How to sync work and personal calendars

Easily sync your work calendar with your personal calendar as well as your iPhone or Android calendars.

Read on to get all your calendars — across all of your devices! — working in perfect harmony. You’ll learn:

  • How to sync your work and personal Google calendars
  • How to sync Google Calendar with Outlook
  • How to sync Outlook calendar on iPhone
  • How to sync Outlook calendar on Android

Are your appointments not showing up on your different calendars, causing you to miss meetings or show up late? As work increasingly happens outside the 9-5 workday with hybrid work and more flexible schedules, it’s more important than ever to stay organized by keeping your various calendars in sync. 

Luckily, calendar syncing issues are easy to solve. This guide will walk you through how to sync your work calendar with your personal calendars and mobile devices so you always know when you’re supposed to be where.

How to sync your work and personal Google Calendars

If you use Google Workspace (formerly G Suite) at work and Google Calendar for your personal life, the easiest way to sync them up is by using Personal Calendar Sync from Clockwise. It automatically syncs events from your personal Google Calendar account to your work calendar, so you never miss a doctor’s appointment or an important delivery.

Since it’s common for a work calendar to be a shared calendar that’s visible to colleagues, Personal Calendar Sync leaves the details out, so that personal information stays personal. For every personal event, your work calendar will simply show a time-block with the label “Busy” — no further details needed!

Clockwise personal calendar sync

Not to mention it only takes two super-simple steps to get it all set up. Start by hitting “Features and integrations” in Clockwise Settings, then click “Connect new calendar.”

Personal calendar sync settings

Boom! You’re done.

How to sync Google Calendar with Outlook

Maybe you use Outlook at work and Google Calendar at home, or vice-versa. In this section, you’ll learn how to get both of your calendars to match up, without having to manually input events twice. It comes down to two processes: 

1) Get Google Calendar to display Outlook events

2) Get Outlook to display Google Calendar events

How to get Google Calendar to display Outlook events

Want your events in Outlook to carry over to Google Calendar, without having to download a calendar sync app? All you need to do is give your Google account access to your Office 365 account.

First, get the link to the specific calendar in Outlook that you want to transfer:

  1. Open the Office web app
  2. Log into your Office 365 account
  3. Launch Outlook by clicking on the icon on the navigation bar
  4. Click on “Settings” > “View all Outlook settings”
  5. Click on “Calendar” > “Shared calendars”
  6. Scroll down to the section called “Publish a calendar”
  7. In the first drop-down menu, select the calendar you want to sync with Google Calendar
  8. In the second drop-down menu, select “Can view all details”
  9. Copy the ICS link to your clipboard

Next, paste the link into Google Calendar.

  1. Open Google Calendar
  2. Click the “+” icon next to “Other calendars”
  3. Click “Subscribe to calendar”
  4. In the left-hand menu, select “From URL”
  5. Paste the the address that you just copied from Outlook
  6. Click “Add calendar”

You’re all set! 

How to get Outlook to display Google Calendar events 

When you subscribe to Google Calendar from Outlook’s platform, events from Google Calendar (or rather, the specified calendar in Google Calendar) automatically transfer over to Outlook.

First, get the link to the specific calendar in Google Calendar that you want to transfer:

  1. Open Google Calendar (on the web, not the Google Calendar app)
  2. Click “My calendars” to reveal your calendars
  3. Click the three dots next to the calendar you want to sync with Outlook
  4. Click “Settings and sharing” 
  5. Scroll down to the section called “Integrate calendar”
  6. Copy the “Secret address in iCal format” to your clipboard

Next, paste the link into Outlook.

  1. Open Outlook on the web
  2. Click the calendar icon
  3. Depending on which version of Outlook you have, you’ll either click “Import calendar” > “From web” > “Link to the calendar”; OR “Add calendar” > “From the internet” > “Link to the calendar”
  4. In the “Link to the calendar” field, paste the address that you just copied from Google Calendar
  5. Name your calendar
  6. Select “Import” or “Save” (depending on which version of Outlook you have)

You’re all set! Just note that it could take up to 24 hours for the sync to complete.

How to sync Outlook calendar on iPhone

Do you use Outlook and the calendar app that comes pre-installed on your iPhone? Luckily, there’s a way to get Outlook events to appear in your iOS calendar. That means that you don’t need to download the mobile app for Outlook to stay on top of your schedule while you’re on the go.

  1. On your iPhone, tap “Settings”
  2. Scroll down and select “Calendar”
  3. Select “Accounts” > “Add Account” > “Outlook.com”
  4. Log into your Outlook account
  5. Toggle on “Calendars”

Easy, right? Now you’ll be able to view and manage your Outlook events straight from your iPhone’s default calendar app.

How to sync Outlook calendar on Android

Want to access your Outlook calendar from your Android — without needing a third-party app? Look no further. We’ll show you how to get Outlook events to transfer over to the pre-installed calendar app on your Android.

  1. Open the Calendar app on your Android
  2. Tap on the three lines to open the menu
  3. Tap on the gear menu to open the settings
  4. Tap “Add new account” > ”Microsoft Exchange”
  5. Log into your Outlook account

Voilà! Outlook is now synced to your Android.

Going forward

It’s not uncommon for someone to have multiple calendars — in different programs and across multiple devices. However, that doesn’t mean you can’t have a simple, streamlined experience while you manage your calendar and tasks. Syncing your calendars is one of the best ways to immediately feel on top of your schedule, without the constant micromanagement. Just note that features like color coding, time zone syncing, and event reminders might not carry over across apps. 

Speaking of stress-free scheduling, have you tried out Clockwise’s four new time management features? Let us know what you think at support@getclockwise.com. Or tweet us at @getclockwise!


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