Desktop & web

Using the Calendar Migration Tool on Outlook
meeting invites

Last updated on April 14, 2021
The RingCentral Calendar Migration Tool will transfer all your company users’ RingCentral Meetings invites in Outlook to RingCentral Video meeting invites. This tool saves time by updating each user’s previously scheduled meeting invites in bulk. 
  • This tool is best used when you’re first transitioning to RingCentral Video from RingCentral Meetings. 
  • To run the Calendar Migration Tool, the user running it must have admin access to your RingCentral company account and your Office 365 company account.
  • If you’re transitioning from RingCentral Meetings to RingCentral Video and would like to use this tool, we recommend that the admin run the Calendar Migration Tool directly after transitioning to RingCentral Video so that you experience no video service interruptions. 
  • The Calendar Migration Tool may not update customized meeting invites. For example, if a user has made changes to the meeting details information that populates when you schedule a RingCentral Meetings session, such as the meeting invite URL or dial-in information, the Calendar Migration Tool will be unable to update this invite to a RCV meeting. 
If you’ve run the Calendar Migration Tool and found some meeting invites that failed to change, reach out to the owner of that meeting invite and have them change it manually. They can learn more by visiting Rescheduling a RingCentral Meetings invite to a RingCentral Video invite.

How to run the Calendar Migration Tool

  1. Navigate to the RingCentral downloads page.
  2. Click the Calendar Migration Tool installation package for Mac or Windows to install the Calendar Migration Tool. 
  3. Perform the installation steps of your Mac or Windows device.
  4. Once the installation is complete, click Get Started in the migration tool window.
  5. Log in using your RingCentral admin account credentials.
  6. Click I agree at the bottom of the disclaimer.
  7. Select Sign in to Office 365.
  8. Log in using your Office 365 admin account credentials.
  9. Click Accept.
  10. If available, click the funnel icon in the department column to select the users you want to migrate to RingCentral Video.
  11. In the Migrate your teams page, check the box next to each user you want to migrate to RingCentral Video. To migrate all users, check the box in the table header. 
  12. Click Migrate, then confirm the migration by clicking Migrate again in the Migrate selected employees window.
  13. During the pre-check and migration, there is an estimation duration to help you note the project progress. If the duration is less than 1 minute, it would be shown in 1 minute.
  14. Once the migration is complete, either click Open reports folder to see the migration report details or click View errors to view the tabular errors page (optional).
  15. Click Close to complete the migration. 
If you chose to view the audit log and would like to learn more, visit Understanding the Calendar Migration Tool audit log.  
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