Best practices in Outlook Calendar

If you're using G Suite Sync for Microsoft® Outlook® (GSSMO) to synchronize Outlook Calendar, here are some best practices to follow. 

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Creating events

Tips for creating events

When you create calendar events in Outlook, do not:

  • Set optional attendees. They will appear as Required to everyone else.
  • Attach documents, pictures, or contacts to events because no one else can see them. For documents, you can paste the URL in the event instead.
  • Save a calendar event without intending to send it. If you save changes to an event, attendees' calendars are updated whether you send the event or not.
Automatically add invitations to your calendar

To ensure that events created by Outlook and Exchange users who don’t use G Suite appear in your calendar, you should automatically add invitations to Google Calendar.

To turn on automatic additions:

  1. On your computer, open Google Calendar.

    You need to open Calendar on the web, not the app. 

  2. At the top right, click Settings Settings and then Settings.
  3. In the Event settings section under Automatically add invitations, select Yes
In Outlook 2016, don’t save a calendar event with HTML format

In Outlook 2016, calendar events with descriptions that:

  • Contain unsupported HTML formatting; or 
  • Exceed the maximum permitted length for Google Calendar event descriptions  

synchronize to Google Calendar as plain text without the HTML formatting. (You'll continue to see the HTML format in Outlook but only plain text in  Google Calendar.) The first time you lose the HTML format in the event, you'll get an email notification. After that, you'll only see a message in your Sync Issues folder.

If you don't want to lose the formatting, save your Outlook 2016 calendar events using Rich Text Format (RTF), rather than HTML. 

Use RTF format for all calendar events

This can affect other Outlook accounts in your profile that don't synchronize with GSSMO.

  1. In Outlook 2016, click File and then Options.
  2. On the left, click Mail.
  3. Next to Compose messages in this format, select Rich Text.
  4. Click OK.

Use RTF format for a single calendar event

  1. Each time you create a calendar event in Outlook 2016, at the top, click Format Text.
  2. Click Rich Text.

Time zones

Set your time zone in Google Calendar

You should set your current time zone in Google Calendar to ensure that events are scheduled correctly in Outlook. If you travel to another time zone, you can temporarily update the time zone so events display at the local time.

How to set your current time zone

  1. On your computer, open Google Calendar.

    You need to open Calendar on the web, not the app. 

  2. At the top right, click Settings Settings and then Settings.
  3. In the General section under Time zone, select your correct Primary time zone.

You can also set a calendar-specific time zone for any calendar other than your primary calendar. Learn more about how to Use Google Calendar in different time zones.

Sharing and delegation

Delegate a calendar

You can let an assistant manage your calendar from Outlook by creating events and responding to invitations on your behalf. To work with GSSMO, you set up delegation in Google Calendar, not in Outlook. To learn how, see Delegate your calendar with GSSMO.

Set up calendar sharing

Available with GSSMO version 1.8 and later

If you want to share your calendar with other G Suite users, see Share a calendar using GSSMO.

Improve performance

Sync only your main calendars

You can improve performance in Outlook by syncing only the calendars you're currently using. For details, see View and manage your calendars.

Using other sync tools

Stop using any other calendar-sync tool

If you're 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 duplication and data corruption. We recommend that you sync your calendars only with GSSMO.

If you're using Calendar sync or another tool with your personal Google Account (ends with @gmail.com), you shouldn’t encounter any problems with GSSMO.

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