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How to use the Calendar Integration

The Calendar Integration is one of our most popular features, and we're about to show you why! You already have a clear and organized workflow in your monday.com account, but what about all of the meetings and reminders in your external calendar? We'll show you how to sync all of your items and tasks to your external calendar so you can see everything in one place!   📆

 

Take it one step further and set up Alert Reminders with your external calendar so you'll never miss a deadline, no matter what! Keep reading to find out how to use them with Gmail, Outlook, iCal and more!  

 

How to set it up

First, make sure your board includes one or both of the compatible columns:

Date Column:

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Timeline Column:

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After you have filled all of your data into these new columns, you are ready to sync your calendar!

 

Sync with Google Calendar

Step 1

Click the arrow at the right side of your Date or Timeline Column's heading to launch the column menu, and click 'Column Settings' like we've done below:

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Step 2

 Google Calendar is the default calendar, so it already appears here under 'Sync column to calendar'. All we have to do here is click 'Sync' as shown below:

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Step 3

This window will pop up, allowing us to choose whether we want to sync only the 'items assigned to me' or 'all the items on this board'. After we select an option, we just have to click 'Sync'!

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Now, we'll get this message, letting us know that everything worked out just how we set it! 

 

Note:  The board will be integrated as a new calendar (you can change its name in the left pane). 

 

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Step 4

Enable reminders for your tasks! Go to your Google Calendar Settings, and under 'Event Settings' select either 'Desktop Notifications' or 'Alerts'! 

 

Remove Google Calendar Integration

If at any point, we want to remove our monday.com items from our Google Calendar, we can just follow these simple steps:

Step 1

Click this link to open our Google Calendar's permission settings. 

Step 2

Scroll until we see 'Third-party apps with account access' and click 'Manage third-party access'.

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Step 3

Click on 'monday.com Has access to Google Calendar' to manage these preferences

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Step 4

Now, we just have to click 'REMOVE ACCESS', and our monday.com account will be disconnected from our Google Calendar!

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Sync with Outlook calendar

Step 1

We're going to open up our Column Settings just as we've done in the previous section. 

Step 2

Under 'Sync column to calendar' we have two sync options: Google Calendar and Other Calendars. From the 'Other Calendars' option we can add any internet-based calendar that we use outside of monday.com! We'll just click 'Sync' to the right of 'Other Calendars' as indicated below:

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Step 3

This window will pop up, allowing us to choose whether we want to sync only the 'items assigned to me' or 'all the items on this board'. After we select an option, we just have to click 'Sync'!

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Step 4

Now we have generated a URL address that we can use on our Outlook calendar! We'll copy this link, and head over to Outlook!

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Step 5

In our Outlook calendar, we'll select 'Add Calendar' from our menu's 'Home' tab. Next, we'll click 'From Internet..." like in the screenshot below:

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Step 6

A window will pop up where we can paste the link we copied from monday.com in Step 4! Just click 'OK'!

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Note:  The board will be integrated as a new calendar (you can change its name in the left pane). In order to get a better view of the calendar, you will be able to click on the arrow on the left of the calendar's name to view both calendars on the same view as below:

 

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And that's all! Now we can see all of our monday.com tasks together with our Outlook tasks!

 

Frequency of Outlook calendar syncs

Though Microsoft confirms that when you subscribe to a calendar, your Outlook calendar will automatically refresh when the subscribed calendar is updated, this automatic refresh can take more than 24 hours. This means that it may take Microsoft more than 24 hours to automatically refresh and display updates that are performed on your monday.com board.

Currently, there is no option to control the frequency of the automatic refresh. As this is the result of settings on Microsoft's end, if you do wish to explore workarounds, please reach out to Microsoft.

You can learn more about subscribing to a calendar from Outlook on Microsoft's support site.

 

Sync with Apple Calendar

We're going to follow steps 1 through 4 from the previous section to get the URL address that we can use to sync our Apple Calendar! We'll copy this link, and head over to the calendar!

Step 5

With our calendar open, we'll click 'File' in our computer's toolbar and then click 'New Calendar Subscription'.

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Step 6

Now we can paste our monday.com calendar URL into the field below and click 'Subscribe'. 

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Step 7

In the pop-up window, we can name our imported calendar and update its settings (including how often the calendar auto-refreshes from updates in monday.com) before clicking 'OK'. 

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And that's it! Now we can see all of our calendars listed in the left pane, and even deselect some of the calendars to filter what tasks we view! All of our monday.com tasks appear in red in our calendar, but we can right-click the calendar's name to customize the color!

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After integrating your Timeline or Date Columns with your external calendar, you can quickly set up alerts for upcoming item deadlines. That way, the alerts will pop up even if you don't have your monday.com account open!

All you have to do it set reminders from your external calendar, and you will receive all of your monday.com item reminders in your external calendar!

 

If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!