How To Sync Multiple Outlook Calendars and Google Calendar Using Google Calendar Sync

One of the most annoying things that I had to face when I got my Android phone was the calendars.  Android uses Google as the service behind email (gmail) and its calendar.  I, like many of you, use Outlook as my primary calendar, since it has all of my meeting requests built-in with it.  In Android, the Corporate Calendar app lets you connect to the Exchange calendar, and the regular Calendar app connects to Google’s service.  Sure, fine, right?  but what happens when you have conflicting appointments across your personal Google calendar and your outlook calendar?  What if you want everything all in one place so you can just put up one calendar widget on your Android desktop?  Well, the answer my friends is Google Calendar Sync.

Google Calendar Sync allows you to set up one or two-way syncing between Google Calendar and Exchange.  Amazing, right?  Now you can sync up your accounts all from one place.  But wait!  There’s more!

Working as a consultant, I found that when I went to a new client, they would set me up with an email and calendar account of my own on their exchange server.  UGH!  Now I’ve got 4 different Exchange calendars that I have to worry about!  Well, just install Google Calendar Sync onto each machine that has Outlook for each account you want to sync.  Then, set all of them to two-way sync to the same Google Calendar.  Guess what you just did?  Now all of your Exchange Calendars have all of your meetings!  Now no matter where you are you will never overbook yourself (except if you do it on purpose, you over-achievers)!

Viola, now you know exactly where to go and what to do, on the go, at the office, or at the client.  Done.  The following is how to get started, straight from Google’s Calendar Sync site:

To set up Google Calendar Sync:

  1. Make sure you’re using a supported operating system and Outlook version.
  2. Download Google Calendar Sync (version 0.9.3.5) athttp://dl.google.com/googlecalendarsync/GoogleCalendarSync_Installer.exe
  3. Once a dialog box appears, click Save File. The downloaded file should open automatically. If it doesn’t, manually open it from your browser’s download window.
  4. Click OK to confirm that you’re aware this is an executable file.
  5. Read through the Google Calendar Sync Terms of Service, and click I Agree.
  6. Follow through the Installation Options and click Install to finish the set-up process.

Once Google Calendar Sync is installed on your computer, the Google Calendar Sync Settings window will appear:
Google Calendar Sync Settings window

In the Settings window, enter your email address and password and select the Sync Option you prefer. Read about each Sync Option.

You’ll also be able to set the time interval for syncing to occur. Please keep in mind that 10 minutes is the minimum time interval allowed.

After the initial set-up, you can access the Google Calendar Sync Settings window again by double-clicking the calendar icon in your Windows System Tray.

Icon Status

To access the Google Calendar Sync Settings window, just right-click the calendar icon in your Windows System Tray and selectOptions.

select Options from the menu

When your events are actively syncing between Google Calendar and Microsoft Outlook Calendar, you’ll see arrows in the Google Calendar Sync icon:

Sync up-arrow/down-arrow icon

When events aren’t actively syncing, your calendar icon will look like this:

Google Calendar Sync calendar icon

Source: Google Calendar Sync

Ryan Hayes

Ryan is a Microsoft MVP award winner with over eight years of software experience, working with big-name clients such as Discovery Channel, AOL, Toyota, and the National Academy of Sciences. Ryan has helped teams deliver award-winning applications that drive business processes, site traffic, and profit, putting his experience and creativity to work to build amazing solutions for the enterprise web, desktop and mobile platforms.

  • rwebb3

    Thanks! This is exactly what I need to manage my calendars across multiple locations and devices….

  • Jrdoan2

    So how do you sync multiple Outlook calendars from one machine to Google?

    • http://ryanhayes.net Ryan Hayes

      Not sure about that. I use multiple Google Calendars, but only sync one of those my work Outlook calendar (over multiple Outlook instances). I think Google Calendar Sync only supports one outlook calendar per machine synching up as far as I know.

  • bjd

    thanks for this.  Do I need to do anything on the android?  Right now I have two separate machines (work issued desktop and personal laptop) with two separate exchange accounts.  Under ALL calendars on the android, there both those are listed, plus phone calendar and a bunch of others.  Do I keep check all checked at all times?  I want to be able to enter an appointment on any device and have them all synced.   Am I on my way to doing that? 

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    I never knew this type of interesting information about this, And you have described everything very clearly. Thanks a lot for sharing this information here.

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    I think Google Calendar Sync only supports one outlook calendar per machine synching up as far as I know.Thanks for sharing this informative with us..!

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