The monday.com Outlook Calendar integration helps you stay on top of meetings, deadlines, and tasks by syncing your monday.com boards with your Outlook calendar. You can manage your schedule, track events, and keep your team aligned — all in one place.

Important notes before you begin

Before you get started, there are a few details to take note of:

1 You must have a Microsoft 365 Business Premium license to use this integration. If you do not have this type of license, you will receive an error message when setting up this integration

2 This integration only works if you have a Microsoft online exchange inbox and not an on-premise inbox. To check which type of inbox your account has, please visit the verification site

3 If you're able to connect, you have an online exchange account. If you're unable to connect and receive an error message, you don't have an online exchange account and won't be able to use this integration

Two-way sync with Outlook Calendar

There are two ways that you can connect your monday.com account with your Outlook Calendar. First, we'll look at how to create a two-way sync. A two-way sync simultaneously imports your Outlook Calendar events into monday.com and exports your monday.com items to your Outlook Calendar. 

Add a date column and locate the integration templates

1 First, make sure your board includes a Date Column

2 Set up all of your data into the Date Column

3 Click on the Integrate button at the top of the board and then on the Create tab

4 From the board Automations page, select the Outlook Calendar integration

You'll need to add two templates onto your board for the two-way sync to work:

• One that creates an event in Outlook Calendar based on an action in monday.com
• One that creates an item in monday.com based off a new event in Outlook Calendar

We'll learn more on how this can be done later in this article. 

Add the first template

After locating the templates, it's time to add the needed ones to your board.

Select the template that will create an event in Outlook Calendar based off an item on your board (one of the two outlined below) and then follow the steps on your screen to connect your Outlook account.

Configure the first integration template

After completing the connection of your account, you'll be redirected to the template that you chose.

There, click on the underlined fields in the recipe to configure them. In our example below, we selected the event field to map out how the Outlook Calendar event will appear according to the columns values from our board.

In this example, when a new item is created or updated on our board, an Outlook Calendar event will be created with the duration of the event according to the Start date and End date of the item, the subject of the event as the Name of the item, and the description of the event as the Item ID that the item has.

Note: In order for this integration template to work, you must add a time to the start and end Date Columns of the item on your board.

Add the second template and configure it

Now that your first template that will create an event in Outlook Calendar based off of an item on your board is complete, it's time to add the second template to create an item on your board based off of a new Outlook Calendar event, thus allowing for a two-way sync.

Click to add another template and make sure to choose the Outlook Calendar Integration template that states "When an event is created in Outlook Calendar, create an item, and sync future changes from Outlook Calendar".

This time around, select the "item" field and map out how you'd like a new item to be created on your board according to the Outlook Calendar events that are added.

Watch the integration in action

With both Outlook Calendar Integration templates set-up, you should have a full two-way sync in place! Now, each new item that is created or assigned to a specific person will appear as an event on the connected calendar and every new calendar event will populate as an item on your board. 🎉

Outlook Calendar integration column

When adding any Outlook Calendar integration template, an integration column will be added automatically onto your board with a link to each respective Outlook Calendar event (once the template has been triggered). Clicking on a link in this column will direct you right to the event on your own calendar.

• Title
• Start Time
• End time
• Attendees
• Description

Show monday.com dates on your Outlook Calendar

The second option that you have to integrate your board with Outlook Calendar is through a one-way sync, allowing you to display the dates from your board directly on your calendar. The following step-by-step instructions can be used to set the one-way sync up for your account.

1 First, make sure your board includes a Date Column or a Timeline Column

2 Click on the three-dot menu at the right side of your Date or Timeline Column's heading

3 Click on Settings and then Customize Date column

4 Next, click on the Sync button next to Other Calendars

Doing so will allow you to add any internet-based calendar that we use outside of monday.com.

You will then be asked to choose which items you would like to sync. You can choose whether you want to sync "Items assigned to me" or "All the items on this board". After you choose an option, click on Sync.

Now you have generated a URL address that you can use on your Outlook Calendar. Copy this link and head over to Outlook.

Add calendar to Outlook

Open up your Outlook account and click on the calendar icon from the left sidebar menu:

Next, click on the Add calendar option on the left:

Click on the Subscribe from web option on the left side menu:

Paste the URL that you copied from monday.com:

You'll be able customize your calendar with a calendar name, color, and charm. You can also add it to another existing calendar. When you're done customizing, click on Import.

Now you can see all of your monday.com tasks on your Outlook calendar.

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.

Set up alerts

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 is set reminders from your external calendar, and you will receive all of your monday.com item reminders in your external calendar as well.

FAQs

What does the Outlook Calendar integration in monday.com do?

It connects your monday.com boards with Outlook Calendar so you can sync tasks, events, and due dates across both platforms.

How do I set up the Outlook Calendar integration in monday.com?

Click Integrate at the top of your board, select Outlook Calendar, and follow the steps to connect your Microsoft 365 account.

Why isn’t my Outlook Calendar syncing with monday.com?

Check that you have a Microsoft 365 Business Premium license and an online Exchange inbox, not an on-premise one.

Can I sync events both ways between monday.com and Outlook Calendar?

Yes, you can set up a two-way sync so changes in either monday.com or Outlook Calendar automatically update in both.

Does the Outlook Calendar integration work with shared or personal Outlook accounts?

This integration works only with Microsoft 365 Business accounts — personal or on-premise accounts aren’t supported.