Connect Outlook to SmartChat
Connect Outlook in the AI Chat. Then every contact finds out on WhatsApp the day before what's coming up.
Appointments from Outlook become messages.
Whatever is in your Outlook calendar, your contact finds out on WhatsApp the day before. Three businesses show what that looks like.
Documents, duration and parking are already in the message.
The customer knows ahead of time what the advisor wants to see.
Time window, quantity and contact person the day before.
From the calendar into the chat.
Outlook reports a new event through a tool like Make, Zapier or n8n to the secret webhook address of your automation.
Entry in Outlook
Your team creates the appointment the way it always does.
OutlookThe event moves on
The tool sends the data to your automation's address. It must include a phone number.
webhookThe contact is found
SmartChat looks up the number in your contacts and starts the workflow.
ContactReminder in WhatsApp
The approved template goes to your contact with the appointment details.
Template
Three sentences in the AI Chat, that's all you need
You describe the goal, SmartChat AI builds the automation and shows it to you for review.
- 1
Connect Outlook
You write that you want to connect Outlook. A card appears with the button to connect.
Connect Outlook with SmartChat. - 2
Describe the goal
You say who gets which message and when.
Send every contact a WhatsApp one day before their consultation with the documents they should bring. - 3
Check the flow
SmartChat AI shows you the automation before it runs for the first time.
Show me the automation so I can check it.
What SmartChat can trigger in Outlook
According to the connection overview, these actions are available. SmartChat AI picks the right one based on your goal.
- Add every new contact as a consultation appointment in Outlook.
Add appointment
When a contact signs up through your landing page, the automation creates a calendar entry.
- Find suitable times before you suggest dates to the contact.
Find free times
The automation can look for meeting suggestions or check free and busy status. Meeting suggestions only work for work and school accounts.
- Also create every contact who signs up in Outlook.
Create contact
New contacts from SmartChat can be added as contacts in Outlook.
- Automatically accept invitations from regular customers.
Respond to invitation
An invitation can be accepted or declined.
- Cancel the appointment in Outlook as soon as the contact cancels here in the chat.
Cancel appointment
An event can be cancelled, and the participants are notified.
This is how it looks on site
At the right time
When the message goes out is set by the tool that reports the appointment.
Approved by Meta
Outside the inbox, SmartChat only sends templates that Meta has reviewed and approved.
Replies in the inbox
Whatever your contact writes back, you read in the inbox.
The calendar on its own or with WhatsApp.
Outlook only
- The appointment is in the calendar, but your contact doesn't remember it.
- You write messages about documents one by one.
- You hear about cancellations late.
- After the appointment, nobody follows up.
Outlook plus SmartChat
- The entry triggers the reminder on its own
- Documents and location are in the message.
- Cancellations arrive in the inbox
- Following up runs as a second automation.
Two days later comes the follow-up.
A second workflow waits two days after the visit and then sends the next message. How many automations you can create depends on your plan.
Time-based
The trigger is a point in time after the event.
Personal
Name and topic come from the entry.
Frequently asked questions about Outlook and SmartChat.
How do I connect Outlook with SmartChat?
Write in the AI Chatthat you want to connect Outlook. SmartChat AI shows a card with the button to connect. Then the Outlook sign-in window opens, you choose your account and allow access. You only enter your password there.
Does SmartChat also send emails through Outlook?
No. SmartChat only sends WhatsApp. Outlook stays your program for calendar and contacts, and the message to your contact goes out on WhatsApp.
Which actions are there in Outlook?
The connection overview includes creating, cancelling, accepting and declining calendar events, creating contacts, reading the calendar view for a time period and checking free times. Which action runs depends on your goal.
Can SmartChat detect appointments from Outlook?
Events from Outlook reach SmartChat through the secret webhook address of an automation. A tool like Make, Zapier or n8n sends them there. If there's no phone number in the event, SmartChat skips the step.
Do meeting suggestions work with every account?
According to the overview, searching for common meeting times only works with work and school accounts. Free and busy status can be checked for addresses.
Can I create a contact from SmartChat in Outlook?
Yes, an automation can create a contact in your Outlook contacts. It's an extra step in your workflow.
Who can set up the connection?
Only admins build automations and change them with SmartChat AI. Your team keeps reading replies in the inbox.
How many automations can I create with Outlook?
An automation with Outlook counts as an additional automation. Free and Starter only have the fixed one for new contacts, Basic offers 3 and Pro unlimited.
What do I pay for it?
SmartChat costs €0 on the Free plan and €299, €499 or €999 per month on Starter, Basic and Pro, each plus VAT. Sending and every automation run use 0 credits. Meta charges its own fees per message, you'll find the prices here.
Does Meta have to approve my messages?
Yes, if they go out outside the inbox. SmartChat AI writes the template and submits it to Meta. The reminder only runs after approval. Meta decides how long that takes.
What happens with STOP?
Anyone who writes STOP is unsubscribed immediately and won't get any more messages, not even an appointment reminder.
Connect Outlook. In 60 seconds your system is ready.
Enter your website, and SmartChat AI builds your landing page, confirmation message and thank-you message in 60 seconds. Then you connect Outlook in the AI Chat.