Google Apps

How to Sync Google Calendar and Outlook

Install Google Calendar Sync to coordinate Outlook and your Google calendar.

One of my clients uses Google Calendar and I've learned to like the calendar app, but I still use Outlook almost exclusively for everything else. Switching between the two calendars was a nuisance. Entering appointments twice was a nuisance. Fortunately, that's all behind me because Google Calendar Sync automatically coordinates both Outlook and Google Calendar:

  • If you enter an appointment in Outlook, it will appear in your Google calendar.
  • If you edit that same appointment in Google Calendar, the sync app will update the same appointment in Outlook.
  • Delete an appointment in either app and Google Calendar Sync deletes it in the other.

…and so on. You get the picture. What you do in one, the tool pushes to the other.

Fortunately, setting things up is almost as easy as running the tool to keep Google Calendar and Outlook coordinated:

  1. On the system that's running Outlook, download and install Google Calendar Sync. Just click the link and then click Save. (I shouldn't have to say this, but do not download anything from the Internet if you aren't running virus protection software.)
  2. Enter the Email address you use with your Google Calendar account.
  3. Enter the password for that account.
  4. For full synchronization, select 2-way in the Sync options. Click the option that best reflects your needs. Later, you can change your settings by double-clicking the Google Calendar Sync system icon in the Windows tray.
  5. Set the interval for automatic synchronization in the Sync every x minutes option. The default is 120 and you might find that adequate—I didn't.
  6. Click Save. It'll take a minute or two to download and install the app. If you have more than one Outlook profile, Outlook will prompt you to choose one.
  7. When the installation is done, click the Close button. (It doesn't stay on top, so it's easy to miss this step.) Google Calendar Sync will run automatically as soon as you install it.

After installing the sync tool, you'll see a new icon in your tray. (This is the icon you double-click to change your settings.) Right-click this icon to sync your calendars manually. Otherwise, the tool will sync your calendars according to the interval setting you entered during the installation process. During this time, the icon displays two opposing arrows that move up and down.

Once you get the hang of it, you'll forget its even running. Speaking only for myself, it runs well and as expected—no surprises. My one complaint is that my Outlook calendar wouldn't display existing items from my Google calendar; it does pick up new items added since installing the tool.

Editor's note: I wanted to mention that the tool, as of June 11, 2010, does not work with Windows 7. I know, because I was asked about it on twitter recently (http://twitter.com/MarkWKaelin). Please Google, update this application.

Do you use a sync tool to reconcile Outlook and another calendar app? If so, which tool? If you're using Google Calendar Sync, is it running as expected for you?

About

Susan Sales Harkins is an IT consultant, specializing in desktop solutions. Previously, she was editor in chief for The Cobb Group, the world's largest publisher of technical journals.

32 comments
ignotus87
ignotus87

Works like a charm for me on Windows 7 & Outlook 2007 SP3. Thanks!

anatol06
anatol06

Unfortunately, this method doesn't work any more with free Google account!

Adele.Page-Hall
Adele.Page-Hall

I use this in Windows 7 with Outlook 2010 no problem. As we don't have a Exchange server, I have set it on both my husband's Outlook and mine so as he adds/amends on his Outlook client, it eventually appears in mine (depending on sync intervals) and visa versa.

ywang221
ywang221

check out www.inboxex.com it also has other nice features, what I like most is that i don't need to switch to Calendar to schedule events anymore.

francescocmazza
francescocmazza

Hello everyone. Google doesn't seem to care about this program anymore. In many months they have never released a version that is compatible with outlook 2010 64 bit version. I asked a programmer to develop a software that will sync Outlook 2010 64 bit with google calendar. The program is ready and is distributed freeware, donations will hopefully keep the project running ;). Feel free to check it out!: http://outlook-google-sync.blogspot.com/

chsouch
chsouch

Can I sync Outlook on my work computer with Google then sync again to Outlook on my home computer?

digisatnetwork
digisatnetwork

I use outlook for all my scheduling at work and when I travel. Using it to sync with Google Calendar was a great option for me to have my laptop on the same schedules as my work computer and the ability to add or change on any computer. Now I have an iPad that extends me into the field where I am most of the day when traveling keeping me informed. Now I can sync my iPad with the other two computers making note taking of new or changing schedules and adding later when I can get to my computer obsolete.

