Connecting Outlook and Zoom

Esqase can connect to your personal Outlook (Microsoft) account so you can send email from your own Outlook address and keep events in sync with your Outlook Calendar, and to your Zoom or Microsoft Teams account so Esqase can create meeting links. These connections work just like the Google ones, they are personal to you, not shared with the rest of your firm, and you manage them from the Integrations page.

This page explains how to connect Outlook email, Outlook Calendar, Zoom, and Microsoft Teams, what each connection unlocks, how to choose which mailbox you send from when you have more than one, how to generate a meeting link on an event, and how to disconnect.

Before you begin

A few things to know before you start:

• The connections are yours. Each connection belongs to your individual user account, not to your firm. Other members do not see or share your connections, and disconnecting only affects you.
• You sign in to the provider during the process. Connecting sends you to Microsoft's or Zoom's own sign-in and consent screen, where you choose the account to use and approve the access Esqase is asking for. You can use any account you have access to (it does not have to match the email you use for Esqase).
• No special firm role is required. Because these connections are personal, any signed-in member can connect their own accounts. You do not need owner or administrator access.
• You can mix providers. Connecting Outlook does not replace Gmail, and connecting Zoom does not replace Google Meet. You can have several connected at once and Esqase will offer each where it applies.

Opening your Integrations page

All of your personal connections live on one page.

1. In the sidebar, click Integrations. (You can also reach the same page from Settings.)
2. The page is grouped into categories such as Email, Calendar, and Meetings. Outlook lives under Email, Outlook Calendar under Calendar, and both Zoom and Microsoft Teams under Meetings.

Each card shows the provider name and a short description of what it does. A card that is not connected shows a Connect button. Once connected, the card shows a Connected badge and a more options (⋯) menu that lists the connected account and a Disconnect action.

Connect Outlook for email

Connecting Outlook lets Esqase send email through your own Outlook account and bring replies back into the app.

1. Under Email, find the Outlook card.
2. Click Connect.
3. You are redirected to Microsoft. Sign in (if prompted) and choose the Outlook account you want to use.
4. On Microsoft's consent screen, review the access Esqase is requesting and approve it.
5. Microsoft sends you back to Esqase, and the Outlook card now shows a Connected badge. Open the card's more options (⋯) menu to see the address you connected and to Disconnect.

What connecting Outlook enables

Once Outlook is connected:

• You can send email from your own Outlook address inside Esqase (for example, when emailing a client from a matter or sending a templated message). The recipient sees the message coming from your Outlook account.
• Replies to those emails are pulled back into Esqase and recorded so the conversation stays attached to the right matter or lead.

Connect Outlook Calendar

Connecting Outlook Calendar keeps your Esqase events and your Outlook Calendar in step with each other.

1. Under Calendar, find the Outlook Calendar card.
2. Click Connect.
3. You are redirected to Microsoft. Choose the account to use and sign in if prompted.
4. On the consent screen, review the calendar access being requested and approve it.
5. Microsoft returns you to Esqase, where the Outlook Calendar card now shows Connected and the connected address.

What connecting Outlook Calendar enables

Once Outlook Calendar is connected:

• Events you create in Esqase (for matters and from bookings) are sent to your Outlook Calendar, so they appear alongside the rest of your schedule.
• Changes flow both ways, keeping your Esqase calendar and Outlook Calendar aligned.

Connect Zoom

Connecting Zoom lets Esqase generate a Zoom meeting link when you schedule a meeting.

1. Under Meetings, find the Zoom card.
2. Click Connect.
3. You are redirected to Zoom. Sign in if prompted and choose your account.
4. On Zoom's consent screen, approve the requested access.
5. After Zoom returns you to Esqase and the connection finishes, the Zoom card shows Connected.

What connecting Zoom enables

Once Zoom is connected, Esqase can create a Zoom video link for consultations and client meetings, so a join link is ready to share when you schedule the meeting. This sits alongside Google Meet and Microsoft Teams: connect any of them (or several) and use whichever you prefer for a given meeting.

