Outlook Calendar integration for Ruby AI
Outlook Calendar is the Microsoft 365 path into Ruby AI. Connect it and you get a prep brief before every external meeting, and the recordings of those meetings land on the right deal without anyone filing them.
At a glance
What Ruby AI reads from Outlook Calendar | What Ruby AI writes to Outlook Calendar |
Event subject, start and end times, body preview and location | Nothing |
Organizer and the attendee list with names and emails | Nothing |
The online meeting join URL, including Teams, Zoom and Meet links | Nothing |
Up to 7 days ahead | Nothing |
Why connect Outlook Calendar to Ruby AI?
You stop prepping meetings the night before. Ruby looks at what is on your calendar tomorrow and sends you the prep, unasked, for every meeting with someone outside your company.
Your call recordings stop needing to be filed. Ruby matches each recording to the meeting it came from, and the meeting to the deal, using the join link that is already on the invite. Nobody tags anything.
Microsoft teams do not have to move to Google. Outlook, Teams, Zoom and Meet all work the same way. If your reps live in Outlook, Ruby fits around that.
Ruby stays out of your internal calendar. Only meetings with someone from outside your company are read. Your one-on-ones, stand-ups and internal reviews are ignored.
Setup is one minute and changes nothing. Read-only access, no bot, no new invites, no change to how anyone runs a meeting.
How does Ruby AI use Outlook Calendar?
Ruby reads your calendar with the Calendars.Read scope through Microsoft Graph, documented in Microsoft's Graph permissions reference, covering the next 7 days. Per event Ruby reads the subject, start and end times, a body preview, location, organizer, the attendee list with names and emails, and the online meeting join URL.
At connect, Ruby checks that the Microsoft account email matches your Ruby account email and stops if it does not, so a calendar can never be attached to the wrong person.
What does Ruby AI put into Outlook Calendar?
Nothing. The scope is read-only. Ruby creates no events, sends no invites, adds no bot, and changes nothing on your calendar.
How do I connect Outlook Calendar to Ruby AI?
In Ruby AI, go to Settings → Integrations → Outlook Calendar.
Approve read-only calendar access on Microsoft's consent screen.
Run a sync. Ruby prepares briefs for external meetings starting in the next 24 hours.
What can Ruby AI do with Outlook Calendar?
A brief before every external meeting. Ruby prepares a brief for external meetings starting within 24 hours of a sync and emails it as a PDF. What is in it depends on what Ruby already knows about the company:
Meeting already on a deal: a deal-level brief with the account intelligence and the deal context.
Company you have an account for, with one deal: Ruby links the meeting to that deal and briefs at deal level.
Company you have an account for, with several deals: Ruby asks which one rather than guessing.
Company you have never met: Ruby researches them from their domain and briefs you on the company.
Recordings match to the right meeting. Ruby reads the join URL from the Outlook invite and uses it to connect a call recording to the meeting it belongs to. This works for Teams, Zoom and Google Meet links alike, which is why Outlook plus Microsoft Teams is the strongest Microsoft pairing.
New prospects can become accounts on their own. Switch it on and a meeting with a company Ruby has not seen before creates the account and a default journey, with no account credit charged. Leave it off and Ruby waits for you.
Internal meetings are filtered out. Ruby compares attendee domains against your own company domain and skips any meeting with no outside attendee.
Frequently asked questions
What permissions does Ruby AI need for Outlook Calendar?
Read-only calendar access, plus basic profile so Ruby can confirm the account is yours. Ruby can read events and cannot create, edit or delete anything on your calendar.
Does Ruby AI write to my Outlook calendar?
No. No events, no invites, no bot, no changes of any kind.
Does Ruby AI read my internal meetings?
No. Ruby compares attendee domains against your own company domain and skips any meeting with no outside attendee, so one-on-ones and internal stand-ups never reach Ruby.
Why does Microsoft Teams need Outlook Calendar connected?
A Teams recording arrives without the attendee list. Ruby uses the join link on your Outlook invite to work out which meeting it was, and therefore which deal it belongs to.
When do Outlook briefs arrive?
On calendar sync. Any external meeting starting within the next 24 hours gets briefed.
Need help connecting Outlook Calendar?
View the technical guide: Outlook Calendar Integration
Open Learn Hub in the Ruby AI app for a step-by-step walkthrough, or use the support widget in the bottom-right corner of the app. You can also email the team at support@heyruby.io.
Related integrations
Microsoft Teams, the recording source that pairs with this calendar
Google Calendar if part of your team is on Google
Salesforce and HubSpot, where the briefs and analysis land