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Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized
sync outlook calendar with google calendar Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

If you are still weary of trusting Google with all of your precious calendar information and instead would like to simply synchronize calendars, then Google Calendar Sync is the right tool for you. When installed and enabled Google’s Calendar Sync application quietly sits in your computers notification area and seamlessly synchronizes all of your Outlook calendar data with Google’s calendar application in the cloud. The application will synchronize these two applications at set intervals.

In this guide I will walk you through the installation and configuration of Google Calendar Sync so that you can keep your calendars organized and synchronized.

Before proceeding make sure that your software is compatible

  • Currently, Google Calendar Sync is only compatible with Microsoft Outlook versions 2003 and 2007, and operating systems Windows XP and Windows Vista.
  • Windows XP 64-bit Edition is not compatible with Google Calendar Sync at this time.

Installation

Download Google Calendar Sync from Google’s website and follow the instructions below.

1. Double-click to open the downloaded executable.

sync outlook calendar with google calendar1 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

2. Click the I Agree button to proceed with the installation

sync outlook calendar with google calendar2 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

3. If you wish to specify what shortcuts to include with the installation, make your selection in this window. Once you’ve made your selection click Next.

Note: I recommend you leave the default selections

sync outlook calendar with google calendar3 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

4. If you wish to change the installation directory you may do so on this screen. Click Install when you’re ready to proceed.

Note: I recommend you leave the default directory

sync outlook calendar with google calendar4 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

5. When the installation is complete, click on the Close button.

Configuration

After installation the Google Calendar Sync window should have opened, if it did not open, proceed to A, if it is open then go to Step #1

sync outlook calendar with google calendar5 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

A. Open Google Calendar Sync by right clicking on the Calendar Sync icon located in the notification area on the bottom right of the screen. Click on Options to configure.

Once installation completed the Google Calendar Sync window should have opened. Configuring calendar sync is very simple.

sync outlook calendar with google calendar6 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

1. Enter your Google Calendar credentials by entering your Email and Password.

2. Before selecting a method of synchronization lets understand what each Sync Option means.

  • 2 way – Sync both your Google Calendar and Microsoft Outlook events with each other
  • 1 way – Google Calendar to Microsoft Outlook Calendar:
    Sync only your Google Calendar events with Microsoft Outlook calendar

    • [Any existing events in Outlook will remain there and any changes made to Outlook will only be made in Outlook, they will not be reflected in the Google Calendar]
  • 1 way – Microsoft Outlook calendar to Google Calendar:
    Sync only your microsoft outlook events with Google Calendar

    • [Any existing events in Google Calendar will remain there and any changes made to Google Calendar will only be made in Google Calendar, they will not be reflected in the Outlook calendar]

Now that you understand your options choose the one you wish to employ with your calendars.


3. Enter the interval of time for calendar synchronization. The default is 120 minutes, which is sufficient. However if you are constantly making changes to your calendar you should use a lower value, maybe 15-30 minutes. The lower the number the greater the number of back and forth between your Outlook data and Google Calendar.

4. Once you’re done click Save to start synchronization. You can now close the application window.

The Google Calendar Sync application will continue to run in the background and can be accessed from the notification area (see A above).

Additional Options

sync outlook calendar with google calendar5 Use Google Calendar Sync to Keep Your Outlook Calendar Synchronized

When you right clicked on the Google Calendar Sync icon in the notification area you probably noticed that there are other options.

  • You can perform an unscheduled sync by clicking on Sync from the menu.
  • You can stop an in progress sync by clicking on Stop Sync from the menu (this is helpful when you create an event or something was messed up).
  • If you are having trouble with the product or would like to learn more you can click on Troubleshooting or Learn More to reach those resources.
  • To exit the application, click on Exit from the menu.

Keep in Mind

When you use Google Calendar Sync you can only synchronize the default calendar in Google Calendar with the Outlook Calendar.

Your event color categorization from Outlook will only be available when using Outlook, Google Calendar will not have this information available.

If you have any other tips or problems you may be having please post them below.

  • http://twitter.com/lynntotherescue Lynn Dye

    Great articles you have on your blog, I’m wondering if I can sync an outlook 2010 exchange calendar with google calendar?
    If I can, are the steps the same as in your article?
    Secondly, can I add more than 1 outlook 2010 exchange calendar to the same google calendar? For example, I’d like to sync 2 different outlook exchange calendars with 1 google calendar.
    Thanks for any insight.

    • http://www.gilsmethod.com Gilberto J Perera

      Lynn,

      Unfortunately Google Sync only allows you sync the default Google Calendar, one calendar. Sorry, it’s a limitation on Google Calendar.

    • http://www.gilsmethod.com Gilberto J Perera

      Lynn,

      Unfortunately Google Sync only allows you sync the default Google Calendar, one calendar. Sorry, it’s a limitation on Google Calendar.

    • http://www.gilsmethod.com Gilberto J Perera

      Lynn,

      Unfortunately Google Sync only allows you sync the default Google Calendar, one calendar. Sorry, it’s a limitation on Google Calendar.

