How to Sync Google Calendar: Complete Guide

TL;DR
This is your How to Sync Google Calendar: Complete Guide. Learn how to sync Google Calendar with other Google accounts, Outlook, and Apple Calendar. Follow the step-by-step instructions for each scenario, use the troubleshooting tips, and enjoy reliable, up-to-date calendars across all your devices. If you manage multiple calendars, consider using Caltsu to automate and simplify your syncs.

Knowing how to sync Google Calendar quickly is essential if you run multiple accounts, share schedules with teams, or rely on different calendar apps. Below, you'll find practical, step-by-step instructions for the most common sync scenarios.

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How to Sync Google Calendar: Complete Guide Prerequisites

Before you start, confirm these basics:

• You have access to the Google account(s) involved (email and password or authorized OAuth).
• You can sign in to third-party apps (Outlook, Apple Calendar) on the device you'll use.
• You know whether you need one-way (view-only) or two-way (edit) sync.
• You've backed up any critical calendar events if you'll be deleting or replacing calendars.

Tip: If you manage multiple work and personal accounts, enable 2-step verification and create an app password for legacy apps that require it.

Related reading: Learn more about calendar sync fundamentals in our [Caltsu sync overview].

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How to Sync Google Calendar: Share One Google Calendar with Another Google Account (One-Way View)

Use this method when you want one account to view a calendar owned by another account.

1. Sign in to Google Calendar with the account that owns the calendar.
2. On the left, under "My calendars," hover over the calendar and click the three-dot menu → Settings and sharing.
3. Under "Share with specific people," click Add people.
4. Enter the email address of the account you want to share with.
5. In the permission dropdown, choose "See all event details" (view-only) or a higher permission if needed.
6. Click Send. The recipient accepts the invitation in their email or notifications.

Expected time: Under 2 minutes per calendar.

⚠️ Warning: Sharing grants access based on the permission level you select. Don't use "Make changes and manage sharing" unless you want the recipient to fully control the calendar.

For automated multi-account syncing, check out our guide on [calendar sync best practices].

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How to Sync Google Calendar: Complete Guide to Importing a Calendar from One Google Account to Another (One-Time Copy)

Use this method when you want a static copy of events in another account—no live sync involved.

1. Sign in to the source Google Calendar account.
2. Click the three-dot menu next to the calendar → Settings and sharing → Export calendar.
3. Download the .zip file and extract the .ics file.
4. Sign in to the destination Google account and open Google Calendar.
5. Click the + icon next to "Other calendars" → Import.
6. Choose the .ics file, select the destination calendar, and click Import.

Note: This imports events as a snapshot. Any changes you make later won't sync between accounts.

Tip: Use this approach for archival copies or one-off migrations.

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How to Sync Google Calendar: Complete Guide to Syncing with Outlook (Two-Way)

This section covers syncing Google Calendar into Outlook and enabling updates in both directions where possible.

A. Add Google Calendar to Outlook (Windows Outlook App — View Only by Default)

1. Open Google Calendar → click the three-dot menu on the calendar → Settings and sharing.
2. Under "Integrate calendar," copy the "Secret address in iCal format."
3. Open Outlook desktop → File → Account Settings → Account Settings → Internet Calendars → New.
4. Paste the iCal URL and click Add. Name the calendar and finish.

B. Enable Two-Way Sync (Recommended: Use an External Connector)

Native Outlook and Google don't provide robust two-way sync for personal accounts. Here's how to set it up properly:

1. Install a trusted connector (such as Caltsu or G Suite Sync for Business) that supports two-way sync between Google and Outlook.
2. Authorize both your Google and Outlook accounts in the connector.
3. Configure which calendars to sync, the direction (one-way or two-way), and your conflict rules.
4. Start the sync and monitor the first run for any issues.

Tip: When using third-party connectors, allow extra time for the initial full sync. Large calendars can take longer to process.

⚠️ Warning: Using the iCal URL in Outlook typically provides read-only updates and may lag behind real-time changes.

Read our article about [choosing the right calendar sync tool] for two-way syncing.

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How to Sync Google Calendar: Complete Guide to Syncing with Apple Calendar (macOS/iOS)

A. macOS (Calendar App)

1. On your Mac, open System Settings (or System Preferences) → Internet Accounts.
2. Click Google → sign in and allow Calendar access.
3. Open the Calendar app. Your Google calendars will appear under "Google."
4. Check or uncheck calendars to show or hide them.

B. iPhone/iPad (iOS)

1. Open Settings → Mail → Accounts → Add Account → Google.
2. Sign in and toggle Calendars on.
3. Open the iOS Calendar app to view your Google events.

Two-way sync: macOS and iOS sync supports two-way edits for Google calendars by default.

Tip: If events don't appear, force a calendar refresh in the Calendar app or toggle the account off and on again.

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How to Sync Google Calendar: Troubleshooting and Tips

Common Problems and Fixes

Missing events?

• Check that the correct calendar is selected in the app.
• Confirm the event isn't hiding in a different calendar under your account.

Seeing duplicate events?

• Duplicates often appear when you've added the same calendar multiple ways (iCal URL + Google account). Remove one source to fix this.

Slow updates?

• Read-only iCal imports update on a schedule, not in real-time. Use an authenticated sync (OAuth) or a connector like Caltsu for near-real-time updates.

Permission issues?

• Ensure the owner granted the correct permission level. Re-invite if needed.

Quick Wins

• Use clear calendar names and colors for easy identification.
• Limit sync to only the calendars you actively use—this reduces clutter and speeds up sync time.
• Test sync with a small sample calendar before rolling out to your full setup.

For advanced troubleshooting, refer to our [calendar sync troubleshooting guide].

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How to Sync Google Calendar: Security and Privacy Notes

• Use OAuth-based connections whenever possible—they're more secure than password-based methods.
• Limit sharing permissions across accounts. Grant only the minimum access needed.
• Review third-party app access regularly in Google Account → Security → Third-party apps with account access.

Tip: If you use Caltsu, you can centralize permissions and auditing for all your connected calendars in one place.

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How to Sync Google Calendar: Expected Outcome

After following the appropriate section above, you should have:

• Shared or synced calendars visible on the target account or app.
• Changes reflected according to the sync type (real-time for OAuth/two-way, periodic for iCal).
• Fewer missed meetings, clearer cross-account visibility, and no more manual copying.

Verify Your Success

1. Create a test event on one side and confirm it appears (and updates or deletes) correctly on the other.
2. Check for duplicates and verify permissions one final time.

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Ready to Simplify Your Calendar Sync?

If you manage many calendars or need reliable two-way sync across Google, Outlook, and Apple devices, Caltsu simplifies setup and keeps your calendars aligned automatically. Explore our [Caltsu calendar sync overview] to learn how to automate syncs and reduce manual work.

Ready to save time? [Try Caltsu] to start syncing calendars seamlessly.

Related resources: [Calendar sync best practices], [Caltsu troubleshooting guide], [Caltsu sync overview], [choosing the right calendar sync tool].