Microsoft Outlook Integration

Overview

The Microsoft Outlook integration connects the Virtual-Call UC Desktop Client for Windows with your Microsoft Outlook application. Once configured, users can make calls directly from Outlook contacts, receive an automatic contact popup when a call comes in from a known Outlook contact, and have all call activities logged to Outlook automatically.

The integration works on two levels: an admin-side contact synchronization (which requires Microsoft Entra ID integration to be configured first) and a user-side setup within the UC Desktop Client and Outlook.

Prerequisites

• Virtual-Call UC Desktop Client for Windows installed and logged in
• Microsoft Outlook for Windows (classic desktop version)
• Administrator access to the Cloud PBX web portal (for contact synchronization setup)
• Microsoft Entra ID integration configured (required for Outlook contact synchronization — see the Microsoft Entra ID Integration article)

Step 1: Enable Outlook Contact Synchronization (Admin)

Before users can benefit from contact matching on incoming calls, an administrator must enable Outlook contact synchronization in the Cloud PBX web portal.

1. Log in to the Cloud PBX web portal as an administrator.
2. Go to Integrations > Collaboration.
3. Scroll down to the Microsoft Outlook Contacts Synchronization section.
4. Enable the synchronization switch.
5. Optional: Select the Shared Mailbox Contacts Synchronization checkbox and choose which shared mailboxes to include from the drop-down list.
6. Click Save.

Once enabled, Outlook contacts (both personal contacts and contacts from configured shared mailboxes) will be synchronized to the Cloud PBX and made available in users' UC Desktop Clients.

Step 2: Enable the Integration in the UC Desktop Client (User)

Each user must enable the Outlook integration within their own UC Desktop Client installation.

1. Open the Virtual-Call UC Desktop Client on your Windows PC.
2. Go to Preferences > Integration.
3. Turn on the Enable Outlook Integration switch.
4. Configure the following optional settings as needed:
   • Automatic Contact Creation: Automatically creates an Outlook contact for callers who are not yet in your contacts.
   • Call Log Synchronization: Logs all call activity (inbound, outbound, and missed calls) to Outlook automatically.
5. Click Save.

Step 3: Enable the Outlook Add-in

The UC Desktop Client installs an Outlook add-in that enables click-to-call functionality from within Outlook. You need to activate it manually in Outlook.

1. Open or restart Microsoft Outlook.
2. Go to File > Options.
3. In the Options window, click Add-ins in the left panel.
4. At the bottom of the window, ensure COM Add-ins is selected in the "Manage" drop-down, then click Go.
5. In the COM Add-ins dialog, select the checkbox for the Virtual-Call UC Outlook Integration add-in.
6. Click OK.

The add-in will now be active. You may need to restart Outlook for the changes to take effect.

Using the Integration

Once both steps are complete, the following features are available:

• Click-to-call from Outlook: Open any contact in Outlook and click the phone number to initiate a call via the UC Desktop Client.
• Incoming call popup: When a call arrives from a known Outlook contact, the contact's profile is automatically displayed in Outlook.
• Automatic call logging: All calls with Outlook contacts are automatically recorded in Outlook's activity log once the call ends.

Troubleshooting

• The add-in does not appear in Outlook's Add-ins list.
  Make sure the Virtual-Call UC Desktop Client is installed and has been launched at least once before enabling the add-in in Outlook. The add-in is registered by the UC Desktop Client during first launch.
• Calls from contacts are not showing the contact name.
  Outlook contact synchronization must be enabled by your administrator (Step 1). Without synchronization, the UC Desktop Client can only display the caller's phone number, not their name.
• Call logs are not appearing in Outlook.
  Confirm that Call Log Synchronization is enabled in UC Desktop Client Preferences > Integration, and that the Outlook add-in is active.