Instructions for Integrating Troop 111 Google Calendar with Microsoft Outlook

The new Troop calendar, powered by Google, has the capability to be used in various ways. Two options that are of use to us are:

• To synchronize your personal scheduler with the Troop calendar (Recommended)
• To view the calendar with one’s own scheduling software

This walkthrough will show you how to do both.

To synchronize Outlook 2003 or later with the Troop calendar you will need to download an application from Google. To obtain this application please visit Google’s download page. Please note that you might need administrator privileges if you are installing this on a work PC.

• From the Troop Calendar webpage click on the ‘Add to GoogleCalendar’ button (requires login to you Google account).
• Once in the Google Calendar you will be able to see ‘BSA Troop 111’ listed under ‘Other Calendars.’
• For an item that you would like to sync to your Outlook calendar click on that item.
• Near the top of the calendar entry is a drop-down box that reads ‘More Actions.’
• Click on this box and select ‘Copy to X’s Calendar’ (where X is the name of your personal calendar).
• Be sure to click ‘Save’ lest you lose this addition to your calendar.
• After selecting the items that you want to sync with your internal Outlook calendar the Google Calendar Sync app will take care of the rest according to the sync schedule that you set in the program. If you want to sync immediately look in your system tray (lower right corner of the screen), right click on the Google Sync icon, and select ‘Sync.’

The second option enables you to view the calendar without synchronizing it with your own. It can be viewed with any iCal-compliant scheduling software. While our new calendar is not limited to Outlook*, Outlook is the most popular such tool. If you use another iCal-compliant scheduler the instructions to view the Troop calendar are likely very similar.

• Start Outlook 2007.
• The Troop 111 Calendar is located at: http://www.google.com/calendar/ical/troop111.arlington@gmail.com/public/basic.ics
• Copy the above location to your clipboard.
• Insert the iCal link into Outlook 2007. In Outlook 2007, select "File," and then "Data File Management." Select the "Internet Calendars" tab. Click "New," and then paste the iCal URL into the field. Hit "Add."
• Configure the subscription. The name of the calendar file displays next to "Folder Name." Change it if necessary. Add a description to make the calendar easy to identify if you install additional calendars. Check the box for attachments to download from the Internet calendar under "Attachments." Finally, select that you want the subscription according to the publisher's recommendations.
• Utilize your Internet Calendar. Click "Close" to return to Outlook 2007. After the Internet calendar is updated, it will display under "Other Calendars" in the Calendars section of Outlook 2007. You can use your Internet Calendar much as you would internal Outlook 2007 calendars (except you can’t change the Troop calendar), such as displaying them side-by-side for easy copying of items from one to another.

Note: While you can sync with your internal calendar this way without the Google App, you might not capture schedule changes for items in which you receive an actual invite (e.g., ExCom meetings)

* iCal support is found only in Outlook 2007 or later.

Please direct any technical questions to ASM Cortney Robinson (cortneyr at mich.edu)