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Add a configurable Outlook calendar to display Outlook and Jira events in Jira projects.
Quick overview
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About
The Outlook calendar integration adds and displays Outlook and Jira events within Jira projects. Choose from calendar templates to highlight important dates from Microsoft Teams, Outlook, and Jira. Schedule meetings directly from the Outlook calendar in Jira, using a familiar interface. Scheduled meetings automatically send Outlook meeting requests.
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Feature details
Benefit: Add personal and MS Teams calendars and / or Jira dates to your calendar right in Jira
Choose from our calendar templates (Outlook, Teams, Jira) to build your (team) calendar
Calendar layout (settings): Define your individual calendar layout (see below)
Good to know: Individualize your calendar access every time you insert a new calendar (template)
Switch between calendars: Once calendars are added, they can be turned on or off by clicking on the “eye” - so keep an eye on the most relevant dates for the moment
Benefit: Schedule meetings right in your Outlook calendar in Jira! A separate Outlook meeting request is send out to the attendees' inbox at the same time!
Work with your Outlook calendar
Outlook calendar in Jira
Access the calendar feature in the Jira sidebar → “Outlook calendars”.
Click on the “wheel” next to “calendars” at the top to insert new calendars.
Choose calendar layout
Right here you can adjust the calendar layout.
Choose between list view, calendar view, timeline view.
Choose a calendar template
Our calendar templates allow you to insert different calendar data e.g. Outlook calendars, MS Teams channel calendar or Jira dates.
Set date for calendar view
Finished with inserting relevant calendar dates?
Set a fixed date for your calendar view to have important dates right at hand (e.g. event planning).
Accessibility options (sharing)
Sharing calendar access
When working with your Outlook calendars, you can choose who can access, what can be viewed, and what can be changed.
Event details
Decide what kind of event details users can access:
- Full event details
- Title and location
- View only
Event editing
Choose also what users can change when accessing the event:
- Full permissions to change
- Send meeting requests
- View only
Add Jira dates
Add Jira project issues
This is just an example of different Jira dates (Jira calendar templates) you can choose from.
Decide as well, what exactly you wish to be displayed in your calendar.
Visibility settings for Jira dates
Choose on more settings on what kind of information should be display how. We offer different options:
- Projects display
- Visibility settings
- Start and end date
Schedule a meeting (right in Jira)
Set-up a meeting
With our Outlook calendar in Jira you schedule meetings just like you are used from Outlook.
Decide between simple/advanced mode and link the meeting to an issue!
Personal calendar
Personal calendar in Jira
In Jira Cloud, you’ll also have your personal calendar available by default.
Click → “Apps” → “Personal Calendar”.
Work with that calendar the same as mentioned above.
Prerequisites
Activation of Calendar feature by Jira admin → the feature works right away!
Works for Jira Cloud & Server (publicly available)
Works with Microsoft 365 (the calendar sync requires M365 log-in)
Configuration options
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Feature configuration
The Outlook calendar feature is enabled alongside the meetings functionality at the project level. For further details, please refer to the Getting started guide.
When utilizing the personal calendar in Jira, each individual user has the ability to set their own calendar dates (including Outlook, Jira, and Microsoft Teams). However, when it comes to adding a user calendar, sharing options are typically unavailable, as personal calendar dates are generally not intended for sharing with others. See: configuration exception.
To work with the Outlook calendar at project level, configuration is necessary from the Jira administrator. They must initially set up the calendar. Once configured, users can schedule meetings and share calendar data as needed.
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Personal calendar
Users can easily create their own personal calendars within Jira, providing a convenient way to keep track of important dates without the need to switch between different tools. This feature is useful for saving personal dates in a location where you spend most of your workday.
It's important to note that only the personal calendar can be customized by the user. Since the configuration process is similar to that of the Jira administrator, you can follow the steps demonstrated in our demo video.
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Since personal calendars typically hold sensitive information, it is unnecessary to establish sharing options or access permissions.
When adding Outlook calendar dates to your personal calendar, only the "event filtering" option is available. This differs from the project calendar, which offers additional choices, including "calendar access" and "event details."
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Admin configuration
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Main configurations are done via our calendar settings 🚀 |
The calendar settings include the following configuration options:
Calendar sharing
Shared mailboxes
Jira administrators can choose to share Outlook calendar data in settings. Enabling sharing allows all users with access to view the data; disabling it stops new sharing, but existing data remains accessible. Collaborate effectively in Jira using Outlook and Jira data, keeping everyone updated on project status and progress.
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The calendar on project level follows the set-up process as shown in our demo video. Please note, as mentioned above, that the calendar can only be configured by the Jira project admin.
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Useful links
Further information as well as the technical reference on shared office items can be found here: Sharing access to Microsoft 365 items