Sync Smartsheet Calendar with Outlook Calendar

Cody Jorgensen

@SmartSheet Newbie

Cody Jorgensen

@Sameer K Is there a solution to the Sync issue discussed above?

AVGeek

Hoping this bumps things up - Outlook calendar sync is still very much needed. Any updates?

Monica

I am having the same issue. It's not a valuable option if it does not automatically sync.

aldermanj

The sync feature is not working with Outlook after the initial sync. Any resolution to this?

Lindsay Whitbread

Hi everybody!

I've got good news for you. I work with InfoSpark, who are a Platinum level Smartsheet partner that create connectors and add-ons for Smartsheet. We had a number of customers that required a better way of syncing events from Smartsheet into Outlook Calendar, so created a connector to do exactly that! It can work with both reports and sheets in Smartsheet.

What our connector is able to do is not just create an iCal feed, but actual event invitations that can be accepted in Outlook Calendar. There is a lot of interest for this kind of functionality so I thought it would be of interest to the group.

Info is available on the Smartsheet marketplace.
https://www.smartsheet.com/marketplace/apps/outlook-calendar-connector

Feel free to reach out directly to us if you'd like any other questions answered.

Cheers,

Lindsay

Susan L.

Has this issue been resolved? My Outlook calendar does not update with changes in the Smartsheet calendar unless I force a connection with an iCal link. I've refreshed both the Outlook and Smartsheet calendars. If synching isn't automatic, then this feature isn't as helpful as I'd hoped. I see there's a third-party solution through InfoSpark-again, not looking for a workaround solution with another product-I'd like SS to simply synch to Outlook "automagically"

cleo.ber

@Susan L. I was encountering the sync issue until I followed these steps:

Modify Your Shared Calendar Settings 

1. From the Calendar in Outlook, 
2. go to File (bar at top of the screen) 
3. Select Account Settings, then click Account Name and Sync Settings 
4. A new window will appear, click the More Settings button in the bottom left 
5. A new window will appear, select the Advanced tab 
6. Uncheck the box that say Turn on shared calendar improvements 
7. Select Apply, then OK and the smaller window will close 
8. Select Next at the bottom, then Done 
9. Exit and reopen your Outlook program to restart 

Also make sure you have the internet calendars checked for the automatic Send/Receive option (instruction below if you need them):

Sync Smartsheet Calendar with Outlook Calendar (once added via URL link) 

(This makes sure your Outlook calendar will get changes/updates from the Smartsheet calendar) 

1. From the Calendar in Outlook,  
2. go to File (bar at top of the screen)  
3. Select Options (lower left-hand corner) 
4. A new window will open, click Advanced (left-hand toolbar) 
5. Scroll down to Send and Receive > click Send/Receive button on right-hand side 
6. A new window will open, select the Group Name “All Accounts” and check the box for “schedule an automatic send/receive every (blank) minutes” > (change time to desired time frame…suggested 3-5 minutes so as not to overwork servers)  
7. Double-click on the Group Name “All Accounts”  
8. A new window will open, in the section labeled “Folder Options” make sure the box next to “Calendar” in the white window is checked  
9. Click on Internet Calendars in the left-hand window and make sure the One Time Events calendar box is checked 
10. Click OK to close that window   
11. Close on the Send/Receive Groups window  
12. OK to exit the Outlook Options window 

Hope this helps!

ANGELAPRIOR

@cleo.ber thank you for this helpful information! I followed the steps that you outlined and noticed that the sync only works when I manually force it by hitting Send/Receive. Can you confirm if the steps you provided are to allow for automatic syncing? Right now I have it set to Schedule an Automatic Send/Receive every 3 minutes, but through the course of testing this doesn't appear to work unless manual intervention is applied.

Humashankar

Great Insight

ANGELAPRIOR

@Susan L. , did the solution provided by @cleo.ber work for you?

@cleo.ber , not sure if you were tagged in my previous response but I followed the instructions you provided and am still unable to see any changes made in my Smartsheet calendar view reflected in the published Outlook calendar.

cleo.ber

Hi @Susan L. & @ANGELAPRIOR -

Sorry! Just got the message I was tagged. In your "Internet Calendars" have you unchecked the box below?

You can find this by going to File > Account Settings > Account Settings > Internet Calendars and then clicking on the calendar you want to sync

ANGELAPRIOR

@cleo.ber , thanks! I do have this unchecked. Below are some screenshots of my other settings in case you can possibly pinpoint where I went wrong? Again, it works great but only if I manually force Send/Receive; my Outlook calendar will not update on its own.

cleo.ber

@ANGELAPRIOR Thanks for sending all the screenshots! That's so odd, because I think all my settings look like yours…. Maybe a dumb question, but do you have the "send immediately when connected" box checked? And have you restarted outlook after making all these changes?

ANGELAPRIOR

@cleo.ber , I'll be honest - I didn't even consider something as simple as restarting Outlook after modifying! I'm going to start from scratch with all of my settings now that I know they are correctly setup (and have ensured restart) and continue with testing my calendar.

I suspect this may be a Microsoft 365 thing but I'm going to keep testing before I give any weight to that theory. Appreciate you doing this deep-dive with me!