How to Sync Google Calendars with MS Outlook: A Complete Guide

Calendars are a central part of our daily schedules, helping us organize meetings, events, and activities. Many email services, both web-based and desktop-based, use calendars to manage these events, and one of the most common formats for storing calendar events is ICS.

If you're switching from Gmail (Google Workspace) to Microsoft Outlook, it’s essential to sync your Google Calendar and transfer your emails to ensure smooth access across platforms. In this guide, we'll show you how to sync your Google Calendar with Outlook.

Why do User Sync Google Calendar with MS Outlook?

While Gmail offers excellent Calendar features accessible from anywhere with an internet connection, MS Outlook is often preferred for office-based tasks because of its seamless integration with Microsoft Office tools and offline accessibility. Syncing your Google Calendar with Outlook means you can view your schedule within Outlook, keeping all your information in one place without needing to switch between apps.

How to Sync Google Calendar with MS Outlook

Steps to Sync Google Calendar with Outlook 2016:

1. Open your browser, log in to your Gmail account, and go to the My Calendars option.
2. Under My Calendars, choose the calendar you want to export and click on Calendar Settings.
3. In the Calendar Settings, find the Private Address section and choose the ICAL option. Right-click on the calendar URL and select Copy Shortcut.
4. Add Calendar to Outlook:
   • Open MS Outlook 2016.
   • Go to File > Account Settings.
   • In the Account Settings window, click on the Internet Calendars tab and select New.
   • Paste the copied URL into the New Internet Calendar Subscription box and click Add.
   • Choose a name for the calendar and click OK.

Now, when you open Outlook, you'll be able to view your Google Calendar events directly within Outlook!

Syncing Google Calendar with Older Versions of Outlook (2013, 2010, 2007):

The process is similar for older versions of Outlook. You’ll still need to copy the Google Calendar’s private ICAL address and follow the steps to add it to the Internet Calendars section in Outlook. Once added, your Google Calendar will appear alongside your Outlook Calendar.

Benefit of Using SoftMagnat Gmail to PST Exporter

• Ease of Use: Even non-technical users can easily transfer Gmail data.
• Complete Data Transfer: Emails, calendars, contacts, and even Google Drive documents can be backed up.
• No Data Loss: Ensures that all Gmail data is transferred without any risk of loss.
• PST Format: Converts Gmail data into a PST file that can be easily imported into any version of MS Outlook.

How to Export Google Calendar to Outlook with SoftMagnat:

1. Install the SoftMagnat Gmail Backup Tool on your Windows system.
2. Enter your Gmail credentials (username and password).
3. Choose the items you want to export (emails, contacts, calendars, etc.) and select the Outlook PST format.
4. Set a location where you want to save the exported file and apply any necessary filters.
5. Click the Export button to begin the process.

After the export process is complete, you’ll have a PST file that contains all your Gmail data.

How to Import PST File into Outlook

Once you’ve exported your Gmail data into a PST file, follow these steps to import it into Outlook:

1. Launch MS Outlook.
2. Select the Import/Export option.
3. In the Import/Export wizard, choose Import from another program or file and click Next.
4. Click the Browse button to locate the PST file you exported earlier.
5. Choose the folder you want to import the data into and click Finish.

Now, all your Gmail emails will be accessible within Outlook!

Conclusion

Whether you're looking to sync your Google Calendar with MS Outlook or export Gmail emails to Outlook, this guide provides simple methods for both tasks. The manual process is straightforward for calendar syncing, while a professional tool like SoftMagnat makes exporting emails a breeze. Choose the method that best fits your needs and technical skill level.