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 Outlook!
First, make sure your board includes one or both of the compatible columns.
The Date Column:
Or the Timeline Column:
After you have filled all of your data into these new columns, you are ready to sync your calendar.
Grab the calendar URL
The Outlook calendar integration is not a two-way sync. However, you can sync your monday.com events to your Outlook calendar.
We're going to open up our Column Settings just as we've done in the previous section.
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:
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"!
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.
Add calendar to Outlook
In Outlook, we'll first select the calendar icon at the bottom left of the screen.
Then we'll switch to the "Organize" tab:
From there, navigate to the "New Calendar" button in the upper left of the Outlook window. Click on the button:
A window will pop up where we can paste the link we copied from monday.com in Step 4.
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.
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!
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!