December 1, 2023
How to
#workflows #calendars

How to sync your Google and Outlook calendars

Marketing @Morgen

It's now easy to sync your Google and Outlook calendars so that your availability is accurately captured on each calendar, while keeping the details of those synced events private.

If you find yourself jumping between calendars to mange your time, frequently having to cancel or reschedule a meeting because you're double booked, or manually adding personal time blockers to your work calendar, Morgen's calendar propagation is a quick solution to keep your calendars in sync. Best of all, if you tap into Nerd Mode, you can even customize which events are synced between calendars.

Why sync your Google and Outlook calendars

Managing time across multiple calendars is messy and facilitates scheduling conflicts, overcommitting oneself, and frankly, just wasted admin time.

Syncing calendars makes it easier to:

  • Protect time for personal commitments during your typical work hours
  • Ensure your Scheduling Links always reflect your availability accurately
  • Manage separate calendars with different clients, teams, family members, etc. while always maintaining a holistic view of your time
  • Maintain up-to-date calendars, even when events are rescheduled or cancelled
  • Keep the details of personal events private

Set up Morgen's Calendar Propagation in minutes

Calendar Propagation is an automated way to sync events across your Google and Outlook calendars. It set up to sync events one way between two calendars, a source calendar and a destination calendar. But you can set up as many calendars as you want to propagate between one another - ultimately, you decide what events should be blocked where.

To get started, set-up your account on Morgen Assist (if you want to manage these calendars through Morgen's Apps, you can download and configure those after). In the onboarding process you will connect at least one Google or Outlook calendar, but you may as well add all the calendars you want to sync at this time. (It's quick to do, we promise!)

Once your calendar is connected, you will set up the Calendar Propagation workflow.

From the Morgen Assist Workflow Gallery, click on +Create below Calendar Propagation.

It takes < 2 minutes to configure. Simply:

  • Pick your source calendar from the dropdown menu* (this is the calendar from which events will be blocked).
  • Pick your destination calendar from the dropdown menu* (this is the calendar to which private events will be added).
  • Determine which events should propagate (all or only those marked as Busy).
  • You can then Save the workflow.

* If you want to include choose a source or destination calendar that is not listed, you will need to connect those calendars first. You can connect additional Google and Outlook calendars from the Integrations Page. Once connected, these will be available in the calendar propagation set-up.

You can now replicate the process if you want more calendars to sync with one another.

The ready-built Calendar Propagation workflow takes 1 minutes to configure and deploy.

You can also choose to customize the sync if you to set conditions for which events propagate and/or how they are displayed in the destination calendar. To do so, toggle Nerd Mode on. This will expose the underlying code, which you can now edit.

(Before digging in, you can opt see the code as applies to an example event from your own calendar so you can see how it applies to a concrete example.)

Nerd Mode is quite flexible. For instance, some people have added conditions as to which events are propagated such as events:

  • take place during business hours
  • marked as #important. #medical, #personal
  • with at least one invitee

Optionally customize the way Calendar Propagation is deployed across your calendars using Nerd Mode.

If you want to use Nerd Mode, one of the best places to troubleshoot is on our Discord where others have shared their custom code.

The nitty gritty of how Calendar Propagation works

Once you save your Calendar Propagation workflow, you will see it listed and active in your Morgen workflows. Here's what you can expect:

  • The workflow will run daily at 6:00 pm and will propagate events in the upcoming 14 days. If you want to trigger it at another time, do so manually by clicking Run from My Workflows.
  • Propagated events will appear as 'Private Event (from Morgen)' in the destination calendar. To see event details you will need to look at the source calendar.
  • Events that are cancelled or moved will be updated in the destination calendar. However, there will be a lag as the workflow runs daily at 6:00 pm.
  • Buffer time and travel time, unless specified otherwise in Nerd Mode, will also propagate across calendars.
  • If you use Morgen as your calendar app, we recommend turning on Merge Duplicate Events to declutter your merged calendar views. Otherwise you will see the same event in both the source and destination calendars.

To get started, launch your free trial and see how syncing your Google and Outlook calendars simplifies your scheduling.

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