FAQ – onOffice Sync with Outlook

FAQ Calendar

• Which calendars are synchronized?
  You can choose from all Microsoft calendars (including shared calendars). Only one calendar can be synchronized per user. Appointments are only synchronized with calendars if the user has access to the respective calendar. Only the specified calendar is synchronized.
• From when are appointments synchronized?
  Appointments are synchronized from the time of activation. In addition, there is the option to synchronize past appointments retroactively for 7, 30 and 60 days.
  Please note that Microsoft will resend appointment invitations for all appointments (including past appointments) that are transferred from onOffice to Microsoft. This may mean that the participants or recipients will be informed of the appointment again by email from Microsoft.
• What happens when I create or change appointments?
  As soon as you create a new appointment in onOffice enterprise or in the selected Microsoft calendar, it is synchronized with all relevant fields in the other system. Changes to the appointment are also transferred to the other system.

  Changes to participants or addresses in the appointment are also transferred, e.g. if the email address of a user or an address in the appointment has changed. Or if users have been removed or added from a group and the group is linked as a participant in the appointment.

  However, after group changes or changes to email addresses, only appointments that have already been synchronized with Microsoft and only future appointments are updated.

• What happens to deleted appointments?
  There are three cases for dealing with deleted and canceled appointments:
  If you delete an appointment in Microsoft 365, it will be set to “Canceled” in onOffice enterprise. If the user is only specified as a participant, they will be removed from the appointment.
  If you delete an appointment in onOffice enterprise, it will also be deleted in Microsoft 365.
  If you set an appointment in onOffice enterprise to “Canceled”, it will also be deleted in Microsoft 365.
• Are links to online meetings transferred in the appointment?
  Yes, stored meeting links are transferred in both directions.
  Please note: Microsoft uses special entries in the appointment note for Microsoft Teams meetings. Please do not change the note in these appointments, otherwise the connection to Microsoft Teams will be lost.

• Can serial appointments and recurring appointments be synchronized?
  Yes, but only the synchronization of serial appointments and recurring appointments that can be mapped in onOffice enterprise is supported. Unfortunately, serial appointments from Outlook with repetitions such as “First Friday of the month” cannot be synchronized.

• What happens if I move a single appointment from a series?
  In Microsoft 365, a single appointment can be moved from a series appointment so that it no longer takes place at the time of the original series appointment. We cannot synchronize this type of appointment. Ideally, the moved appointment should be given its own identifier by creating a new one, similar to what happens in onOffice enterprise when an appointment is removed from the series.

• Does the system take the settings for appointment reminders into account?
  Yes, the configuration for appointment reminders is transferred in both directions.

• Is a distinction made between private and public appointments?
  Yes, the distinction between private and public appointments is synchronized.

• What happens when groups are selected as appointment participants?
  Microsoft 365 has a different logic for the group function compared to onOffice enterprise. If you create an appointment in onOffice enterprise and add a group as a participant, the group will be displayed and synchronized as a single user / single address participant with their corresponding email addresses when synchronizing to Microsoft 365. If you remove a user / address participant from an appointment in Microsoft 365, but the entire group is still listed as a participant in onOffice enteprise, the previously deleted group participant will be synchronized and restored to Microsoft 365 again because it is still part of a group in onOffice enterprise.
• How can you determine who is transferred as a date participant?
  You can use the Synchronization of appointment participants setting to control whether all appointment participants are synchronized with Microsoft.

  If you change or create a new appointment, Microsoft automatically sends notification emails to the participants of the respective appointment To avoid this behavior, this setting offers you to synchronize only you as the creator of the appointment.

  You can still store appointment participants in onOffice or Microsoft, but the synchronization of appointment participants is only prevented in the sync direction from onOffice to Microsoft. Every appointment participant who exists as a user in onOffice is entered in Microsoft as the creator of the appointment.

  If you do not want automatic notification emails from Microsoft, you should not activate this setting.

  In order for onOffice users to be able to see each other’s appointments on the Microsoft side, each onOffice user must have Microsoft Outlook synchronization activated. This setting is only considered for newly created appointments.

• What happens with duplicate appointments?
  There is a duplicate detection function for appointments. This function allows you to resolve duplicate appointments and decide flexibly which appointment you want to keep. All appointments are then kept synchronized on both platforms.

• Are appointment attachments synchronized?
  Yes, attachments in the appointment are synchronized both in onOffice enterprise and in Microsoft.

• Are appointment types transferred?
  No, but the transfer of appointment types from onOffice enterprise to Outlook is being planned. We will expand synchronization to include appointment types at a later date.

• Can resources from appointments be transferred?
  No, currently resources such as company vehicles or meeting rooms are not transferred to Microsoft. However, implementation is planned, so the function will be added later.

• How does the system react to errors?
  If something unforeseen happens during synchronization, this is recorded in the “Status”. This appears as an icon in the appointment pop-up at the top right.
• What happens if participants in an appointment do not have an email address?
  In Microsoft, all assignments are based on the email address. Therefore, Microsoft cannot handle it if, for example, an appointment participant was created in onOffice enterprise without an email address or if several participants have the same email address. Such special cases are intercepted and displayed in the synchronization status of the appointment.
• Which email address is synchronized for users?
  If an onOffice user has the sync active and is an appointment participant, the email address of the linked Outlook account is synchronized to Outlook for them. Otherwise the user’s email address is taken from the basic user data.
• Is the HTML formatting from the appointment notes in Outlook supported?
  No, onOffice enterprise does not consider HTML formatting in the note field.