After syncing your preferred calendar app with Scoro, you can add, modify and delete events and tasks in either of the applications – Scoro will keep everything in sync. Even so, Scoro should be used as the primary source for modifying and adding data. This way you can add more information to your events and get thorough reporting on all activities – break reports down by team member, client, project, and activity. Note! Recurring events need to be added from Scoro.
MS Exchange - Office 365 - Outlook
Integrating Scoro with MS Exchange/Office 365 lets you access your MS Exchange/Office 365 calendar events in Scoro and vice versa. You can add, modify, and delete events in either of the applications and Scoro will keep the data in sync.
To activate the integration go to Settings > Integrations > MS Exchange.
Click on the button Connect to MS Exchange.
You will be redirected to the MS Exchange login page. After a successful login (when logging in for the very first time) you’ll see a pop-up that enables you to allow MS Exchange and Scoro to sync data. To permit this, click Allow.
Take the following steps:
1. Decide, whether you wish to sync events, people, or both between Scoro and MS Exchange. For events, only the main calendar in your MS Exchange account will be synced.
2. Choose the direction of the events sync: should the events be synced both ways, only to Scoro, or from Scoro. In the case of two-way sync, the events can be accessed in both applications right after the first sync.
People can be synced one way: from Scoro to MS Exchange.
3. Select the primary source for events. If changes to the same event are made in both applications, the changes are based on your primary calendar.
By default, the primary source of sync is Scoro, meaning both new events added and existing events modified are synced from Scoro to Exchange. In case of any differences in information between the two apps, Scoro is used as the single source of truth, and the data in Exchange is updated accordingly (based on the primary source).
Note! For one site, all users are recommended to use the same option for the primary source, when using two-way sync.
For people, the primary source is always Scoro.
4. Select the start date. If you are activating this integration for the first time, you can choose whichever date you wish. All events and people added since that date will be synced.
5. Select if the sync should be automatic or manual. In the case of the automatic sync, the information is exchanged every 5 minutes (the first sync is activated right after these changes are saved). With the manual sync click on Synchronize now each time you wish to start the sync.
6. Define an e-mail address where notifications can be sent in case of any errors.
7. Save the settings by clicking on Save.
Should any errors occur you can view the logs by clicking on the Logs button.
Note! If you cannot access MS Exchange under settings, ask your site admin to give users the right to set up this integration on the MS Exchange integration page. Only then can users connect their MS Exchange account and activate the sync.
Note! Recurring events are currently not synced as a whole, only the first occurrence is synced.
When syncing your personal events from MS Exchange to Scoro, make sure you mark the visibility of these events as Private in MS Exchange. Otherwise, all events are synced to Scoro as public and the contents of the events are visible to everyone who has the right to see your calendar.
Note! If you're already using Outlook sync and also activate Exchange, you'll end up with duplicate new events. To avoid this, first, deactivate Outlook sync and then activate Exchange.
In case you need to update your Exchange username/password, use the Update credentials option. If the Exchange server has changed, please contact us at [email protected].
For Office 365 use the server outlook.office365.com
One-way or two-way sync?
One way sync
One-way sync is the perfect option if only one calendar is used for adding, updating, and removing events, regardless of whether it is done in Scoro or Exchange. In that case, there’s no need to worry about duplicate or missing data.
There are two options for one-way sync:
From Scoro - events created in Scoro are synced to Exchange.
To Scoro - events created in Exchange are synced to Scoro.
Note! When using one-way sync and making changes in the other (not your main) calendar, this data is not synced back to the first app.
Two-way sync is a great way to keep everything up to date on both applications at the same time. Yet, there are a few things to keep in mind when setting up the MS Exchange integration with Scoro using two-way sync.
Benefits of two-way sync:
You can use either calendar for adding, removing, or modifying events.
You can be sure that your calendar is up to date, regardless of whether they check their calendar in Scoro or MS Exchange.
Things to know about the Exchange integration
1. The event organizer is not a Scoro user or does not have an active integration between Scoro and Exchange. In that case, the user will be notified of this when updating the event. Also, if the event is first updated in Scoro, then the event update again by the organizer, some of the data (like event description and date) will be overwritten, yet, for example, the list of participants is updated and all users added in Scoro will remain attached to the event.
2. Some of the Scoro users are not added as participants to the events. This is often caused by the fact that the Scoro user email and the Exchange account email are different. If the invite is sent to the Exchange account email and the participant does not have an active Exchange integration with Scoro, they will be attached to the event as a guest, not as a participant.
Note! It does not affect users who have an active integration, even if the email addresses are different.
3. Double notifications sent to external participants. If the invite is sent from Scoro and the event is synchronized to Exchange, the external guest will receive an additional invitation from the Exchange calendar as well.
Note! Each time an update is synchronized from Scoro to Exchange, an invitation update is sent to all participants, except when adding or removing participants.
4. Event organizer cannot attend the event. If you create an event in Scoro that you cannot participate in, remove yourself from the event by delegating it to someone else in Microsoft Exchange. The changes will be synced back to Scoro, and you'll be removed from the event.
Note! If the organizer removes themselves from an event in Scoro, the changes won't be synched to Microsoft Exchange as it would automatically delete the event for other participants in Microsoft Exchange.
Recommended Sync settings:
It is strongly recommended that the event synchronization is set up the same way for all Scoro users. The integration works best if the synchronization direction is set to two-way and the primary source is Scoro.
To avoid duplicates, it is recommended that all users use the same calendar integration, either Google Calendar or Exchange.
A user should not connect both calendars at the same time. This will result in a loop and cause an infinite amount of duplicates!
Setting up Outlook calendar integration and outgoing SMTP while using 2-step verification
You only need to create an app password if you have two-step verification turned on and are using an app that doesn't support it. To create a new app password for an app or device, take the following steps. You can repeat these steps to create an app password for as many apps or devices as you need.
1. Go to the Security and privacy page and sign in to your Microsoft account.
2. Select Additional security verification.
3. Select Create app password. A new app password is generated and appears on your screen.
4. Enter this app password where you would enter your normal Microsoft account password in Scoro.