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How to Sync Your Google Calendar or Google Apps Calendar to Outlook 2010

Google Calendar + Outlook 2010Last year, grooveDexter wrote a groovy guide on With Outlook 2010, the process is slightly different, and if you’re adding a Google Calendar from one of your Google Apps for Domains account, you’ll have to complete a few additional steps.

This guide will show you How to add a Google calendar to Outlook 2010, and also How to add Google Apps calendars to Outlook 2010.

Both methods incorporate the ICAL private calendar sharing URL in order to add an Internet calendar to . But as you may have noticed in your Google Apps account, the private calendar URL is missing. I’ll get to that later—but for now, let’s walk through how to add a normal Google Calendar in Outlook 2010.

Step One – Add a Google Calendar to Outlook 2010

Log in to your Google Account and open your Google Calendar. Click Settings and choose Calendar Settings.

Sync Google Calendar to Outlook 2010

Step Two

Click Calendars and then click the name of your Google Calendar that you’d like to add to Outlook 2010.

Sync Google Calendar to Outlook 2010`

Step Three

Scroll down to Private Address and click the ICAL button in the middle.

How to Add Google Calendar to Outlook 2010

Step Four

Copy this URL to your clipboard.

Google Calendar Private Address

Note: There is no authentication for this URL, meaning that if someone knows this URL, they can access your calendar. If for some reason this URL falls into the wrong hands, you can reset your Private URLs by clicking Reset Private URLs in the previous screen. Note you’ll have to re-add any calendars you’ve added prior to resetting your Private URLs.

Step Five

Launch Microsoft Outlook 2010 and click Calendars.

Google Calendar to Outlook 2010

Step Six

In the Home ribbon, click Open Calendar in the “Manage Calendars” pane and choose From Internet…

Google Calendar to Outlook 2010`

Step Seven

Paste the private ICAL url into the box and click OK.

Google Calendar to Outlook 2010

Step Eight

When prompted click Yes if you want to add the calendar without tweaking any settings.

Google Calendar to Outlook 2010`Google Calendar to Outlook 2010

Otherwise, you can click Advanced to change some settings. Really, the only settings worth configuring are the Folder Name (i.e. how it’ll appear in the navigation pane) and the description, if you need it. You should leave the item under Update Limit checked, so you don’t accidentally flood your Google account with updates and get locked out (this probably won’t happen anyway).  There’s an option to include attachments from your Internet Calendar, which you can do in Google Calendars using the Google Labs Event Attachments feature, but the attached doc won’t transfer to Outlook regardless of whether you check this or not.

Google Calendar to Outlook 2010

Step Nine

Congratulations! You can now view, edit and update your Google Calendar from Outlook 2010. You can even display it side-by-side with your Outlook calendar.

Google Calendar/Outlook 2010 Side-by-Side

Or, you can right-click your calendar and choose Overlay to see your two calendars in overlay mode, so you can see exactly where your appointments overlap.

Google Calendar/Outlook 2010 Overlain

Adding a Google Apps Calendar to Outlook 2010

Adding a Google Apps for Domain calendar to Outlook 2010 is done using the exact same procedure. However, by default, your Google Apps calendars will have the private sharing URL hidden for users. Here’s how you reveal the private calendar sharing URL for Google Apps accounts.

Step One

Log in to the Manage this Domain  dashboard for your Google Apps account. Note: Only administrators can do this. Next, click Calendars.

Reveal Private Address Url Google Apps Calendar

 

Step Two

Under Sharing Options choose Share all information and outsiders can change calendars. Click Save Changes.

Show Private Address Url Google Apps Calendar

Step Three

Now, when you go into Calendar Settings in your Google Apps for Domains account, you’ll be able to see the Private Sharing URL. Complete steps three through nine in the above tutorial to finish adding your Google Apps calendar to Outlook 2010.

Reveal Private Address Url Google Apps Calendar

Note: For some reason, it may take awhile for existing calendars to display a Private Address. But new calendars created after making the above change will have the Private Address available immediately. For this reason, it’s a good idea to make this change before you set up new user accounts.

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9 Responses to How to Sync Your Google Calendar or Google Apps Calendar to Outlook 2010

  1. Jamie December 15, 2010 at 7:17 am #

    Hi Folks,

    Great article, thanks. At the risk of sounding stupid I think the screen shot at Step 8 has your calendar URL in it? If that is a real account you may want to change that pic.

    Thanks again!

    • groovinJackman December 15, 2010 at 7:21 am #

      Thanks for watching out for me, Jamie–it is indeed revealed in this pic, but you can reset it, which I have. The instructions for resetting your private calendar URL are in step four of the second section.

      Thanks for reading!

      • Jamie December 15, 2010 at 9:06 am #

        No problem. I saw that you’d published how to reset.

        You mentioned that the attachments didn’t seem to work for you, but I found that they did come down from my Apps account – go figure!

        • groovinJackman December 15, 2010 at 9:12 am #

          Interesting! I’ll have to give that a try later.

  2. gwSocal January 6, 2011 at 8:42 pm #

    How would you go about adding a public calendar. For example, my school uses google calendars to put together our schedule so that we can view our schedule..but we can’t make changes to it.

    thanks

  3. Anton January 30, 2012 at 6:35 am #

    From your method I find it only provides a view onto the google apps and gmail calendars. I am unable to create appointments in Outlook in the appropriate calendar. However your write explains that “You can now view, edit and update your Google Calendar from Outlook 2010″.

    Please help as I am unable to configure the 2010 outlook client beyond a view.

    Thanks

    • Mark February 6, 2012 at 11:38 am #

      The instructions were very easy to follow, but am having the same problem as Anton. I can see the folder and all the entries, but I can not add or update. Running Office 2010 Pro.

  4. Dave February 20, 2012 at 8:33 am #

    when I attempt to add or edit the google calendar in outlook, I get the message “you cannot make changes to this read-only folder”
    is it possible to change that?
    Thx
    Dave

  5. NotDave March 12, 2012 at 11:31 pm #

    Dave: I believe this is a read only calendar, the author is unfortunately incorrect.
    You can have Outlook Calendar sync for ONE calendar only with Google Calendar Sync (free) but that’s it :/

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