Calendar & appointments
If an email asks for an appointment, HeyOtto inserts real free slots from your calendar — no made-up times.
Why it matters
Without your calendar, HeyOtto can write a friendly sentence, but can't name a time without making it up. That's exactly the kind of mistake that costs you an apology afterwards: a suggestion that sounds good and is simply already booked. With your calendar connected, HeyOtto picks from slots that are genuinely free.
Turn on
- Go to Settings and turn Suggest free slots on. For a shared mailbox, the same button is on the team screen.
- Optionally choose how long a proposal lasts. Half an hour by default.
If you connected your mailbox before the calendar feature existed, your consent doesn't cover it yet. HeyOtto tells you so under Integrations: reconnect your mailbox once and it works. Your mail keeps flowing in the meantime.
What HeyOtto suggests
- At most three time slots, spread across different days — if one day doesn't work, there's still something left.
- Nothing within the next two hours: the recipient still needs time to read your email.
- Only within your working hours. HeyOtto reads them from Outlook itself, so if you start at seven or are off on Wednesdays, there is nothing to set up here.
- Tentative appointments count as busy — you don't give those away to a customer.
What HeyOtto reads from your calendar
Only free or busy. Titles, attendees, and locations are never fetched, so they never reach the AI model. Nothing is put in your calendar: you create appointments yourself, as you always have.
The feature is off by default. If you don't turn it on, HeyOtto never looks at your calendar.