An Outlook AI appointment setter for every enquiry that lands in Microsoft 365
Sign in with Microsoft and ReplySetter answers every new enquiry in your Outlook or Microsoft 365 inbox, in the same conversation, inside your business hours. It qualifies, answers from your documents, gets the meeting booked, applies Outlook categories and hands hot leads to your team.
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Your Outlook AI appointment setter, live in four steps
Sign in with Microsoft
Connect Outlook.com or a Microsoft 365 mailbox with Microsoft sign-in. Recent mail syncs in as context.
Describe the job
Write how you qualify and when to book, and add your services, pricing and booking link to a knowledge base.
Test and review
Try it in a sandbox, then start with replies you approve in Approvals before they're sent.
Go live
Switch to auto when you're ready. Hot leads are handed to your team, the rest are booked or nurtured.
Instant answers, on your schedule
Give the Outlook inbox its own opening hours and timezone. Enquiries in hours get a full answer straight away. After hours, choose: wait until opening, send anyway, or send a short holding message now and the real answer when you open, so no lead waits all weekend in silence.
- Per-inbox hours in the inbox's own timezone
- Holding message now, full answer at opening
- Follow-ups sent inside business hours only
- Threaded replies in the same Outlook conversation
Answers questions from your documents, then books
Leads ask about prices, availability and what's included before they book. The setter searches your knowledge base and answers with your own facts, then moves the conversation to a booking: your link at the right moment, or a direct booking through a custom tool on your scheduling API.
- Knowledge bases from the pricing sheets, policies and FAQs you upload
- Answers cite your facts instead of guessing
- Booking link sent only once the lead qualifies
- Or book through your scheduling API with a custom tool
Hot leads go to a human, with everything already asked
Some leads deserve a person. The setter collects your qualification objectives, applies an Outlook category, and hands the conversation to your team with a note summarising what it learned. The agent stops on that thread, and your rep picks it up without asking a single question twice.
- Objectives collected and saved before hand-off
- Outlook categories like Qualified or Hot lead
- Notes for your team on the conversation
- The agent stops on that thread after hand-off
AI appointment setter vs a human setter vs a chatbot
| Capability | ReplySetterAI appointment setter | Human setterin-house or outsourced | Basic chatbotscripted flows |
|---|---|---|---|
| Replies in minutes, 24/7 or on your hours | |||
| Replies in the same Outlook conversation | |||
| Understands long, messy emails | |||
| Answers from your own documents | From memory | Canned | |
| Hands hot leads to a person with notes | |||
| Follows up until the lead replies | When remembered | ||
| Every decision on the record | |||
| Cost per month | From $0 | $2,000+ | Varies |
What it does inside Outlook
Microsoft sign-in
Connect with Microsoft OAuth through Microsoft Graph. Works with Outlook.com and Microsoft 365 mailboxes.
Delta sync
New mail is picked up from Microsoft Graph delta links, with a full resync if the checkpoint expires.
Replies & draft replies
Replies go out in the same conversation, or are saved as Outlook draft replies for you to send yourself.
Outlook categories
Add and remove categories, archive and mark as read as the conversation moves along.
Business hours
Per-inbox hours and timezone, with a holding message option for after-hours enquiries.
Human hand-off
Escalate to a teammate with a note, and the agent stops on that conversation.
Who uses a Outlook AI appointment setter
Professional services
Law, accounting and consulting firms answer new-client enquiries and book the first consultation.
B2B sales teams
Reply to inbound demo requests within minutes, qualify, and hand hot accounts to a rep.
Clinics & practices
Answer treatment and availability questions, and send patients to the booking page.
Education & training
Answer course enquiries, qualify the applicant and book the admissions call.
Property & lettings
Reply to viewing requests, ask the right questions and get the viewing booked.
Recruitment
Respond to candidate and client emails, collect the details and book the intro call.
Outlook AI appointment setter: common questions
How does ReplySetter connect to Outlook?
With Microsoft sign-in (OAuth) through Microsoft Graph. It works with Outlook.com and Microsoft 365 mailboxes, and no password is stored.
Can the AI book directly on my calendar from Outlook?
Native calendar booking is built for GoHighLevel calendars. On Outlook, the setter sends your booking link once the lead qualifies, or books directly through a custom tool you connect to your scheduling tool's API.
Will it reply to emails already in my inbox?
No. Recent mail is synced so the agent has context, but it only replies to new inbound messages.
Can I review replies before they're sent?
Yes, two ways. In draft autonomy every send waits in Approvals for you to approve, edit or reject. Or tell the setter to draft instead of send, and its replies are saved as Outlook draft replies for you to send yourself.
What happens with enquiries that arrive at night?
You choose per inbox: wait until opening, reply anyway, or send a short holding message now and the full answer when you open.
Can it hand a lead to my team?
Yes. Hand-off stops the agent on that conversation and notifies your team, with the answers it collected saved on the thread.
Can one setter answer several Outlook mailboxes?
Yes. Each connected mailbox is its own inbox with its own hours and filters, and the same agent can be assigned to as many of them as you like.
Put an AI appointment setter on your Outlook
Sign in with Microsoft, describe how you qualify and book, test it safely, and let it answer every enquiry inside your business hours.
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