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Different ways to connect SharePoint Calendar to Outlook

SharePoint calendar and Outlook are the most used tools to maintain events. What if we can connect our SharePoint calendar to Outlook? It will be a great help as we won’t require to open the SharePoint calendar every time we want to see any event setup in the SharePoint calendar.

Add or Sync SharePoint calendar to Outlook

  • Open your SharePoint Calendar.
  • From Ribbon, Click on CALENDAR >> Connect to Outlook
  • Connect to outlook navigation from sharepoint calendar
  • It might prompt to open the Outlook. Click on the button as shown in the screenshot.
  • open outlook prompt
  • It will prompt: Connect this SharePoint application to Outlook? Click on Advanced if you want to change the folder name
  • Connect to SharePoint application to Outlook advanced button
  • Here you can see a few properties listed. Let’s try to understand them. Connect to SharePoint application to Outlook advanced properties
    • Folder Name: By default, it will be your SharePoint site’s Title. You can change the name here and the calendar will be saved with the same name in your Outlook.
    • List Name: Name of the Calendar list to which the outlook is synced
    • Type: Type of the list
    • Location: Absolute URL of the calendar list
    • Permission: The permission given by SharePoint to Outlook
    • Description: Set the description if you want.
    • Display this list on other computers with the account: You can tick this box to enable the SharePoint calendar to display on other computers than this having the same account listed here.
  • Click on OK
  • It will go back to the same popup window. Now click on Yes.
  • You can see the calendar added on the left side in Other Calendars.
  • shrepoint calendar in outlook
  • The benefit of connecting the SharePoint calendar with Microsoft Outlook is that it is a two-way process. You can create an event in outlook and it will be synced back in SharePoint. Please follow the steps below to know more.

Create an Event in Outlook and Sync to SharePoint

  • You can also create an event in Outlook and it will be synced in the SharePoint calendar.
  • From the outlook, double click on a date and add a subject line. At the bottom of the outlook client, you can see the calendar List name from SharePoint, refer highlighted text in the screenshot below.
  • create outlook event to sync in sharepoint
  • Save this event.
  • Now open your SharePoint calendar that you have connected.
  • You can see the event is also displayed/synced here.
  • outlook event synced in sharepoint

Add or Sync SharePoint Task List to Outlook

  • First, you need to create a Task List
  • In outlook also, we can define tasks.
  • The tasks that we create in SharePoint, can connect them directly with Outlook so that we don’t need to open the SharePoint site whenever we want to go through all the tasks.
  • Now, go to the task list, from Ribbon menu >> click on Connect to Outlook.
  • Connect to outlook navigation from sharepoint task list
  • It might prompt to open the Outlook. Click on the Open Outlook button
  • Then It will prompt: Connect this SharePoint application to Outlook? Click on Advanced if you want to change the folder name.
  • Here you can see a few properties listed. You can get the idea of them from the section mentioned in the above steps.
  • Click on OK
  • It will go back to the same popup window. Now click on Yes.
  • You can see the task list added on the left side in outlook.
  • SharePoint Task List in Outlook
  • There are a few things you can observe here.
    • You can access Tasks from the left-hand side of the outlook window from Other Tasks drop-down >> Your Folder, as shown in the screenshot. You can also access Tasks using a small tick icon from the Left bottom section of the outlook.
    • The task is crossed-out by a line as the task is complete. You can still revert it and make it In-Progress just by clicking on Mark Complete button from Ribbon.
  • The benefit of connecting SharePoint Tasks with Microsoft Outlook is that it is a two-way process.
  • You can Create OR Update OR Delete the tasks over here and the same will be updated immediately in the SharePoint tasks list and the same set of actions you can perform in the SharePoint tasks list and in outlook, they will be reflected. 

Add or Sync SharePoint Document Library to Outlook

  • Create a document library and put some documents in it.
  • Now, we can sync this document library to the Outlook.
  • Make sure your outlook has enough memory as the larger document library can lead to consuming Outlook space very quickly.
  • Go to your document library >> Ribbon >> Click on Connect to Outlook.
  • It might prompt to open the Outlook. Click on the Open Outlook button
  • Then It will prompt: Connect this SharePoint application to Outlook? Click on Advanced if you want to change the folder name.
  • Here you can see a few properties listed. You can get the idea of them from the section mentioned in the above steps.
  • Click on OK
  • It will go back to the same popup window. Now click on Yes.
  • You can see the Document Library added on the left side in outlook in SharePoint Lists drop-down.
  • SharePoint document library in outlook
  • Connecting SharePoint Document Library is ONEWAY process only, that means like the other two methods we saw above, we cannot create documents in Outlook to sync them back to SharePoint Library.
  • The other notable point is that you cannot sync the document properties to outlook. You can only sync the document residing within the document library.

Please write to us in the comment box below to let us know any other way to sync SharePoint object to and from Outlook, we will try to cover them here.


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