Outlook

Connect FlowBookings to Outlook through Zapier and every appointment booked on your Webflow site can send a personal email from your Outlook address and drop straight onto your Outlook calendar.

Why connect FlowBookings to Outlook

Microsoft 365 is the hub for a huge number of service businesses. A booking that never touches it is a booking your team can't see in the places they actually look.

Connect the two and bookings flow into both halves of Outlook. The customer gets a personal email from your real Outlook address, in your voice, with replies coming straight back to you. And the appointment lands on your Outlook calendar: yours, a colleague's, or a shared team calendar sitting alongside everything else in the day.

For a Microsoft-run business, that's the difference between a booking tool off to the side and one that feeds the two apps your team lives in.

Outlook is two apps: Mail and Calendar

Worth thirty seconds before you build, because Microsoft 365 gives you two connectable Outlook apps in Zapier, and you'll likely want both.

Outlook Mail sends and manages email, which is the equivalent of the Gmail side. Use it for personal, customer-facing emails: a welcome note, a rebooking nudge, a follow-up.

Outlook Calendar manages events and is the equivalent of Google Calendar. Use it to turn each booking into a calendar event on your own or a shared team calendar.

They're separate connections in Zapier even though they're one Microsoft account, so you set them up as separate Zaps. Most businesses want at least one of each: an email that greets the customer, and a calendar event so the team can see the appointment.

What you'll need

• A FlowBookings account on any plan
• A free Zapier account (a paid plan comes in only for the delayed follow-up email)
• An Outlook.com or Microsoft 365 account (mail and/or calendar)
• At least one service set up in FlowBookings, and one booking to use as a test

The triggers you're working with

FlowBookings gives Outlook two things to react to:

Each email or event can draw on the customer's first and last name, email, the service name, the start and end time, the price, and any custom fields the customer filled in on your form.

Zaps you can build

Send a Personal Welcome Email from Outlook

New Booking → Send Email (Outlook Mail)
A booking comes in, and the customer gets a warm, personal note from your Outlook address: glad you booked, here's what to expect, here's how to reach me.

It arrives as a real email from a real person, and replies come back to your inbox. This is the flagship for the mail side.

Add Every Booking to Your Outlook Calendar

New Booking → Create Event (Outlook Calendar)
Each booking becomes an event on your Outlook calendar that can be your own, or a shared team calendar the front desk watches with the service, time, and customer already filled in. Your day fills itself in where your team already looks.

Send a Rebooking Email After Cancellation

Booking Cancelled → Send Email (Outlook Mail)
A cancellation doesn't have to be goodbye. This sends a kind, low-pressure note from your Outlook address when a booking drops: "no worries, here's the link when you're ready", so it reads like you reaching out, not an automated chase.

Send a Follow-Up Email After the Appointment

New Booking → Delay → Send Email (Outlook Mail)
For the "how did it go?" after the session. Since there's no separate completion trigger, this uses a Zapier Delay timed off the booking's start, say 24 hours later, to land a follow-up or feedback request once the appointment's behind them.

How to set up FlowBookings and Outlook integration

Here are the steps to build the integration:

1. Grab your API key

In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. This is what lets Zapier into your account, so treat it like a password and don't paste it anywhere public.

2. Start a new Zap

In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.

3. Choose the New Booking trigger

Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to work with. No bookings yet? Make a quick test one on your Webflow site first.

4a. Add Outlook Mail (the welcome email)

Add an action, choose Microsoft Outlook → Send Email, and connect the Outlook account you want the email to come from. Everything sends from this address and replies land there, so use the one you actually want customers reaching. Then write the email:

4b. Add Outlook Calendar (the event)

For the calendar side, build a separate Zap on the same New Booking trigger, then add Microsoft Outlook → Create Event:

5. Test them and switch on

Run each test. Check the inbox for the email and the calendar for the event. If the event time looks off, check that your Outlook calendar timezone matches the one set in FlowBookings. Looks right? Publish.

6. Add the rebooking email (optional)

Build another Zap: trigger on Booking Cancelled, action Outlook → Send Email, with a kind note and your booking link.

7. Add the follow-up email (optional)

Build another Zap: trigger on New Booking, add a Delay by Zapier set to send after the appointment, then Outlook → Send Email with your "how did it go?" note. The delay step needs a paid Zapier plan.

Here is detailed documentation on how to set up Zapier in FlowBookings.

What you need to know

A few honest edges before you build:

• Don't duplicate the confirmation. FlowBookings already emails the confirmation and reminder. Keep your Outlook emails to the personal layer: welcome, win-back, follow-up, or customers get two of everything
• Mail and Calendar are separate Zaps. One Microsoft account, but two connections. Build a Zap for each side you want
• The follow-up needs a Delay step. No separate "appointment finished" trigger exists, so the after-the-fact email is timed with a Zapier Delay off the booking start, which needs a paid Zapier plan
• Calendar sync is one-way. Bookings create Outlook events; events you make in Outlook don't change your FlowBookings availability. That stays under your working hours and holidays there
• It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
• Reschedules don't update either side. The trigger fires when a booking is made, not when it changes, so a rescheduled booking won't move the calendar event or re-send the email
• Shared mailboxes need permission. Sending from or writing to a shared Microsoft 365 mailbox or calendar requires your account to have access to it

Frequently asked questions

Doesn't FlowBookings already send booking emails?
Yes, confirmations and reminders are automatic. These Outlook Zaps are for the personal extras: a welcome note, a rebooking nudge, a follow-up. Keep them to that layer so you're not doubling the confirmation.

Does this work with Microsoft 365 and Outlook.com?
Yes. Both connect through Zapier's Microsoft Outlook app — the same setup whether you're on a business 365 plan or a personal Outlook.com account.

Can I use a shared team mailbox or calendar?
Yes, as long as your Microsoft account has permission to that shared mailbox or calendar. Then bookings can email from it or land on it.

Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account; the free tier covers the email and calendar Zaps, and the delayed follow-up needs a paid plan.

Will the email come from my address?
Yes. It sends from the Outlook account you connect, and replies come straight back to you.

Is the calendar sync two-way?
No. Bookings flow into Outlook Calendar. To block time, use the working hours and holiday settings in FlowBookings.

What happens if a customer reschedules?
Neither the email nor the calendar event updates automatically — the trigger only fires on a fresh booking.

Do I need to know how to code?
Not at all. Everything's done by pointing and clicking in Zapier.