mheath3
mheath3

It doesn't seem to support reoccuring appointments, as far as I can tell. They don't seem to show up unless I'm missing something.

dstannard
dstannard

A couple of quick questions: 1) How does one filter (selectively sync) from Outlook to Google Calendar? And vice verso? I use categories and private settings. 2) Where do I find the documentation about this functionality so that I may read it prior to installation? Thanks David

weinbers
weinbers

Works fine on Win7, but not with Office 2010 (not without a reg tweak, anyway).

majortomgb
majortomgb

Just use Linux and Evolution, even does the contact for you and you can set up multiple calendars too

brian
brian

Wish there was a good way to sync a public calendar on exchange to a Google calendar. Anyone done this?

chuckd
chuckd

Just a warning on this. I've found that appointments that don't have a standard template associated with them, i.e., made by another app, will not sync from Outlok to Google calendar. This has been a known problem for a long time and essentially makes the sync program unrelaible for many.

joy64
joy64

I just installed it on a Windows7 machine and it works great. Thanks! This was driving me nuts because sometimes Google is my go to calendar. The first thing I see in the morning on bootup.

roy.st
roy.st

I'm using it on Win7 64bit + Office 2007 with no problems. However the sync software is very limited, my biggest beef with it is that it will only sync to one Google calendar which means you can't emulate Outlook categories.

gharlow
gharlow

I made the mistake of installing Office 2010, and had a hell of a time reversing the damage to google sync even after removing outlook 2010 and installing 2007. I assume at some point 2010 will be supported, but not yet folks!

bobbyroebling
bobbyroebling

I downloaded this yesterday, I was actually looking for a way to use the same type of mobile sync service you get with the iphone (contacts, mail, calendars) with outlook.

thedewbob
thedewbob

I use Google Apps Sync to connect Outlook to my Google Apps account. It works great. I recently upgraded my computer to Windows 7 64bit, and it still works perfectly.

Mark W. Kaelin
Mark W. Kaelin

I have been using this Google application for a long time and it works great. The only problem now is getting it to work with Windows 7. Don't you think syncing Outlook and Google calendars is a great idea?

JMic
JMic

Currently there is no way of filtering by category of what Outlook content is sync'd with Google. This is an essential for me to share only certain calendar items with a variety of people via Google. Example: home calendar does not need to contain work items, Project A calendar does not need items from Project B etc. Google sync does not provide for this. Any suggestions?

dpmckinney
dpmckinney

Lovely... I have both Win7 and Outlook 10. What's the tweek? I am tweeked! ; )

ssharkins
ssharkins

Did you find the phone sync app? Look for Google Sync.

Mark W. Kaelin
Mark W. Kaelin

The Google Web site warned me off using it for Windows 7, but you say it works just fine - interesting. I'll have to give it a try.

ICTAssist
ICTAssist

When I migrated to Windows 7 64 I also evaluated Office 2010 both 32 and 64 neither would work with Google Sync, however when I rolled back to Office 2007 with Google Sync they both worked perfectly on my Windows 7 Ultimate 64.

MDunigan62
MDunigan62

I had no problem with Windows 7 (32bit) until I upgraded Outlook from 2007 to 2010. Then the sync application stopped working. Everything I have read says that Google has not updated the sync app (for the general population, not the Google Apps sync) yet for 2010. I sure wish they would, as I would really like to get back to syncing my Outlook calendar to my Google calendar. I am about to purchase one of the small utilities that syncs multiple Google calendars to Outlook calendars. They cost money, but they have much more functionality than the previous Google utility.

andronin
andronin

I have it running on both a 32 and 64bit Windows 7, what it does not seem to work with is 64bit Office 2010 :(

venturedomainhosting
venturedomainhosting

Hi Our company is using Google Apps now, does this work with Google Apps calendars too?

MDunigan62
MDunigan62

I believe the problem is with Office 2010. I have Office 2010 (32bit) on Windows 7 (64bit) and the error is about the Outlook version being wrong. When I had Office 2007 on Windows 7, it was fine. Google, please update the Calendar Sync, and while you are at it, allow sync with more than one calendar.

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