Integrating Microsoft 365 with Rehab Guru lets you sync appointments to your Outlook calendar, avoid double-bookings and use Microsoft Teams for video appointments. Here is how to set it up.
Important: Supported Microsoft account types
The Microsoft 365 integration works only with Microsoft 365 Business or School (Work) accounts that include Outlook and Microsoft Teams.
Personal Microsoft accounts (for example @outlook.com, @hotmail.com, or Microsoft 365 Personal or Family licences) are not supported, because they do not allow calendar access through Microsoft Graph, which powers this integration.
Supported accounts include:
Microsoft 365 Business Basic, Standard, Premium
Microsoft 365 Enterprise (E1 to E5)
Microsoft 365 for Education (A1 to A5)
Not sure which account you have?
Try signing in at https://portal.office.com.
If you see business apps such as Teams, SharePoint or an admin panel, you are likely using a supported account.
Otherwise, ask your IT administrator.
Need to upgrade? Microsoft 365 Business Basic is the lowest-cost plan that includes everything this integration needs. Check Microsoft's current UK prices before you buy.
Step 1: Connecting Microsoft 365 to Rehab Guru
Go to Account > Sharing & Integrations > Integration.
Find Microsoft 365 and click Connect.
Sign in with your Microsoft work or school account and allow access.
Once connected, the Microsoft 365 row shows Disconnect instead of Connect, so you can remove the connection at any time.
Finding Microsoft 365 on the Integrations page
Step 2: Setting up Appointment Types with Microsoft Teams and Calendar Sync
Go to Account > Appointments and open the Appointment types tab.
Click New appointment type, or click the three dots next to an existing one and choose Edit.
To use Teams for video appointments, open the Meeting Type drop-down on the Basic details tab and choose Teams.
Open the Connected Calendars tab. Under Outlook, switch on Sync to your Outlook Calendar?, and switch on Deconflict appointments with your Outlook Calendar to avoid double-bookings.
Click Add for a new appointment type, or Save Changes when editing one.
Choosing Teams as the meeting type
Syncing and deconflicting an appointment type with Outlook
Step 3: Viewing synced Appointments in the Diary
Go to the Diary.
In the left-hand panel, under Calendars, tick Outlook to show your Outlook calendar entries in the Diary.
Untick it at any time to hide them again.
Showing Outlook calendar entries in the Diary
Step 4: Booking Conflict-free Appointments
Book with the synced appointment type as usual from the Diary or a client's record. If Deconflict appointments with your Outlook Calendar is switched on, only times that are free in your Outlook calendar are offered.
FAQs
Can I connect a shared mailbox to the Microsoft 365 integration?
No. The integration connects using Microsoft's standard sign-in (OAuth), and the calendar and Teams access it is granted applies only to the account that signs in.
Shared mailboxes do not have their own licence and have direct sign-in disabled, so they cannot complete that sign-in step. Microsoft's API also does not allow us to write to a shared mailbox's calendar through a personal sign-in.
Workarounds:
Convert the shared mailbox to a regular licensed user account in the Microsoft 365 admin centre. It needs an Exchange licence, plus a Teams licence if you want Teams meeting links. Once it is a normal account, you can sign in with it and connect the integration as usual.
Connect each clinician's own Microsoft 365 account instead, so appointments sync to their individual calendars. This means there will not be a single shared calendar.
Do I need Teams or Google to run video appointments?
No. You can choose Telehealth Pro as the Meeting Type to run video calls in the browser without any extra subscription. See Running Telehealth Appointments with Telehealth Pro.