Outlook Calendar integration
Maria from Planyway avatar
Written by Maria from Planyway
Updated over a week ago

This guide will show you how to connect your Outlook calendar to Planyway, allowing not only to view your Outlook events, but also to create them through Planyway.

Additionally, we'll explain how you can set up a 1-way sync (read-only integration) that allows to see your Trello cards in your Outlook calendar.

Display and modify your Outlook agenda in Planyway

If you want more than just to see your Outlook agenda in Planyway and also have the ability to modify your Outlook events or create new ones directly in Planyway, keep reading to learn how to connect your Outlook calendar.

Connect your Outlook Calendar

In the sidebar to the left, find the button +Add calendar. In the opened window, click Sign in with Outlook.

You’ll be asked to sign in to your Outlook account and allow Planyway to access the corresponding calendars.

The Outlook calendars with the permission to modify events will appear inside the selected collection in Planyway. You can choose which of them you want to see by enabling the corresponding checkboxes.

Tip: To always know which calendar a card is from, turn on the Board/Calendar toggle in the View settings. You can also group cards and events on the timeline by Board to quickly spot which calendar a card belongs to. Please check the related paragraph in our article about Google Calendar integration.

Add Outlook calendar events from Planyway

To add a new event to your Outlook Calendar from Planyway:

1. Click anywhere on the timeline or calendar.

2. In the top left corner, select the Outlook calendar to add a new event to.

3. Specify time and availability, add reminders and invitees. You can invite people from inside or outside your organization, as well as specify the location.

Note: The Location option is available only if your Microsoft administrator set up conference rooms for Outlook meetings.

Disable Outlook calendar integration

If you’d like to stop seeing your Outlook agenda inside a collection in Planyway, click to the right of the connected Outlook account in the sidebar and select Remove from collection.

See Planyway cards in Outlook Calendar

You have the option to add a read-only Outlook calendar by exporting any Trello board and incorporating it into your Outlook Calendar using a URL.

Note: Exporting Trello board(s) via URL suggests the view-only integration.

Export Trello board using iCal URL

Here’s how to proceed:

1. Open a collection containing a board you’d like to share.

2. In the sidebar to the left, find Integrate button above your Trello boards.

3. Select Outlook Calendar in the pop-up window.

4. Pick the board you want to export to your Outlook Calendar, then click Create URL.

5. Choose the sync options you prefer:

  • Sync all cards from a board or only those assigned to you.

  • Enable or disable the checklist items sync by selecting Yes or No options.

  • Sync completed cards or leave them out of your Outlook calendar.

  • Show events as busy or free.

Then, click Generate URL.

Tip: Each board is exported individually.

6. Go to your Outlook Calendar and subscribe to the Planyway calendar using the copied URL according to the Outlook instructions.

Note: This update can take more than 24 hours, although updates should happen approximately every 3 hours.

Update Preferences settings

If you need to later update the integration settings for each board, you can easily do so anytime:

1. Navigate to Integrate, and click on the field with your exported Trello board.

2. Find and click on the Preferences icon.

3. Make the necessary changes, and hit Save. Afterwards, you'll be prompted to copy the URL link and re-subscribe to this Planyway calendar in your Outlook calendar.

Updating or deleting URL linked to the exported Trello board

If you’d like to reset URL or stop seeing Trello cards from a particular board in Outlook Calendar, follow these steps:

1. Click on the Integrate button and select the field with the exported Trello board.

2. Choose one of the following options:

  • Reset URL: This option will come in handy when you need to update the URL link you've shared with other users, or in any other case. The old link will stop working after the reset.

  • Delete URL: This option allows you to completely deactivate the read-only integration with Outlook.

Tip: After deleting URL, you will still see your Planyway calendar created in Outlook Calendar. To remove it, click on the three-dot menu, select the Remove option, and confirm your selection.

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