  • http://www.gilsmethod.com Gilberto J Perera

    Cat,

    I would try removing the application from your phone and re-installing. This usually works. Let me know if you need more help.

  • Cat

    Yikes! I did this, all worked well, except for the fact that I now have ALL DUPLICATE items on my phone calendar in both the default calendar and Jorte. They are not duplicated in Oultlook or Google calendar on line, only on my phone calendar.

    Can someone help me get rid of these???? I have over 2,034 appts without having duplicates!

    Thanks,
    Cat

    • http://www.gilsmethod.com Gilberto J Perera

      Cat,

      I would try removing the application from your phone and re-installing. This usually works. Let me know if you need more help.

  • Stu J

    Hi – I have the smae problem as Cinn… no icon in system tray (I can see that the process is running via the task manager, but I can’t change the settings).
    Running Windows XP, Service Pack 3

  • Cinn

    I downloaded google sync successfully but it will not option the option panel so that I can configure it. I cannot follow the steps in A because the icon is not in the notification tray. I have tried clicking on the icon on the start menu but this also does not work. Please advise as I am in need of a sync as soon as possible!

    • http://intensedebate.com/people/gjperera gjperera

      Cinn – What Operating System are you using? XP, Vista, 7? The program installed without glitches (no error messages)? Let me know so that I can assist you.

  • Cinn

    I downloaded google sync successfully but it will not option the option panel so that I can configure it. I cannot follow the steps in A because the icon is not in the notification tray. I have tried clicking on the icon on the start menu but this also does not work. Please advise as I am in need of a sync as soon as possible!

    • http://intensedebate.com/people/gjperera gjperera

      Cinn – What Operating System are you using? XP, Vista, 7? The program installed without glitches (no error messages)? Let me know so that I can assist you.

  • SK Loh

    I just installed google sync and activate the sync option 2-way between google calendar and MS outlook 2003. I could not stop the sync by pressing the “stop sync” option. Any thing wrong? Thanks

    • http://www.gilsmethod.com Gil

      @SK Loh – Was the Stop Sync option grayed out? If so you have no option…let me know how it goes. Have you tried exiting the application and restarting it?

  • SK Loh

    I just installed google sync and activate the sync option 2-way between google calendar and MS outlook 2003. I could not stop the sync by pressing the “stop sync” option. Any thing wrong? Thanks

    • http://www.gilsmethod.com Gil

      @SK Loh – Was the Stop Sync option grayed out? If so you have no option…let me know how it goes. Have you tried exiting the application and restarting it?

  • Ben

    Thanks for this info. I want an Android phone but my employer does NOT PERMIT google calendar sync to execute on my desktop. PLEASE tell me if the following is true about the 1 way Google calendar to ms outlook sync option when using an HTC Hero:

    1. Google events will appear in my outlook calendar.
    2. ***Events created in Outlook will NEVER be copied to Google’s calendar.***
    3. Outlook Modifications of an event created in the Google calendar will appear in Google’s calendar after the next sync.
    4. If an event, that was created in Outlook, is modified on my HTC Hero, those changes will be copied to Outlook during the next sync.
    5. I can choose which calendar (Outlook or Google) to put new events in when creating them on the HTC Hero.

    Thanks again.

    • http://www.gilsmethod.com Gilberto J Perera

      @Ben: I thought you stated that you cannot execute Google Calendar Sync on your employers computers…please clarify.

      The one-way sync is just that, one-way. If the calendar entry is made in Outlook and the one-way sync is set to sync only to from Outlook to GCal, then the changes made on GCal will not be reflected in Outlook. The same goes for the other scenario where GCal Sync is setup from GCal to Outlook. I hope this makes sense. Please let me know if you have any other questions. Good luck.

  • Ben

    Thanks for this info. I want an Android phone but my employer does NOT PERMIT google calendar sync to execute on my desktop. PLEASE tell me if the following is true about the 1 way Google calendar to ms outlook sync option when using an HTC Hero:

    1. Google events will appear in my outlook calendar.
    2. ***Events created in Outlook will NEVER be copied to Google’s calendar.***
    3. Outlook Modifications of an event created in the Google calendar will appear in Google’s calendar after the next sync.
    4. If an event, that was created in Outlook, is modified on my HTC Hero, those changes will be copied to Outlook during the next sync.
    5. I can choose which calendar (Outlook or Google) to put new events in when creating them on the HTC Hero.

    Thanks again.

    • http://www.gilsmethod.com Gilberto J Perera

      @Ben: I thought you stated that you cannot execute Google Calendar Sync on your employers computers…please clarify.

      The one-way sync is just that, one-way. If the calendar entry is made in Outlook and the one-way sync is set to sync only to from Outlook to GCal, then the changes made on GCal will not be reflected in Outlook. The same goes for the other scenario where GCal Sync is setup from GCal to Outlook. I hope this makes sense. Please let me know if you have any other questions. Good luck.