Sync Google Team calendars with Outlook

Posted May 9, 2014 by Tania Jordan (CGIAR Consortium) 


Sync an entire Google Team calendar with Outlook 2010 and 2013 (read-only)

By using this method you can set up one way syncing from Google Calendar to Outlook. Outlook will periodically check the Google Calendar for updates, and if any new or modified events are found, they will be downloaded and displayed alongside with your Outlook appointments.

1. Click on: http://calendars.cgxchange.org and log into your CGXchange account
2. Hover over the needed calendar in the calendar list at the left-hand part of the screen, click the drop-down arrow that appears to the right of the calendar name, and then click Calendar settings.

This will open the Calendar details page.

3. If your google calendar is public, then click the green ICAL icon next to Calendar Address. If it is private, click the ICAL button next to the calendar’s Private Address.


4. Copy the ICAL calendar’s URL 

5. Open your Outlook and click Open Calendar button and choose “From Internet…” from the drop down list.


6. Paste your Google calendar’s URL and click OK. This will display the Google Calendar alongside your Outlook calendar.


7. Click on View - Overlay to view both calendars in one single view:

Note! Remember that the Google Calendar imported in this way is read-only, the lock icon lock icon is displayed in the lower right hand corner of all imported Google Calendar’s events, meaning they are locked for editing. Changes made in Outlook are not synced with your Google Calendar.

Repeat these steps for any other Google Calendar you want to sync with your Outlook.

Sync 'selected' calendar events from Google Team Calendars with Outlook 

-Step 1Download and install Google Apps Sync for Outlookhttps://tools.google.com/dlpage/gappssync


On this page you can find the latest version of Google Apps Sync for Outlook and watch an introductory video that will help you quickly get started with this plug-in. With this tool you can synchronize Calendar events from Google team calendar(s) created on 
cgxchange.org to your Outlook. 

a. Click on Run when asked if you want to run the file and wait while the plug-in downloads and installs. The screen on the left will appear.
b. Write your CGXchange email address: username@cgxchange.org and password and select the 1-way: Google Calendar to Microsoft Outlook calendar option:

c. Select the frequency to have this tool synchronize your events in the 'Sync every' field (e.g.: 10 minutes) 

d. Click on Save

e. Using this 1-way method, Outlook will periodically check the Google Calendar for updates, and if any new or modified events are found, they will be downloaded and displayed alongside with your Outlook appointments, but note the following: this will start synchronizing the events from your personal username@cgxchange.org calendar to your personal @cgiar.org calendar, but will not synchronize your team calendar(s), so the solution to ensure that your key team calendar events are visible in your Outlook is to copy the events to your personal cgxchange google calendar.

-Step 2 - How to copy team calendar events to your personal cgxchange calendar to ensure these are synced with Outlook: 

As outline above, you will need to manually select the events from your team calendars that you want to syncronize in your Outllook, and use the function to copy over the events directly to your @cgxchange.org calendar:
a. Open one of your team Google calendars in cgxchange
b. Click on the event you want to copy over to your personal @cgxchange.org Google calendar
c. Click on 'copy to my calendar'. This action will copy the event you choose to your personal calendar, and will automatically sync in outlook when the sync tool you installed in Step 1 runs (depending on the frequency you've set in the Google Sync for Outlook tool). 
d. Repeat these steps from any other team calendar

Note: you can also manually run the synchronization if desired by right-clicking on the calendar icon in the tray, and selecting : 'Sync':

Finally, the steps outlined in this tutorial would have to repeated individually be each team member. The good thing about this ,ethod is that you can select the events you want to synchronize from all your various Google calendars. 

Comments