Microsoft Outlook Integration

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Features

• Calendar Sync: Automatically detect and record meetings from your Outlook calendar
• Teams Meeting Integration: Seamless connection with Microsoft Teams calls
• Smart Recording Rules: Customize which meetings to record based on flexible criteria
• Email Notifications: Automated pre-meeting and post-meeting emails
• Outlook Add-in: Optional add-in for direct BuildBetter controls in Outlook

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Setup Instructions

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Prerequisites

• An active BuildBetter account
• Microsoft 365 account with Outlook and Teams
• Admin permissions (for organization-wide setup)

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Connecting Outlook Calendar

1. Navigate to Settings → Integrations in your BuildBetter dashboard
2. Select Microsoft Outlook from the office integrations
3. Click Connect and authorize BuildBetter to access your calendar
4. Complete the Microsoft authentication process
5. Configure your default calendar settings

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Setting Up Recording Rules

1. Go to Settings → Recording Rules
2. Create rules to determine which meetings to record:
   • Meeting title keywords (include/exclude)
   • Attendee email domains
   • Time ranges
   • Meeting duration
   • Specific calendars (if you have multiple)
3. Set recording visibility (participants only, workspace, public)
4. Save your recording rules

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Usage

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Automatic Recording

1. Scan your Outlook calendar for upcoming meetings
2. Apply your recording rules to determine which to record
3. Automatically join matching meetings at the scheduled time
4. Record, transcribe, and summarize the meeting
5. Send notifications based on your settings

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Upcoming Meetings Dashboard

1. On your BuildBetter dashboard, see the Upcoming section
2. Review which Outlook meetings are scheduled for recording
3. Manually enable/disable recording for specific meetings
4. Force immediate joining for ad-hoc meetings

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Managing Outlook Events

• View Details: See meeting title, time, organizer, and attendees
• Recording Controls: Enable/disable recording or change privacy settings
• Manual Join: Force BuildBetter to join a meeting immediately
• Post-Meeting Access: View recordings, transcripts, and summaries

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Advanced Features

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Outlook Add-in (Beta)

1. Go to Settings → Integrations → Microsoft Outlook → Add-in
2. Click Install Outlook Add-in
3. Follow the instructions to add to your Outlook
4. Use the add-in to:
   • Toggle recording for specific meetings
   • View meeting analytics
   • Access BuildBetter recordings directly from calendar events

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Email Notification Templates

1. Navigate to Settings → Email Templates
2. Select templates for:
   • Pre-meeting notifications
   • Recording consent notices
   • Post-meeting summary emails
3. Customize content, branding, and delivery rules
4. Save your template settings

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Troubleshooting

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Calendar Sync Issues

• Verify Microsoft 365 connection is active
• Check for proper calendar permissions
• Reconnect if synchronization stops
• Review Microsoft 365 restrictions on third-party apps

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Bot Not Joining Meetings

• Ensure your recording rules include the meeting
• Check that the Teams meeting link is accessible
• Verify you have proper permissions as organizer
• Confirm meeting hasn’t been canceled or rescheduled

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Authentication Problems

• Reconnect your Microsoft account if authorization expires
• Check Microsoft security settings for third-party access
• Verify correct account is being used for authentication

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Limitations

• Meeting Types: Works with Microsoft Teams meetings (not Skype for Business)
• Personal Accounts: Limited functionality with personal Microsoft accounts
• Calendar Access: Requires calendar read/write permissions
• Event Processing: May have a slight delay in recognizing new or changed events