Outlook Calendar sync

Outlook Calendar events sync automatically with your Notion database through 2sync. Create or edit an event in either app and the change appears on the other side within minutes. You choose which calendars to include, how fields map between apps, and whether sync runs in both directions or just one.

How do I get started?

Connect Outlook Calendar

1. Go to the Outlook Calendar & Notion Sync onboarding
2. Click Connect Outlook Calendar
3. Sign in with your Microsoft account
4. Grant the necessary permissions for 2sync to access your calendar
5. Select the calendars you want to sync

To add another Microsoft account, click Add a new connection and repeat the steps above.

Connect Notion

You can connect Notion in two ways:

Using the 2sync template:

1. Click Connect with Notion
2. Select Use a template provided by the developer
3. Click Allow access

Notion duplicates the default Agenda template to your workspace, and 2sync automatically detects the database. See setting up a Notion database for more options.

Using your own database:

1. Make sure your database is connected to 2sync: click (•••) > Add connections > 2sync on the database page
2. Select the database (not a view or page)
3. Copy the database link from (•••) > Copy link
4. Paste the link when prompted during setup

Select a default calendar

When syncing multiple calendars, one must be the default asset. New events created in Notion sync to this calendar unless you specify otherwise.

Set the default in the Calendar Connections tab by clicking Set as default next to your preferred calendar.

How do I map fields between Outlook Calendar and Notion?

Field mapping controls how data transfers between Outlook Calendar and Notion. You can set the sync direction for each field independently. For a complete reference of every supported field, see Outlook Calendar fields.

Sync directions

• 2-way Sync: Changes in either app update the other
• 1-way to Notion: Outlook changes update Notion, but not vice versa
• 1-way to Calendar: Notion changes update Outlook, but not vice versa

For a detailed comparison, see two-way vs one-way sync.

Available fields

Adding fields

Click + Add Field in the Field Mapping section to add additional fields. Not all fields are shown by default.

How do I choose which events sync?

Selecting calendars

In the Calendar Connections tab, toggle calendars on or off to control which ones sync. You can include calendars from multiple Microsoft accounts in the same automation.

Using filters

Filters let you sync only specific events. See Outlook Calendar filter conditions for all available options. In the Filters section:

1. Choose your filter strategy: No filtering, All conditions, or Any condition
2. Click + Add Condition
3. Pick a field, an operator, and a value
4. Add more conditions as needed
5. Save your automation

Common filter examples:

• Sync only events containing "standup" in the title
• Exclude all-day events like holidays and vacation blocks
• Sync only events from a specific calendar
• Exclude recurring events

How do I create events from Notion?

New pages in your Notion database automatically create Outlook Calendar events during the next sync cycle.

Assigning to a specific calendar

Map the Calendar Name field to a Select property in Notion. When creating a new page, choose which calendar the event should appear in.

If no calendar is specified, the event goes to your default calendar.

Setting event times

The Date property in Notion controls when the event appears. Use Notion's date picker to set:

• Start date and time
• End date and time (for duration)
• All-day events (leave times blank)

Separating start and end dates with formulas:

• Start: dateStart(prop("Date"))
• End: dateEnd(prop("Date"))

Setting other event details

• Map Show As to control your availability status (free, busy, tentative, out of office)
• Map Sensitivity to set event visibility (normal, personal, private, confidential)
• Map Importance to set event priority (low, normal, high)
• Map Categories to a Multi-select property to tag events with Outlook categories

Common scenarios

Syncing work and personal calendars to one database

Connect both your work Microsoft 365 account and personal Outlook.com account to the same automation. Use the Calendar Name field to identify the source of each event.

1. Add your work account in the Calendar Connections tab
2. Click Add a new connection for your personal account
3. Toggle on the calendars you want from each account
4. Map Calendar Name to a Select property in Notion
5. Create Notion views filtered by calendar name to see work and personal events separately

Creating a master calendar view

Sync multiple Outlook calendars to one Notion database. Use Notion views with filters to show events by calendar, category, or date range.

1. Connect all calendars you want to track
2. Map Calendar Name and Categories to Select properties
3. In Notion, create filtered views:
   • "This Week": filter by date range
   • "Work Only": filter by calendar name
   • "Client Meetings": filter by category

Handling Microsoft Teams meetings

Online meeting links from Teams sync automatically through the Online Meeting Link field. Third-party links like Zoom and Webex also sync if present in the event.

1. Map Online Meeting Link to a URL property in Notion
2. Click the synced Teams link directly from Notion to join without opening Outlook
3. Map Attendees to see who is invited to each meeting

Hiding sensitive event details

Set up a 1-way sync from Outlook to Notion, but leave the Event Name field unmapped. Instead, set a default value like "Busy" so you see time blocks without revealing titles.

1. Set the Event Name field to 1-way to Notion
2. Configure a default value of "Busy" or "Blocked" for that field
3. Map the Date field to see when events occur
4. Sensitive details like attendees and descriptions stay in Outlook only

Deleting events automatically

Map the Trigger deletion on Outlook field to a Checkbox or Status property. When checked (or marked complete), the event deletes from Outlook Calendar on the next sync.

Category-based organization

Outlook categories sync to Notion Multi-select properties. Unlike Google Calendar's fixed color set, Outlook lets you create custom category names.

1. Map Categories to a Multi-select property in Notion
2. Create categories in Outlook (e.g., "Client Meeting", "Internal", "Travel")
3. Assign categories to events in either app; they sync both ways
4. Build Notion views filtered by category to group related events

Building a client meeting log

Use attendee relations to connect calendar events to a contacts database, building a timeline of every interaction with a client.

1. Sync Outlook Contacts to a separate Notion database
2. Map Attendees (Relation) to link events to contact pages
3. Open a contact page in Notion to see every meeting with that person
4. Add notes to each event page for a complete interaction history

Tips and best practices

Sync frequency

• Solo plan: Syncs every 5 minutes
• Premium plan: Syncs every 3 minutes
• Pro plan: Syncs every 2 minutes

Click Sync Now on your automation to trigger an immediate sync.

Event deletion settings

By default, deleting an event un-syncs it rather than removing it from both apps. Enable Allow event deletion in Sync Settings to delete events in both places.

Private events

Control which events sync by filtering on the Sensitivity field. Exclude personal, private, or confidential events from syncing to keep sensitive information out of shared Notion databases.

Shared calendars

Shared calendars from your organization can be synced if your account has access. Add them in the Calendar Connections tab. Use the Organizer field to identify who created each event.

Handling large databases

First syncs on large databases take longer as 2sync builds initial links. If sync remains slow, check the troubleshooting guide.

Notifications

2sync can notify attendees when events are created or updated. Configure this in calendar invitation settings.

What should I do next?

Now that your Outlook Calendar sync is set up:

1. See every field that syncs between Outlook Calendar and Notion
2. Set up filters to sync only the events you need
3. Learn how recurring events appear in Notion
4. Configure sync direction per field

Related

• Outlook Calendar fields for a complete reference of every supported field
• Outlook Calendar filter conditions for all available filter options
• Recurring events for how 2sync handles repeating events
• Sync direction and field mapping for controlling data flow per field
• Two-way vs one-way sync for understanding sync direction options
• Sync multiple calendars for managing multiple calendars in one automation
• Delete behavior for how deletion works across synced apps
• Default values for setting fallback values on empty fields

FAQ