Track time of outlook calendar entries

Track Outlook Calendar Entries in InLoox

NOTE This functionality was previously available as Track. Since InLoox 26.1 (February 2026), time tracking from Outlook calendar entries has been moved to Time. If you are still using InLoox On-Prem 12.5.1 or earlier, please refer to the help article Track in InLoox Web App.

For a step-by-step demonstration, watch the video tutorial Time Tracking in InLoox - Book Outlook appointments to InLoox on YouTube.

Prerequisites for time tracking Outlook calendar entries in InLoox

To track Outlook calendar entries in InLoox Web App, the following requirements must be met:

Required

• Active connection to Microsoft 365
• Permission Use Outlook calendar for time tracking enabled

Optional

• Permission Category on booking appointments enabled
• Permission Changes to InLoox tasks update calendar entries enabled
• Permission Changes to calendar entries update the InLoox task enabled

The Microsoft 365 connection and the required permissions are configured in the Integration Center in InLoox Web App.

For more information, see the help article Integrations and Connections in InLoox Web App.

Configure the Calendar View

Once the connection to Microsoft 365 has been established and the necessary permissions have been granted:

1. Go to Time.
2. In the upper-right corner, activate Outlook Appointments.
3. Click into the field Calendar to select your own calendar or shared calendars.
4. Change the view form work week (default) to day or wekk. 
5. Click on the time interval icon and change the default duration from 30 minutes to e.g. 60 minutes.
6. Click on the three dots menu to activate:
   • Show Capacity Indicators - Displays daily planned hours based on your calendar working times and capacity settings.
   • Open Time Entry When Tracked - Opens the time entry in the side panel for editing its details.
   • Show Private Appointments - Shows Outlook appointsments marked as private.
   • Include Appointment Body - Includes the appointment body as the time entry's description.
   • Add Category to Appointment - This requires you to grant calendar write permissions to InLoox in your profile settings.

How to Track Outlook Entries

You can now track your Outlook calendar entries in InLoox Web App:

1. You can either drag a calendar entry into the tracked column or click on the calendar entry and click on Track.
2. Select the project for which the time entry should be tracked.
3. If you want to track the appointment in an already completed project, activate Show completed projects.
4. InLoox opens the time entry and you can change or add details such as start/end date, duration or description.
5. If this tracked entry is assigned a group, InLoox will automatically calculate the actual expenses in the project's financials. For more information, read the help article Project Financials in InLoox Web App.

Set Category Automatically

Prerequisite: In addition to an active connection to Microsoft 365 and the enabled permission Use Outlook calendar for time tracking, you must grant the following permission:

• Add category to appointment after booking

This permission is configured in the Integration Center in InLoox Web App. For more information, see the help article Integrations and Connections in InLoox Web App.

If you want to automatically assign a category to tracked Outlook appointments to immediately recognize in Outlook which appointments have already been tracked in InLoox, proceed as follows:

1. Click the three dots menu in the upper-right corner.
2. Activate the toggle Add Category to Appointment.
3. After an appointment has been tracked in InLoox, the appointment in Outlook will be marked in green and assigned the category InLoox.

This categorization helps prevent duplicate bookings.