Syncing Google and Microsoft 365 Calendars
This article describes:
- Options for syncing Google and Microsoft Outlook calendars,
- How to do a sync between calendars,
- How to sync events from Microsoft Calendar to Google Calendar, or vice versa, and
- Some ways to use Microsoft Power Automate.
Microsoft Power Automate is a tool that allows people to create and automate workflows across applications. One of the many workflows supported by Power Automate is the ability to automatically sync events between Microsoft and Google calendars. This article provides, without warranty, two flows that allow you to sync calendars. You cannot use both flows at the same time, but you can have multiple instances of the same flow. You choose which flow to use based on how you designate your sending (where you create, modify, and delete events) and receiving calendars (where those events are mirrored). Below is a table that indicates which flow to use based on the Sending and Receiving calendar combination. Please use the link indicated to download the file for import later. They are 6 kb each and may require you to be logged in in order to download the attachments.
- Not all event information is synced due to limitations of the various APIs. The information that will be synced is
- Start and End Date
- All Day Event
- Events will sync between calendars when the following criteria are met
- Created or modification when the flow is running and is therefore a “managed” event
- Creation, modification, or deletion of the managed event that is 60 days in the past or 1 year in the future. This means that recurring events are only managed out one year.
- You can have multiple flows if you want to have a single Sending Calendar send to multiple Receiving Calendars.
Do NOT use both flows pointing to the same calendars at the same time as this could cause undesirable replication issues between your calendars and possibly crash your flow. Also, disable and/or delete any existing calendar sync flows that are configured using the same calendars.
The steps to install and configure a flow are:
Top of page
Establish Connections to Calendars
You need the connections listed in the table below authorized to the calendars you intend to sync. If these connections already exist, you can skip this step.
Microsoft 365 Outlook
Microsoft 365 Outlook
- Log into http://my.office365.vt.edu.
- Search for the Microsoft Power Automate app. Note: You may need to click on All apps.
- Access the Connections feature via the left navigation menu by expanding the Data menu item using the arrow icon, and then click on Connections.
- To authorize your Google calendar, Click New connection located at the top left of the window.
- Type “Google” in that search bar at the top right directly under the Settings (Gear) icon to search for them.
- Select the Blue Plus icon associated with the Google Calendar connection on the right of the screen.
- Click the Create button on the pop-up dialog that appears.
- In the window that appears, follow the prompts to sign into or choose the account you wish to connect to.
- In order to authorize Microsoft Power Automate to use this account, you must give permission by clicking the Allow button. Be sure to read and understand the permissions you are granting.
- To authorize your Microsoft Calendar, click New connection located at the top left of the window.
- In the search bar in the top-right of the Connections window, type “Office 365” if you are configuring the Microsoft to Google Flow or “Outlook” if you are configuring the Google to Microsoft flow.
- Select the Blue Plus icon beside Office 365 Outlook.
- Select the Create button and follow the instructions to sign into or choose the account you wish to authorize.
- To authorize the service that will convert HTML to plain text for the Microsoft to Google flow, you need a Content Conversion connection.
- Click New connection located at the top left of the window.
- In the search bar of the Connections window, type “content”.
- Locate the Connection that says Content Conversion (preview) and click on the Blue Plus icon to the right of it.
- Click the Create button and you will have all your connections ready.
Top of page
Import the Appropriate Zip File, Configure, and Assign Resources
- Download the appropriate zip file based on the direction of the calendars you wish to sync from the Flows table shown above.
- Select My flows on the left side of the window.
- Select Import at the top left corner.
- Click the Upload button near the top-right corner of the window and locate the zip file you downloaded.
- Review the package details including the description for a high-level overview of the steps required to import the package. Under the Review Package Content section in the Related resources subsection, the entries with red exclamation point icons indicate Power Automate connections that you will need to assign in order to properly configure the flow in subsequent steps.
- In order to assign a connection for use, for each resource (i.e. red exclamation point icon), click the wrench icon to the right.
- Select the connection you wish to use. Your selection is indicated by a black check next to it.
- Click the Save button.
- Repeat starting with clicking on the wrench icon for each related resource that needs to be assigned.
- When you are done, make sure that each resource, has a grey ‘X’ icon next to it instead of the red exclamation point icon.
- If you want to rename your flow:
- Click on the wrench icon beside the default flow name in the Review Package Content section.
- Change the existing name to whatever you want in the Resource Name box. Click the Save button when you are done.
- Finish the import by clicking the Import button at the bottom of the screen. It will take a few seconds. Do not navigate away from this page while the import is processing.
- If all the connections were made successfully, you will see green check mark icons beside each resource.
Top of page
Configure Steps within the Flow
Finally, you will need to associate the sending and receiving calendars to the required steps in the flow.
- Click on My flows and select the flow that you just imported. You can find it by looking for the Resource name you configured in the previous step.
- When you select the flow, Power Automate may show you details about the flow. Included in these details is the Runs section, which contains the run history for the flow. In this history list, you may see an error message, “There’s a problem with the flow’s trigger.” This is a function of the flow running before you have had a chance to complete the configuration and can be ignored for now.
- Click the Edit item in the top navigation menu.
- Configure the Microsoft Calendar step by looking for the step titled, “Select O365 Calendar”. Expand the step, if necessary, and choose the appropriate calendar id. The id will likely be “Calendar” unless you have renamed it within Outlook.
- Configure the Google Calendar step by looking for the step titled, “Select Google Calendar”. Expand the step, if necessary, and choose the appropriate calendar id. The id will likely be your Gmail address associated with the calendar or whatever name you’ve given it within your Google Calendar settings.
- If your timezone is not Eastern Time (US & Canada) then you will need to configure it in the Initialize Timezone step.
- Click the Save button located at the top-right of the page, and you are done.
Top of page
Confirm the Flow is Turned On
Your new Flow will automatically run, but you should confirm that it is on. On the My Flows page, if the icon is greyed out, it is off. To turn the flow on, click on the ellipsis next to the name and select Turn On. It can take anywhere between five and ten minutes for a sync to happen.
Top of page