How To Sync Google Calendar with Outlook

If you like to mix and match your applications or work somewhere that uses G Suite or Microsoft Office, you may want to sync Google Calendar with Outlook or vice-a-versa. This TechJunkie tutorial will show you how to do it.

Both applications play (mostly) well together and you can sync one calendar with the other so you never miss a meeting again.

Google Calendar comes bundled with Google Apps, which includes popular apps such as Gmail, Google Docs, and Google Sheets.

Google Apps is free though the business version, called G Suite, comes with email hosting and other features that organizations need has a monthly fee and several service tiers.

Google Calendar is a simple but effective calendar app that you automatically have if you use Gmail.

Outlook has a calendar built in too that is a slightly more involved calendar app.

Both calendars allow you to look into other calendars and show reminders, which is great for work and home and has a lot of potential for helping you stay organized.

Sync Google Calendar with Outlook

It is very straightforward to sync Google Calendar with Outlook and should only take a minute or two:

Step 1

Open the Outlook application.

Step 2

Select ‘Accounts’ in the upper left-hand corner on the ribbon menu.

Step 3

Click the ‘+’ or ‘Add account’ option in the pop-up window.

Step 4

Enter your Gmail address that’s related to your Google Calendar. Clicking ‘Next’ and ‘Continue’ will open a new page in your default web browser. Continue logging in with your Gmail credentials.

Step 5

Authorize Gmail to sign into the Outlook app when prompted.

Step 6

Click ‘Done’ or ‘Add Another Account’ when prompted. If you only want one account then move onto the next step, if you’d like to add another Gmail account follow the previous steps again.

Step 7

Open the Calendar tab in Microsoft Outlook, there you can see all of your Gmail calendar reminders synced perfectly with Microsoft Outlook.

Your Outlook calendar should now be populated with your Google Calendar entries. Outlook uses the same refresh mechanisms to download fresh email and any calendar updates so your calendar should remain up-to-date

Depending on how frequently you have your Outlook updates set to, your calendar should always remain synced until you manually disconnect the calendar.

if you run into problems and want to just clear your Google Calendar and start over, you’ll want to clear all the events from your google calendar.

Sync Outlook with Google Calendar

If you want to keep both calendars up to date rather than just syncing one with the other, you can do that too. The same as you can sync Google Calendar with Outlook, you can do it the other way round and sync Outlook with Google Calendar

I’ll start with the steps for Outlook installed on your machine from within the Office suite as an example, then I’ll cover how to do this for Office 365 after.

  1. Open Outlook and select the calendar.
  2. Select Publish this Calendar from the ribbon tools.
  3. Outlook Web Access with open in your browser. Log into it.
  4. Select a calendar from the OWA page that opens. Make the calendar ‘Public’ so you can share it.
  5. Select Save to keep your settings.
  6. Copy the link in the next window. You should see two, an HTML one and an ICS one. Copy the ICS link.
  7. Log into your Google Calendar through your browser.
  8. Select My Calendars from the left and select the ‘+’ icon next to Add a friend’s calendar.
  9. Select From URL and paste the URL where it says ‘URL of calendar’.
  10. Select ‘Add calendar.’

Your Google Calendar should now populate with your Outlook calendar entries. As you have subscribed to the calendar, it should be regularly polled for changes just like for email.

For Outlook within Office 365, the process is pretty much the same for the Google part but different for the Outlook part:

  1. Select the Gear icon from your Office 365 dashboard to enter Settings.
  2. Select Share.
  3. Enter your Gmail address in Share with and select Send.
  4. Open the mail and copy the URL ending in ‘reachcalendar.ics’.
  5. Log into your Google Calendar through your browser.
  6. Select My Calendars from the left and select the ‘+’ icon next to Add a friend’s calendar.
  7. Select From URL and paste the URL where it says ‘URL of calendar’.
  8. Select Add calendar.

The same as for Outlook, Google Calendar should poll your Office 365 calendar regularly. Depending on how your Office 365 installation is set up, you may need to modify permissions for Google Calendar to be able to read your Office calendar.

To do that, select My Calendars within Office and then Permissions. Select your chosen sharing options and then Save.

If you’re a home user, you should be able to do this without any issues. If you’re at work, you may not have permission to modify sharing or any Office setting. You would need to follow that up with your IT team if that is the case.

Syncing Google Calendar with Outlook and vice-a-versa is a simple way to use multiple applications to manage your work-life balance and stay organized.

Does Outlook have a calendar app?

Not exactly, whether you have the Outlook app on your mobile device on your computer, you can access the calendar from there.

How do I make my account private again?

After following some of the steps above you may be concerned about account privacy. To change your account back to private simply follow the same steps above and uncheck the ‘Public’ option.

Can I add other email accounts to sync all of my calendars?

Yes, you can add any email server to outlook. Assuming the service provider offers a calendar option they should sync automatically.

If you have any other ways of doing this, please tell us about it in the comments below!

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