With both G-Suite and Office 365 widely used across the university, many employees need to manage events in both Google and Outlook calendars. 

On their own, these two applications don’t communicate well—events often have to be created separately in each calendar. However, syncing calendars with the Microsoft Power Automate tool can help mitigate some of these issues.  

Available within Office 365 for Virginia Tech students, faculty, and staff, Microsoft Power Automate allows you to create, modify, and delete events in your preferred calendar application (Outlook or Google), and have your events automatically update in the other application. Using Microsoft Power Automate to sync calendars allows you to

  • Make your schedule availability visible to more people; 

  • Ensure event details are correct across the different calendars that you manage; and

  • Use a single “sending” calendar to update multiple “receiving” calendars.

How to sync calendars using Microsoft Power Automate

A step-by-step guide to syncing your calendars using Microsoft Power Automate is available in the 4Help Knowledge Base here. Choose a workflow to configure based on which calendar you prefer to use when creating and managing events:

  • If you prefer Outlook Exchange Online > Choose the Microsoft to Google Flow (Microsoft is your sending calendar).

  • If you prefer Gmail > Choose the Google to Microsoft Flow (Google is your sending calendar).

Once you determine your sending calendar, download the appropriate Zip file (located in the “Flows” table in the Knowledge Base article), and then follow the steps to set up the Power Automate workflow that will sync your calendars.

What are the limitations of Power Automate for calendar syncing?

Power Automate works well for most Virginia Tech users’ needs. However, to ensure you set up the best workflow for your needs, be aware of the following: 

  • You cannot sync calendars in both directions. In other words, you cannot use both the Google to Outlook workflow and the Outlook to Google workflow at the same time.

  • Some event information may not sync, due to variations in how the different calendar applications send and receive information. However, the most commonly needed event information will sync, including: start/end date and time, event title and description, and location. 

  • Use only one flow pointing to the same calendars at a time to avoid errors such as undesired event replication.   

To learn more about Microsoft Power Automate, visit the product page. If you have questions about using Power Automate to sync your calendars, 4Help is here to help. Submit a ticket at https://4help.vt.edu/ or call the help desk at 540-231-4357 to request help at any time.