Add a configurable Outlook calendar to display Outlook and Jira events in Jira projects.
Quick overview
Facts & Benefits
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.
Click in the calendar field and set- up the meeting. It’s simple as that 
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
Calendar sharing & adding shared mailboxesAbout
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
Jira administrators can configure project calendars for their team when working with Outlook calendars in Jira. This provides the team with a comprehensive view of key dates, such as issue deadlines and team member vacations.
Choose from Outlook calendar templates to sync Outlook and Jira dates and / or MS Teams channel calendars. Have all important dates at hand - right where you work.
Before adding the calendar, choose the optimal view options for your needs and how you want your calendar dates to be displayed. Three viewing settings are available.
Also, set a fixed start date for your calendar and define its scope (e.g., work week).
When embedding an Outlook calendar, carefully configure the advanced settings. Specify calendar access permissions, event details, and event editing options to provide a strict guide for users when interacting with and managing the shared calendar dates.
For Jira dates the advanced settings offer different options.
Once you've added calendars, conveniently manage their visibility by toggling them on or off using the "eye" icon. This lets you prioritize the most important dates.
Moreover, team members can easily schedule meetings based on the information shared. A separate Outlook meeting invitation is send out, as well!
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.
The Jira admin needs to configure the Outlook calendar on project level in the first place. They must initially set up the calendar.
Once configured, users can only edit events or can schedule meetings.
When working with the personal calendar in Jira, each individual user has the ability to configure and set-up their own calendar dates (including Outlook, Jira, and Microsoft Teams).
Please note: 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.
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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."
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.
Useful links
Further information as well as the technical reference on shared office items can be found here: Sharing access to Microsoft 365 items