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Automate scheduling meetings from an Excel sheet to Outlook Calendar

This tutorial guides you through creating a mcp.run Task that reads contact information from a row, including vague/non-structured availability data, and will automatically schedule meetings in the best time according to your requirements and constraints, while also making sure there are no conflicts.

For a video walkthrough:

Prerequisites​

Before starting, ensure you have:

Required Tools​

This tutorial requires the following mcp.run servlets:

  • Outlook Calendar - To list and creat new events on your calendar
  • Microsoft Excel - To read the rows in the excel workbook containing the contacts information
  • Microsoft OneDrive - To search for the excel workbook containing the contacts information

Create your meetings scheduler Task​

Now we will create our Task instructions. If you haven't yet, be sure you have signed up for mcp.run, where you'll have plenty of free credits to get started and run this task.

Click the "Tasks" button in the navigation header of the webpage, and you're ready to go.

Give It a Name​

Use something recognizable, like "Schedule meetings with prospects", in the title box. This can't be edited later, so you'll need to delete your Task and create a new one if you don't like the name you pick.

Set The Instructions​

Each task requires instructions to follow.

Copy & paste the following into the large Instructions box:

Take a look at the Prospects excel file in my onedrive, and then for each prospect, schedule a 30-minute introduction call on my calendar.

make sure there are no conflicts, also, 2 meeting per day limit, during US working hours.

When this is all set and done, you should have something that looks like this:

Assign a Profile​

Every Task needs an attached Profile that contains the tools/APIs you want the Task to use. Be sure that your selected profile has Perplexity, Slack, and Firecrawl configured and installed properly.

The default profile should be pre-selected. You can use any other Profile if you have created others and installed these tools there instead.

For help configuring and installing these, please refer to this section of the docs.

Select a Model Provider​

Give the Task access to an AI provider of your choice, or use our free credits using the default credits provider. If you're just getting started, use the credits provider, you can change this later if you'd like!

Save Your Task​

Click the Create Task button, and you're ready to configure the Cal.com Webhook.

Test It Out​

Once you have everything configured, go ahead and click on the "Run Task" button, this should start a new run, then wait for it to complete. In the meantime you can go ahead and check your calendar as the events are added one by one.

Support​

If you encounter issues or need help, please visit our support page for additional assistance.