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How to synchronize Outlook meetings in the IR.Manager Agenda?

This article explains how to connect Outlook invitations within the IR.Manager agenda. Instead of always creating your meetings in IR.Manager, it is now possible to record them in Outlook and having them saved automatically in the IR.Manager Agenda. If later, you want to update or delete the meetings in Outlook, those modifications will also be reflected in the IR.Manager Agenda.

Prerequisites:

  • The connection process only works from the Outlook calendar to the IR.Manager Agenda, never in the other way round. 
  • Every sender of an Outlook invitation must have a Contact profile registered in My Contacts as internal in IR.Manager, and use this Contact’s email address to send the invitation.


In order to have Outlook meetings duplicated in IR.Manager, follow the steps below:

  1. Create an event in Outlook. In our example, the meeting is called “Meeting Test Outlook” and is created for Monday October 15th, 2024, from 18:00 till 19:00.
  2. In the event window, always enter the specific IR.Manager Agenda email address as required recipient to allow the good connection between both calendars. This email address has been communicated by your Account Manager (If you do not remember the email address, please contact the Support team).
  3. After having added the IR.Manager Agenda email address, enter the email addresses of all Participants of the meeting.The "Add Participant" section in an Outlook event window showing the IR.Manager Agenda email address added to allow synchronization between both calendars

    NOTE: to have all Participants added to the meeting in IR.Manager Agenda, they must already have a Contact profile existing in Contacts > My Contacts, otherwise they will not be added to the meeting.
  4. Send the Outlook invitation. The event is visible in the Outlook calendar:The Outlook calendar displaying the "Meeting Test Outlook" event scheduled for Monday October 15th, 2024, from 18:00 to 19:00
  5. The sender of the Outlook invitation always receives an email from noreply@irmanager.com confirming that the event has been duplicated in the IR.Manager Agenda. Any creation/update/cancellation of an Outlook invitation triggers a new confirmation email informing which guest has been added or not.The confirmation email from noreply@irmanager.com sent to the sender of the Outlook invitation, confirming the event was duplicated in the IR.Manager Agenda
  6. In a few minutes, the Outlook meeting is reflecting in the IR.Manager Agenda:The IR.Manager Agenda displaying the newly synchronized meeting, reflecting the Outlook event after a few minutes
  7. If you click on the meeting in the Agenda, a popup meeting window will appear displaying all information coming from the Outlook event:The popup meeting window in IR.Manager displaying all information from the Outlook event, such as meeting time, participants, and subject
  8. It still possible to edit any information in the Meeting by clicking on the option button (3-dots icon) located in the top-right corner of the window, and then select Edit Meeting Details:The option button in the top-right corner of the meeting window in IR.Manager, allowing users to edit meeting details

    The sender of the Outlook invitation is always displayed as Internal Responsible in the Meeting details:
    The Meeting details screen in IR.Manager showing the sender of the Outlook invitation listed as the Internal Responsible

    After updating any information, do not forget to click on the button Save Event. We advise to edit meeting details directly from Outlook so they are reflecting in the IR.Manager Agenda.