{"id":1185,"date":"2008-09-03T12:32:18","date_gmt":"2008-09-03T12:32:18","guid":{"rendered":"http:\/\/www.markwilson.co.uk\/blog\/2008\/09\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm"},"modified":"2008-09-04T07:54:38","modified_gmt":"2008-09-04T07:54:38","slug":"using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync","status":"publish","type":"post","link":"https:\/\/www.markwilson.co.uk\/blog\/2008\/09\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm","title":{"rendered":"Using Google Apps with Outlook 2007 to keep my personal and work life in sync"},"content":{"rendered":"<p>Last year, I wrote a very long blog post on the problems I was having with calendar synchronisation but I never reached the point where I was ready to publish it.  Almost a year on, and I finally have something that&#8217;s working well for me but, as it&#8217;s such a long story, <a href=\"https:\/\/www.markwilson.co.uk\/blog\/2007\/11\/calendar-synchronisation-shouldnt-it-all-be-a-bit-easier-than-this.htm\">I&#8217;ve tidied up the original post and published it<\/a> (for the full history) and I&#8217;ll write a new one here that describes the working scenario.<\/p>\n<h3>Calendar synchronisation&#8230; shouldn&#8217;t it all be a bit easier than this?<\/h3>\n<p>First up &#8211; to recap on the original problems:<\/p>\n<ul>\n<li>Due to limitations with Microsoft Office&#8217;s Online calendar functionality. I was synchronising local calendars at home and work, using Google Calendar (GCal) as an intermediary.<\/li>\n<li>The main problem was synchronisation between Outlook 2007 and GCal and, after trying a huge list of products, each of which nearly worked, but not quite, I got it working using <a href=\"http:\/\/www.companionlink.com\/products\/companionlinkforgoogle.html\">CompanionLink for Google<\/a>; however the various other products I&#8217;d used along the way had left me with duplicate and missing calendar entries &#8211; and a sour taste in my mouth.<\/li>\n<li>On the Mac at home, Apple iCal was working with GCal but there were still some issues around synchronisation with a local Exchange Server via Entourage.<\/li>\n<\/ul>\n<h3>Back to the drawing board<\/h3>\n<p>After having <a href=\"https:\/\/www.markwilson.co.uk\/blog\/2008\/09\/getting-started-with-google-apps.htm\">implemented Google Apps for my home\/small business IT<\/a>, I decided to have another go at calendar synchronisation.<\/p>\n<p>This time, to minimise the scope for synchronisation errors, rather than merging my work calendar into my home calendar, I decided to set up another Google Calendar to mirror the Exchange one I use for work.  In addition, the process was simplified as Google now has a synchronisation product (<a href=\"http:\/\/googleblog.blogspot.com\/2008\/03\/google-calendar-sync.html\">Google Calendar Sync<\/a>) which can handle the Exchange\/Outlook-Google side of things and I am no longer using Entourage or Exchange Server at home.<\/p>\n<p>The whole thing looks something like this:<\/p>\n<p><img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/calendar-sync.png?w=700&#038;ssl=1\" alt=\"Calendar syncing between home and work\" class=\"inline\" \/><\/p>\n<p>As can be seen in the diagram, I actually have three calendars:<\/p>\n<ol>\n<li>My work calendar exists on a corporate Microsoft Exchange server (accessible via Outlook Web Access but primarily used with Outlook).<\/li>\n<li>I&#8217;ve also created a Google Calendar to hold a copy of this &#8220;work&#8221; calendar in the cloud and Google Calendar Sync does the magic to keep the two in sync.<\/li>\n<li>Finally, there&#8217;s my &#8220;personal&#8221; calendar, which lives at Google Apps.<\/li>\n<\/ol>\n<p>Google Calendar sync is set up for a 2-way sync and, even though I can synchronise as frequently as every 10 minutes, Outlook performance suffers whilst the sync is taking place so I have it set to synchronise hourly.  The main drawbacks with this approach are: the need for a client helper application; the 1:1 nature of the synchronisation (i.e. you cannot sync with multiple calendars); and the inability to set synchronisation schedules (or even to control the date range for synchronisation) &#8211; on the other hand, it&#8217;s free.<\/p>\n<p>In Google Calendar, I have given my Google Apps account access to my &#8220;work&#8221; calendar, which means that I have full read-write access to it from anywhere that I use Google Apps.  That access could be via a browser, of using native applications on my iPhone, MacBook, or another device (e.g. a Windows PC).  Basically, my work calendar is visible everywhere.<\/p>\n<p>My &#8220;personal&#8221; calendar is&#8230; personal. I can access it directly from any of the devices that I use for accessing Google Apps but I don&#8217;t want my colleagues to know that I have certain appointments and one thing I found with the Google Calendar Sync (luckily I spotted it early) was that appointments marked as private in Outlook were visible once they got to Google Calendar. I still need to think about how to pass my personal free\/busy information back to Outlook\/Exchange at work but, for now, my &#8220;personal&#8221; calendar exists in Google Apps and is visible in my &#8220;work&#8221; Google Calendar account but I don&#8217;t sync it back to Outlook.  Basically, if I look at Outlook, I see work appointments but if I open a browser and got to the Google Calendar, I can see work and personal information.<\/p>\n<h3>What does it all look like?