Best practices in Outlook Calendar

When using Outlook Calendar with G Suite Sync for Microsoft® Outlook® (GSSMO)...

Set your time zones in Google Calendar. Set your current time zone to ensure that events are scheduled correctly in Outlook. If you travel to another time zone, you can temporarily update this time zone so events on your calendars display at the local time.

How to set your current time zone
  1. Open your Google Calendar.
  2. Click Settings, then Settings.
  3. On the General tab, verify that Your current time zone is set your time zone.

Set a calendar-specific time zone for any calendar other than your primary calendar. This setting should remain the same, even when you travel.

How to set an individual calendar's time zone

If you don't set the correct time zone, all-day events in Outlook won't show up as all-day events in G Suite.

  1. Open your Google Calendar.
  2. Click Settings, then Settings.
  3. On the Calendars tab, click your calendar.
  4. Under Calendar Details, scroll down and verify that the Calendar Time Zone is set to your primary time zone.

Enable the "Automatically add invitations to my calendar" setting. This ensures that events created by Outlook and Exchange users who aren't using G Suite are added properly to your calendar. Find this setting by signing in to Google Calendar in the web interface and going to your Google Calendar settings.

If you track a lot of calendars, you can improve performance in Outlook by synchronizing only the calendars you're using now. For details, see View and manage your calendars.

Set up calendar delegation from Google Calendar, not Outlook. You can let an assistant manage your calendar from Outlook by creating events and responding to invitations on your behalf. But you set this up in your Google Calendar web interface, not using the Delegates tab in Outlook's Options dialog (which isn't available with GSSMO). To learn how, see Delegate your calendar with GSSMO

Set up calendar sharing from Google Calendar, not Outlook (requires GSSMO version 1.8 or later). You can share a calendar with other people in your domain, or even publicly. But you set this up in your Google Calendar web interface, not using Outlook's "Share my Calendar" link, which isn't available with GSSMO. For details, see Share a calendar with Outlook users.

Stop using any previous calendar sync tool (Google Calendar Sync). If you've already been syncing calendar events between Outlook and your G Suite account using Google Calendar Sync, you should stop using that tool when using GSSMO. Using both sync tools with the same G Suite account can result in duplicate or corrupt data. We recommend that you disable Calendar Sync for this account, and sync your calendars only with GSSMO.

If you're using Calendar Sync with another Google account (not one you're using with GSSMO), that should be OK. In that case, you won't encounter any problems with GSSMO.

Don't save a calendar event without intending to send. Saving changes to an event updates attendees' calendars whether or not you send.

When creating calendar events in Outlook, don't bother to:

  • Set optional attendees. They will appear as Required to everyone else.
  • Attach documents, pictures, or contacts to events since no one else will see them. For documents, just paste in the URL.
  • Use bold, italic, or other text formatting in event descriptions since formatting won't show up for other users.
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