How to Use Microsoft Power Automate to Sync Outlook Calendar with Google Calendar

Introduction

In today’s interconnected workplace, professionals frequently juggle multiple calendars across different ecosystems. Keeping a Microsoft Outlook calendar synchronized with a Google Workspace calendar manually is tedious and error-prone. Microsoft Power Automate (formerly Microsoft Flow) offers a seamless, cloud-based solution to automate this synchronization. This guide explains how to configure a flow that automatically copies new events from Outlook to Google Calendar.

Prerequisites

You need an active Microsoft 365 subscription with access to Power Automate, and a Google account. Both accounts must allow third-party app integrations (some enterprise environments restrict this via administrative policies).

Step 1: Access Power Automate

1. Navigate to make.powerautomate.com and sign in with your Microsoft 365 credentials.
2. On the left sidebar, click on Create.
3. Select Automated cloud flow. This type of flow triggers automatically when a specific event occurs.

Step 2: Define the Trigger

The trigger is the event that starts the automation.

1. In the “Build an automated cloud flow” dialog box, give your flow a name, such as “Sync Outlook to Google Calendar”.
2. In the “Choose your flow’s trigger” search box, type Outlook calendar.
3. Select When an upcoming event is adding, updated or deleted (V3) – Office 365 Outlook.
4. Click Create.
5. In the trigger box that appears, select the specific calendar you want to monitor from the Calendar id dropdown menu (usually just named “Calendar”).

Step 3: Define the Action

Now, instruct the flow on what to do when a new event is detected.

1. Click the + New step button.
2. Search for Google Calendar.
3. Select the action Create an event – Google Calendar.
4. If this is your first time using the Google Calendar connector, you will be prompted to sign in to your Google account and grant Power Automate permission to manage your calendars.

Step 4: Map the Event Fields

You must now map the data fields from the Outlook event to the new Google Calendar event.

1. Calendar id: Select your target Google Calendar from the dropdown.
2. Title: Click in the box, and from the dynamic content menu that appears on the right, select Subject (from the Outlook trigger).
3. Start Time: Select Start time from the dynamic content.
4. End Time: Select End time from the dynamic content.
5. Description: Select Body.
6. Location: Select Location.

Advanced Tip: You can use Power Automate expressions to modify the title. For example, if you want all synced events to be prefixed with “[Work]”, you can type that directly in the Title field before selecting the dynamic Subject content.

Step 5: Test and Save

Click Save at the top right of the screen. To ensure the flow works correctly, click the Test button, select Manually, and then go to your Outlook calendar and create a test appointment. Within a minute or two, you should see the flow successfully run and the event appear in your Google Calendar.