. Steps to successful setup:
- Setup the Outlook Calendar integration
- Map the Outlook resources to spaces in YAROOMS
- Keep Outlook resources in sync with YAROOMS spaces
3. Activating the Outlook Calendar integration
3.1. Setup the Azure portal app and access rights
In the Azure Portal, go to Azure AD (Manage Microsoft Entra ID) → App registrations and press the "+ New registration" button.
Give the app a name, leave the Redirect URI empty and press Register.
From the app details page, extract the following information:
- Application (client) ID → Client ID
- Directory (tenant) ID → Tenant ID
Go to Certificates & secrets → Client secrets → New client secret. Enter a description, choose an expiration that follows your organization’s policy, and add the secret. Copy the generated Value, not the secret ID, for the Client secret field in YAROOMS.
Go to “API permissions” in the left menu. Click on "+ Add a permission", then on “Microsoft Graph”:
Warning: Choose Application permissions, not Delegated permissions, for the calendar integration permissions shown below.
Note: Add each of the four permissions shown above, then select Grant admin consent. This must be completed by a Microsoft Entra administrator with sufficient permission to grant consent.
Application ID URI, click on “Add”, and enter the following:
“api://tenant.yarooms.com/application_client_id”
Example: api://CompanyName.yarooms.com/9f*******-*****-******5f1b1
+ Add a scope and enter with the following:
- Scope name: User.Read
- Who can consent? Admins only
- Admin consent display name: Read user details
- Admin consent description: Read user details
- State: Enabled
Add a client application
- d3590ed6-52b3-4102-aeff-aad2292ab01c AND check Authorized scopes
- bc59ab01-8403-45c6-8796-ac3ef710b3e3 AND check Authorized scopes
- 0ec893e0-5785-4de6-99da-4ed124e5296c AND check Authorized scopes
- 4765445b-32c6-49b0-83e6-1d93765276ca AND check Authorized scopes
- 5e3ce6c0-2b1f-4285-8d4b-75ee78787346 AND check Authorized scopes
- 1fec8e78-bce4-4aaf-ab1b-5451cc387264 AND check Authorized scopes
- 27922004-5251-4030-b22d-91ecd9a37ea4 AND check Authorized scopes
Explanation of client IDs:
- d3590ed6-52b3-4102-aeff-aad2292ab01c → Microsoft 365 mobile application
- bc59ab01-8403-45c6-8796-ac3ef710b3e3 → Outlook on the web
- 0ec893e0-5785-4de6-99da-4ed124e5296c → Microsoft 365 desktop application
- 4765445b-32c6-49b0-83e6-1d93765276ca → Microsoft 365 web application
- 5e3ce6c0-2b1f-4285-8d4b-75ee78787346 → Teams web application
- 1fec8e78-bce4-4aaf-ab1b-5451cc387264 → Teams mobile or desktop application
- 27922004-5251-4030-b22d-91ecd9a37ea4 → Outlook mobile application
Note: The client applications required depend on which Microsoft integration you are configuring. This Outlook setup is separate from the centralized Login with Microsoft integration, which does not require your own app registration for sign-in.
3.2. Setup the Outlook Calendar integration in YAROOMS
In YAROOMS, go to Settings → Integrations → Outlook Calendar and open the integration tab, such as Integration #1. Under Microsoft 365 app, turn on Integration active and enter the details obtained from your Microsoft Entra app registration:
- Tenant ID
- Client ID
- Client secret (Value)
4. Resource mapping
Save the integration credentials, then use Resource sync below the Microsoft 365 app section to pair Microsoft 365 room resources with YAROOMS spaces.
- Turn on Activate sync.
- Use Add resource to the list to select the Microsoft 365 resource you want to map.
- In that row, select the corresponding YAROOMS space. Check its location and floor so you pair the correct room.
- Complete the connection for the pair and confirm that its Status shows Connected.
- Repeat for the remaining rooms you want to synchronize.
The External resource column identifies the Microsoft 365 room, while YAROOMS space identifies its paired space. Enabling the integration alone does not mean every room has been mapped; check the individual connection statuses.
Note: Rooms may take up to 24 hours to appear in the resource selection after activating the integration.
Warning: The integration settings require all resource mappings to be removed before the integration can be disabled. Review the affected room connections before removing mappings.
For synchronized rooms, use Custom booking times with a five-minute granularity in the space group's Booking rules. See Setting up space types and groups for the group settings.