How to Use Exchange Calendar Status Synchronization
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How to Use Exchange Calendar Status Synchronization

How to Use Exchange Calendar Status Synchronization

Introduction

3CX Phone System can monitor your status in MS Outlook and automatically change the status of your extension. If you have scheduled appointments where your “Show As” status is set to “Working Elsewhere” or “Out Of Office”, then your status in the 3CX Phone System will automatically change to the “Away” or “Out Of Office” status respectively. This check is performed every minute.

Note: Calendar events are only supported for MS Exchange 2013,2013 SP1 and Exchange 2016. 3CX Phone System Pro Edition v12.5 and up is required.

How to Enable Exchange Calendar Events

To enable Exchange Calendar Events, you must first configure the Exchange Connector (MS Exchange Sync). After having successfully configured MS Exchange Sync, check “Set 3CX status to away if Exchange Calendar is busy” in “Contacts” > “Exchange” > “Presence Integration.” section to enable this feature.

How to Use Exchange Calendar Events

When scheduling an appointment, set your “Show as” status as “Working Elsewhere” or “Out Of Office” to trigger the automatic status change for your extension. When the appointment time comes, your extension status will change automatically.

If you want to opt out of the automatic status change for a specific appointment, leave the default “Busy” status when creating the appointment, or choose “free”, “tentative” as your status since these statuses will not trigger an extension status change. Another way to opt out is to set your extension status to either “Custom 1” or “Custom 2”.

Below is a sample flow for extension 100 which is activated to be synchronized with the MS Exchange server for contacts and appointments.

Note that after the appointment has ended, the status of the extension will remain in state that it was automatically set to. This is due to the fact that meetings tend to take longer than scheduled. You will have to revert your extension status to “Available” manually, either by using the 3CX client, or using a provided dial code. The default dial code for “Available” is *30.

If during an appointment, Office Hours come in effect for your extension set schedule, the status of your extension will change according to the status set for your Office Hours. Calendar events do not block the main 3CX Phone System scheduler. The Server Time of the 3CX Phone System and of the Exchange Server must match up, as appointments are posted by the exchange in local time (not UTC).

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  1. Daniel

    Hi..

    Will this work with a hosted exchange approach? what about outlook365? Appreciate the feedback. thanks

    August 26, 2015 at 5:06 pm Reply
    • Charalambos Eleftheriou

      @Daniel, Thanks for the question. Yes this feature is available with office 365 (with exchange). Outlook 365 will work as long as it is configured with the exchange server in your office 365 infrastructure.

      August 27, 2015 at 10:21 am
  2. Radek

    Hello,
    Is it possible to automatically set status to avaiable when appointment has finished? User every time forgets to change his status

    December 1, 2015 at 11:46 pm Reply
    • @Radek We made an effort to make this feature … But we could not manage.. At the time the ExchangeAPI was not providing a way to reset the status after an appointment. I don’t remember the exact details why.. It had to be manually set back or left as it is. However we will revisit this with each update we make because they make updates to the api. Thats why we have the Auto Switch profile feature which can set you to Do not disturb for 2 hours.. So if you know that you will be ready on time, use the 3CX Auto switch from any client.. We will be checking too..

      December 2, 2015 at 1:35 am
    • Greg

      @Nicky Thx !!!

      December 2, 2015 at 6:17 pm
  3. Nils Rasmussen

    It seems to have been changed in how 3cx register appointments in version 14th
    Now appointments “Working Elsewhere” set status to “Out Of Office” and “Out Of Office” to “Away”

    June 21, 2016 at 11:00 am Reply
    • Charalambos Eleftheriou

      @Nils, It should be ​“Working Elsewhere” set status to “Out Of Office” and “Away” to “Away”​
      Can you please double check and let us know?

      June 21, 2016 at 6:58 pm
    • Nils Rasmussen

      Hi Charalambos
      I have now tested and
      Working Elsewhere (Outlook) gives Out of Office (3cx)
      Out of Office (Outlook) gives Away (3cx)

      July 4, 2016 at 1:55 pm
    • Seems you are using an old version. What version of 3CX are you using?
      Working Elsewhere is now mapped to 3CX Do not Disturb
      Away is mapped to 3CX Away

      July 4, 2016 at 5:14 pm
  4. Nils Rasmusssen

    Hi Nicky
    We are running version14 SP3. When running version 12,5 SP2 its change correct.

    July 5, 2016 at 3:00 pm Reply
    • @Nils Best open a support ticket because it should not be like this. Actually in V14 all these issues were fixed. I think you need a quick parameter update. Open ticket or upgrade to Version 15.

      July 5, 2016 at 9:10 pm
  5. Hi. IT’s important for us when someone are in Meeting (Show as = Busy)will be shown in 3CX extension status. I can only see if a user are away og out of Office. Will this be implemented in future release ? And also how long a Meeting will outlast ?

    July 7, 2016 at 10:07 am Reply
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