How to Synchronize a SharePoint Calendar With an Outlook Calendar

Written by irene a. blake
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How to Synchronize a SharePoint Calendar With an Outlook Calendar
(Pixland/Pixland/Getty Images)

A Microsoft Office SharePoint calendar helps companies provide employees with a single, central tool for sharing events, appointments and other calendar information. Instead of multiple calendar tools or e-mailed updates, SharePoint users approved to make changes to a company's calendar can share updates with other employees through the SharePoint website, either directly on the website or from Outlook. These users, as well as other employees, can then synchronise the SharePoint calendar for viewing and/or editing in Outlook.

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  1. 1

    Open Microsoft Outlook. Open the SharePoint calendar on the SharePoint website.

  2. 2

    Connect the SharePoint calendar to Outlook by clicking the “Link to Outlook” button on the SharePoint website. Confirm the connection request by clicking the “YES” button on the pop-up window that opens. The two calendars, Outlook and SharePoint, should now appear in a default side-by-side view in the Outlook window and the SharePoint calendar title should appear in the "Other Calendars" section on the Outlook sidebar.

  3. 3

    Right click your SharePoint calendar’s name under “Other Calendars” section, on the sidebar in Outlook. Click “Refresh.” This will refresh the SharePoint calendar in Outlook with updates from the SharePoint website.

  1. 1

    Open Microsoft Outlook and the SharePoint website calendar.

  2. 2

    Connect Outlook and your SharePoint calendar by clicking "Actions" on the SharePoint website and selecting "Connect to Outlook Synchronize items and make them available offline," from the drop-down menu. When the pop-up window opens to confirm the connection, click the "YES" button.

  3. 3

    Copy your event and appointment entries from one calendar to another. For example, click and drag an entry from your Outlook 2007 and drop it into the SharePoint calendar.

  4. 4

    Click an entry and then go to "Edit" and "Copy to Folder," for another method of copying entries between calendars. Click the "+" sign to the left of “SharePoint Lists” and then your SharePoint calendar title in the "Copy Items" window to copy an Outlook entry to SharePoint. You can also click "Calendar" under "Mailbox" to copy SharePoint entries to Outlook. Click “OK” to finish.

  5. 5

    Click the title of your SharePoint calendar under "Other Calendars." Go to the "Tools" menu and select "Send/Receive" and "This Folder," or use the "Shift" and "F9" keyboard shortcut. This will update your SharePoint calendars in Outlook and on the SharePoint website.

Tips and warnings

  • If a warning pops up while copying entries in Outlook 2007, you may have colour-coding, font styles or reminders that only work in Outlook's calendar. Choose "Yes" if you want to continue without the Outlook formatting, or go back to the original entry, edit and then copy to SharePoint.

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