Connect Microsoft Teams

Connecting Microsoft Teams lets Esqase generate a Teams online meeting link when you schedule a meeting.

1. Under Meetings, find the Microsoft Teams card.
2. Click Connect.
3. You are redirected to Microsoft. Sign in if prompted and choose the account you want to use.
4. On Microsoft's consent screen, approve the requested access.
5. After Microsoft returns you to Esqase and the connection finishes, the Microsoft Teams card shows Connected.

What connecting Microsoft Teams enables

Once Microsoft Teams is connected, Esqase can create a Teams meeting link for consultations and client meetings, so a join link is ready to share when you schedule the meeting. Teams works alongside Google Meet and Zoom: connect whichever you prefer (or several) and choose per meeting.

Choosing which mailbox you send from

If you connect both Gmail and Outlook, Esqase lets you choose which mailbox each email goes out from.

1. Start an email anywhere you would normally send one (for example, from a matter or lead).
2. In the composer, open the From menu. It lists your connected email accounts by their addresses.
3. Choose the account you want to send as, then finish and send your message. The recipient sees it coming from the address you picked.

If only one email account is connected, there is no choice to make: Esqase sends from that account, and the From line simply shows which one.

Generate a meeting link on an event

When you add or edit an event that needs a video link, Esqase can create one for you from a connected meeting provider.

1. Open the event form (for example, when creating an event on a matter or from the calendar).
2. Find the Meeting link field.
3. Click Generate Zoom link, Generate Teams link, or Generate Google Meet link, depending on which provider you want to use. The link is filled into the Meeting link field.
4. Save the event. The meeting link travels with it, so everyone invited can join.

Check status and disconnect

The Integrations page is where you check each connection and turn one off.

• A connected card shows a Connected badge and a more options (⋯) menu; open it to see the account it was connected with and a Disconnect action. A card that is not connected shows a Connect button and no badge.
• To disconnect, open the card's more options (⋯) menu and click Disconnect. Esqase revokes its access to that service for your account, so it can no longer send email, sync events, or create meeting links on your behalf through that connection.
• Disconnecting removes the connection only for you. It does not affect other members. Anything already saved (past emails, existing events, links already added to meetings) stays in place.
• You can reconnect at any time by clicking Connect again and going through the consent screen.

Troubleshooting

• The consent screen was cancelled or declined. If you close or deny the provider's consent screen instead of approving it, the connection does not complete. Click Connect again and approve the requested access.
• The connection did not finish. Something can go wrong on the provider's side during the handoff. Wait a moment, then click Connect again to retry.
• Connecting is not available right now. This means that provider is not configured for your firm's Esqase environment yet, so its Connect button cannot start the process. This is a setup item handled by whoever administers your firm's Esqase account, not something you can fix from this page. Check back later, or ask your firm administrator whether the provider is enabled.
• Sending email still fails after connecting. The provider sometimes withholds the lasting permission Esqase needs if you approved Esqase before. Remove Esqase from that account's connected apps, then connect again from the Integrations page so the provider issues a fresh, full approval.

Common questions

• Do I need to connect all of them? No. Connect only the services you use. Each one is independent, and you can add or remove them at any time.
• Will my colleagues use my Outlook, calendar, or Zoom? No. These connections are personal. Each member connects their own accounts.
• Can I use Gmail and Outlook together? Yes. When both are connected, the email composer shows a From picker so you can choose which mailbox each message sends from.
• Can I use Google Meet, Microsoft Teams, and Zoom together? Yes. When several are connected, the event form offers a button for each, so you can pick per meeting.
• Is disconnecting reversible? Yes. Disconnecting simply removes access. You can reconnect whenever you like by clicking Connect again.

Related

• Integrations overview
• Connecting Google (Gmail, Calendar, Meet)
• Sending email
• Calendar and events
• Event types (scheduling)
• Your profile and personal settings