It’s easy to keep track of items and tasks in your monday.com workflow, but sometimes appointments and reminders in your external calendar can get lost. We’ll show you how to integrate your Outlook calendar with your monday.com workflow so you can see all your tasks in one place (or both)!

Important notes before you start

Before you start, there are a few details to pay attention to:

1. You must have a Microsoft 365 Business Premium license to use this integration. If you don’t have one, you’ll get an error message when setting up the integration.
2. This integration only works if you have a Microsoft Exchange Online mailbox and not an on-premises one. To check what type of mailbox you have, please visit this website . If you can connect, then you have an Exchange Online account, but if you can’t connect and get an error message, then you don’t have an Exchange Online account and won’t be able to use this integration.

Two-way sync with Outlook calendar

There are two ways to connect your monday.com account with your Outlook calendar. First, we’ll look at how to create a two-way sync . Two-way sync simultaneously imports events from your Outlook calendar to monday.com and exports items from monday.com to your Outlook calendar.

Step 1: Add a date column and find the combination recipes

First, make sure your board has a column Date Column :

Once you’ve entered all your data in a date column, you’re ready to set up your integration!

To start two-way Outlook calendar sync, click the “Integration” button at the top of your dashboard. From the Integrations Center, select the Outlook Calendar integration as follows:

There, you’ll find three different Outlook integration recipes. You’ll need to add two recipes to your board for two-way sync to work:

• One that will create an event in your Outlook calendar based on an action on monday.com
• One that will create an item on monday.com based on a new event in the Outlook calendar

We will learn more about how to do this later in the article.

Step 2: Add the first recipe

Once you’ve found the recipes, it’s time to add the ones you want to your board!

Start by choosing a recipe that will create an event in your Outlook calendar based on an item on your calendar (one of two highlighted in red below) and then follow the on-screen steps to connect your Outlook account.

Step 3: Enter the first recipe

Once you have finished connecting your account, you will be taken to the recipe you selected.

There, click on the checked fields in the recipe to set them. In our example below, we selected the “Event” field to map how the event in the Outlook calendar will look based on the column values ​​in our table.

In this example, when a new item is created or updated in our calendar, an event will be created in the Outlook calendar with the event duration according to the start date and end date of the item, the event name will be the item name , and the event description will be a status that the item displays.

Note: For this combination recipe to work, you must add time to the item’s start and end date columns in your calendar.

Step 4: Add the second recipe and configure it

Now that you’ve finished the first recipe that will create an event in your Outlook calendar based on an item in your calendar, it’s time to add the second recipe that will create an item in your calendar based on a new event in your Outlook calendar, so that two-way synchronization can be performed.

Click to add another integration and make sure you select the Outlook Calendar integration recipe that says “When an event is created in Outlook Calendar, create an item , and sync future changes from Outlook Calendar.”

This time, select the “Item” field and map how you would like a new item to be created on your calendar based on the Outlook calendar events that will be added!

Step 5: Watch the magic happen!

With both Outlook Calendar Integration recipes set up, you should have full two-way sync! Now, any new item created or assigned to a specific person will appear as an event on the connected calendar and any new event on the calendar will populate as an item on your calendar.

Outlook Calendar Column Integration

• title
• Start time
• End time
• Participants
• Description

Show dates from monday.com in your Outlook calendar

The second option you have to integrate your calendar with your Outlook calendar is through one-way sync , which allows you to view the dates from your calendar directly on your calendar. The following detailed instructions can be used to set up one-way sync for your account.

Step 1

First, make sure your board has a column Date Column :

Or Timeline column:

Once you’ve entered all your data in a Date or Timeline column, you’re ready to sync your calendar!

Step 2

Click the three-dot menu to the right of a date or Timeline column header and click “Settings” and then “Customize Date Column.” Then, click the “Sync” button next to “Other Calendars.” This will allow us to add any web-based calendars we use outside of monday.com.

Step 3

The next window will open, allowing us to choose whether we want to sync only “Items assigned to me” or “All items on this board.” Once we’ve selected an option, we simply click “Sync”!

Step 4

Now we have created a URL that we can use in our Outlook calendar. We will copy this link and go to Outlook.

Add a calendar to Outlook

Step 5

In the Outlook calendar, first select the calendar icon at the bottom left of the screen.

Then we will move to the “Organization” tab:

From there, navigate to the “New Calendar” button at the top left of the Outlook window. Click the button:

Step 6

A window will open where we can paste the link we copied from monday.com in step 4.

Note: The calendar will be merged as a new calendar.(You can rename it in the left bar.) To get a better view of the calendar, you can click the arrow to the left of the calendar name to see both boards in the same view as shown below:

And that’s it! Now we can see all our tasks on monday.com along with our tasks in Outlook.

How often to sync with Outlook Calendar

Although Microsoft confirms that when you subscribe to a calendar, your Outlook calendar will automatically update when the subscribed calendar is updated, this automatic update may take more than 24 hours. That is, it may take Microsoft more than 24 hours to automatically refresh and display updates made to your calendar on monday.com.

Currently, there is no option to control the frequency of automatic updates. Since this is done in the settings on the Microsoft side, if you are interested in exploring alternative solutions, please contact Microsoft.

You can learn more about subscribing to a calendar from Outlook on the Microsoft Support website .

Setting up notifications

Once you’ve integrated your Timeline or Date columns with your external calendar, you can easily set up alerts for upcoming item due dates. That way, the alerts will appear even if you don’t have your monday.com account open!

All you have to do is set reminders from your external calendar, and you will receive all your monday.com item reminders on the external calendar as well!