Outlook Calendar events populating Smartsheet?

Matthew Drake

Good morning,

I have attempted to search the answer but not having much luck.

My question is:

The team I am apart of currently use Outlook calendars to record the various event sessions taking place throughout the day in different rooms.

We have begun using Smartsheet to record the events so we can display the statistical to various departments.

Is there an easy way so that link / input the information from outlook calendar to Smartsheet?

We are considering the Smartsheet app however were some issues regarding time displayed.

(each event is booked based upon time slots available, and from what I saw from: https://community.smartsheet.com/discussion/83599/calendar-time-hour-minutes, this option is not as user friendly as Outlooks calendar).

Thank you very much for your time,

Matthew

Genevieve P.

Hi @Matthew Drake

There currently isn't a way to overlay an Outlook Calendar on top of a Smartsheet Calendar; you can do the reverse, publish dates from Smartsheet into Outlook.

Please provide your feedback to the Product team through this form, here.

Thanks,

Genevieve

Genevieve P.

Hi @Matthew Drake

There currently isn't a way to overlay an Outlook Calendar on top of a Smartsheet Calendar; you can do the reverse, publish dates from Smartsheet into Outlook.

Please provide your feedback to the Product team through this form, here.

Thanks,

Genevieve

Matthew Drake

Thank you very much for the information Genevieve.

I will read into the link you provided.

Have a nice day.

Matthew.

LBeam

https://community.smartsheet.com/discussion/89819/outlook-calendar-events-populating-smartsheet

Is there a way to sync a report calendar or more than smartsheet calendar to outlook? We have multiple sheets in a report that feeds our global calendar, our leadership team wants these to show up in their Outlook calendars.

Genevieve P.

Hi @LBeam

No, publishing a Calendar to Outlook is not currently supported by a Report type of Smartsheet item; you would need to have all the dates in a Sheet. (See the bullet points at the bottom of this Help Article).

Cheers,

Genevieve

Kenji

Is this still the case today?

I want to publish an event calendar by reflecting the events in my Outlook calendar in Smartsheet.

Genevieve P.

Hi @Kenji

Yes, this is still currently the case today. 🙂

Kenji

Hi @Genevieve P.

Thank you!

Do you plan to develop the ability to create Smartsheets from Outlook Calendar in the future?

Genevieve P.

No problem!

You can submit your feature request to the Product team by creating an Idea Post in the Smartsheet Product Feedback and Ideas topic here in the Community. This will allow other users to vote on your enhancement idea! The Product team reviews top-voted post once per month and provides a status update.

Cheers,

Genevieve

Pam Ferguson

That would be a great thing! We found a work around utilize PowerBi to move the items over into Smartsheet. It has been working great.

PMcLane

https://community.smartsheet.com/discussion/comment/392653#Comment_392653

Can you elaboarate on how you did this? My org is using Smartsheet to show key corporate meetings and rather than create meeting in outlook and then add in smartsheet, it would be great to automate this.

Rosetta Gordon

https://community.smartsheet.com/discussion/comment/392653#Comment_392653

I am interested in learning more about this as well. We just completed a Magnet site visit at our hospital, in which I utilized smartsheet to display staff invited to meetings throughout the visit. It worked out great for the managers to see which staff were invited to which sessions. However, it was a painful process to review Outlook and transcribe invited staff and responses for easy access to leadership. @Pam Ferguson please share your process.

Thank you.

Rosetta

mamado

@Pam Ferguson this sounds like a great solution I would love to hear about how you accomplished this as well if you are able to share!

Pam Ferguson

We created a group email address that would be added to all calendar events (TeamCalendar@xxx.com). Our process is for this address to be added to all the invites as an Optional Attendee. Then we created a PowerAutomate workflow to insert a row for each new event.

For calendar events that get deleted, we created an automation to move them to a "Trash" sheet. Another quirk we found is that for some reason it writes it twice, so we just added a Remove Duplicate Additions helper column and added this formula. Action Type, iCalUId, StartDateTime are all fields that Outlook needs so we hide those columns.

=AND([Action Type]@row = "added", RowID@row <> MAX(COLLECT(RowID:RowID, StartDateTime:StartDateTime, StartDateTime@row, Activity:Activity, Activity@row, [Action Type]:[Action Type], "added", iCalUId:iCalUId, iCalUId@row)))

Lindsay Whitbread

If you're looking for a simple way to get your organisation's Outlook Calendar events synced into Smartsheet, the InfoSpark Outlook Calendar connector app can do that.

Reach out to me if you've got any other questions though - my team has been doing a lot of work with Outlook and Smartsheet lately - there are great opportunities to streamline work and save a lot of time.