How to Sync Google Calendar from Outlook: Step-by-Step Instructions

TL;DR

Trying to manually check both your work Outlook and personal Google calendars is a fast track to a double-booking disaster. Here is the quick guide to connecting them:

Subscribe (View Only): Good for seeing work events on your personal phone. Publish your Outlook calendar to a URL and add it to Google. Updates can take up to 24 hours.
Import/Export (One-Time): Good only if you are permanently moving from Outlook to Google. It does not update new events.
Caltsu (Real-Time Sync): The best option for blocking busy time. It syncs availability instantly, protects event privacy, and works both ways.

You have your work schedule in Outlook. You have your personal life in Google Calendar. And right now, you are stuck flipping between two apps to figure out if you’re free for a dentist appointment or a team happy hour.

It’s annoying. More importantly, it’s risky.

When you don't sync Google Calendar from Outlook, you create blind spots. You accept a meeting on Tuesday at 2 PM because your Google Calendar looked clear, forgetting completely about that client call in Outlook.

This guide covers three ways to fix this visibility problem, ranging from free built-in features to automated syncing tools that actually protect your privacy.

When You Need to Sync from Outlook to Google Calendar

Most people looking for this solution fall into one of two camps:

The Viewer: You just want to see your work schedule on your personal phone widget. You don't need to edit the events; you just need to know where you're supposed to be.
The Blocker: You need your Outlook events to actually block off time on your Google Calendar so friends or family (or scheduling links) don't double-book you.

If you are a "Viewer," Option 1 below works fine. If you are a "Blocker," skip straight to Option 3.

This is the standard, free method. It creates a one-way window. You can see your Outlook events inside Google, but you cannot edit them, and Google won't treat that time as "busy" for scheduling links.

Warning: Google Calendar refreshes these "subscribed" calendars slowly. Sometimes it takes up to 24 hours for a new Outlook meeting to show up on your Google side. If your schedule changes fast, this might be too slow.

Step 1: Get Your Link from Outlook

We recommend doing this from Outlook on the web (OWA), as the desktop app menus change frequently.

Open Outlook Web and click the Calendar icon.
Click the Gear icon (Settings) in the top right.
Click Calendar > Shared calendars.
Under "Publish a calendar," select the calendar you want to sync (usually "Calendar").
Select permissions. Choose Can view all details if you want to see meeting names, or Can view when I'm busy for privacy.
Click Publish.
Two links will appear. Copy the ICS link (not the HTML one).

Step 2: Add to Google Calendar

Open Google Calendar on your computer.
On the left sidebar, find "Other calendars" and click the + button.
Select From URL.
Paste the ICS link you copied from Outlook.
Click Add calendar.

That’s it. Your Outlook events should appear in a different color. You can toggle them on and off, but you can't change them from Google.

Option 2: Export from Outlook, Import to Google (One-Time)

Honestly, you probably shouldn't use this method for day-to-day management.

Exporting and importing creates a static snapshot. It’s like taking a photograph of your schedule. If you add a meeting to Outlook five minutes after you import, that meeting won't exist in Google.

Use this method only if you are permanently migrating away from Outlook and want to bring your old meeting history with you.

The Steps

In Outlook (Desktop), go to File > Open & Export > Import/Export.
Choose Export to a file and click Next.
Select Comma Separated Values (CSV).
Select your Calendar folder.
Save the file to your desktop.
Go to Google Calendar > Settings > Import & Export.
Upload the file and click Import.

Again, this does not keep things in sync. It just moves data. If you want ongoing visibility, ignore this option.

Option 3: Real-Time Two-Way Sync with Caltsu

The native options above have two major flaws: Privacy and Availability.

When you share an Outlook link (Option 1), you often have to choose between sharing everything (meeting titles, notes, attendees) or almost nothing. Plus, those events don't actually block your availability. If you use a scheduling tool on your Google Calendar, it will still see those Outlook times as "free."

This leads to double-booked meetings despite your best efforts.

Caltsu fixes this by creating actual event copies that act as placeholders.

How to set it up:

Sign up for Caltsu (it takes about 30 seconds).
Connect both accounts: Add your Microsoft (Outlook) account and your Google account.
Create a Sync Connection: Tell Caltsu to sync from Outlook to Google.
Choose Privacy Settings:
- Recommended: Set it to sync as "Busy" with a title like "Work Event."
- This keeps your specific meeting details private, but ensures the time is blocked off on your personal calendar.

Why this works better

It's Fast: Unlike the 24-hour lag with Google's subscription feature, Caltsu updates essentially in real-time.
It Blocks Time: Because Caltsu creates a real event on your Google Calendar, other apps see you as busy.
It's Private: Your spouse sees "Work Event" instead of "Performance Review with HR."

What Gets Synced (and What Doesn't)

Understanding the limitations of each method saves you from frustration later. Here is the breakdown of what actually transfers when you try to sync Google Calendar from Outlook.

With Subscription (Option 1):

Time & Date: Yes.
Event Title: Yes (if permissions allow).
Reminders: No. Google won't alert you for Outlook events.
Color Coding: No. Google assigns one color to the whole calendar.
Availability: No. These events do not mark you as "busy" to scheduling tools.

With Caltsu (Option 3):

Time & Date: Yes.
Availability: Yes. These are real events that block time.
Privacy Controls: Yes. You control the title and visibility.
Reminders: Yes. Since it's a real event, you can set Google to remind you 10 minutes before.

Next Steps

If you are just casually checking your work schedule once a week, the free URL subscription method (Option 1) is likely enough. It’s clunky, but it works.

However, if you are missing meetings, getting double-booked, or tired of managing two separate lives, you need a tool that actively manages your availability.

Don't let a "free" calendar slot cause a professional headache.

Ready to fix your schedule? Try Caltsu for free and get your Outlook and Google Calendars talking in less than two minutes.

How to Sync Google Calendar from Outlook: Easy Guide