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Sync with Outlook Calendar

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!  

 

How to set it up

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

The Date Column:

Outlook1.png

Or the Timeline Column:

Outlook2.png

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.

 

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:

Outlook3.png

 

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"!

Outlook4.png


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.

Outlook5.png

 

Add calendar to Outlook

Step 5

In Outlook, we'll first select the calendar icon at the bottom left of the screen.

Outlook6.png

Then we'll switch to the "Organize" tab:

Outlook7.png

From there, navigate to the "New Calendar" button in the upper left of the Outlook window. Click on the button:

Outlook8.png

Step 6

A window will pop up where we can paste the link we copied from monday.com in Step 4.

Outlook9.png

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:

 

Outlook10.png

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!