<\/h3>\n<p>In this screen-shot of Outlook 2007 connected to my corporate Exchange Server, my &#8220;work&#8221; calendar is visible but there are no appointments from my &#8220;personal&#8221; calendar:<\/p>\n<p><img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/outlook-calendar.png?w=700&#038;ssl=1\" alt=\"Outlook Calendar\" class=\"inline\" \/><\/p>\n<p>Viewing either of the Google calendars in a browser (in this case it&#8217;s Safari on a Mac) shows my &#8220;work&#8221; and &#8220;personal&#8221; calendars using different colours:<\/p>\n<p><img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/google-calendar-safari.png?w=700&#038;ssl=1\" alt=\"Multiple calendars viewed in Google Calendar\" class=\"inline\" \/><\/p>\n<p>I can also subscribe to these calendars using the iCalendar protocol from Apple iCal, Windows Calendar (or another desktop client):<\/p>\n<p><img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/apple-ical.png?w=700&#038;ssl=1\" alt=\"Multiple calendars in Apple iCal\" class=\"inline\" \/><br \/>\n<img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/windows-calendar.png?w=700&#038;ssl=1\" alt=\"Multiple calendars in Windows Calendar\" class=\"inline\" \/><\/p>\n<p>On the iPhone, I can use either the built in calendar application or a browser application (I prefer the browser version as the iPhone Calendar assigns different colours to the various calendars):<\/p>\n<p><img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/iphone-calendar.png?w=700&#038;ssl=1\" alt=\"Multiple calendars in the iPhone Calendar application\" \/><img data-recalc-dims=\"1\" decoding=\"async\" src=\"https:\/\/i0.wp.com\/www.markwilson.co.uk\/blog\/images\/google-calendar-iphone.png?w=700&#038;ssl=1\" alt=\"Multiple calendars viewed in Google Calendar on an iPhone\" \/><\/p>\n<p>You may notice that I also subscribe to a public calendar which provides the details of UK public holidays.  Doing this means that the public holidays show up in my calendar using a different colour to the other calendars but there are other calendars that I could subscribe to &#8211; for instance sports calendars (e.g. the <a href=\"http:\/\/www.northamptonsaints.co.uk\/\">Northampton Saints<\/a> fixture list) &#8211; or anything that uses the <a href=\"http:\/\/en.wikipedia.org\/wiki\/ICalendar\">iCalendar<\/a> format described in <a href=\"http:\/\/www.ietf.org\/rfc\/rfc2445.txt\">RFC 2445<\/a>.<\/p>\n<h3>Summary and other points of note<\/h3>\n<p>In all, this solution seems to be working remarkably well for me and provides a suitable level of abstraction between work and personal calendar details whilst still letting me (and my family &#8211; or anyone else that I share my calendars with) see everything that I&#8217;m up to.  I still need to work on getting personal free\/busy details to populate my &#8220;work&#8221; calendar but, other than that, I&#8217;m pretty happy with the solution &#8211; and all of the software involved is free (apart from Outlook and Exchange Server &#8211; for which the licenses are provided by my employer).<\/p>\n<p>I&#8217;m using Google&#8217;s technology but <a href=\"http:\/\/www.readwriteweb.com\/archives\/microsoft_makes_calendar_sync_work.php\">I could also have used Microsoft products, as Sarah Perez describes<\/a> with <a href=\"http:\/\/calendar.live.com\/\">Windows Live Calendar<\/a> and the <a href=\"http:\/\/www.microsoft.com\/downloads\/details.aspx?FamilyId=9A2279B1-DF0A-46E1-AA93-7D4870871ECF&#038;displaylang=en\">Outlook Connector<\/a>.  Either should work &#8211; it&#8217;s just a matter of preference &#8211; and as I was already using Google Apps for one part of the solution, adding Windows Live Calendar into the mix seemed to over-complicate things slightly for me.<\/p>\n<p>Finally, this information may be useful when diagnosing problems:<\/p>\n<ul>\n<li>Firstly, you may notice the warning triangle against my work calendar in the screenshot of Apple iCal.  The issue is <a href=\"http:\/\/groups.google.com\/group\/google-calendar-help-bugs\/browse_thread\/thread\/d9dea2d35fd044f1\/4a5dc4c44beca311#4a5dc4c44beca311\">described in a Google Groups thread<\/a> but closing and restarting iCal seemed to resolve it and it&#8217;s not come back since.<\/li>\n<li>Also, if Google Calendar Sync stops working &#8211; check out the <a href=\"http:\/\/www.google.com\/support\/calendar\/bin\/answer.py?hl=en&#038;answer=89955\">Google Calendar Sync pages in the Google Help Center<\/a> but also see <a href=\"http:\/\/edmundtse.wordpress.com\/2008\/04\/06\/solution-to-google-calendar-sync-problem\/\">Edmund Tse&#8217;s post describing how Outlook may disable Google Calendar Sync if it things there is a problem<\/a>.<\/li>\n<li><a href=\"http:\/\/www.google.com\/support\/calendar\/bin\/answer.py?answer=99358\">Google also gives some pretty good advice for configuring Apple iCal to work with Google Calendar<\/a> but <a href=\"http:\/\/arstechnica.com\/journals\/apple.ars\/2008\/07\/28\/google-calendar-and-ical-can-sync-for-free-with-caveats\">there are some caveats, as described by ArsTechnica&#8217;s Infinite Loop<\/a>.<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Last year, I wrote a very long blog post on the problems I was having with calendar synchronisation but I never reached the point where I was ready to publish it. Almost a year on, and I finally have something that&#8217;s working well for me but, as it&#8217;s such a long story, I&#8217;ve tidied up &hellip; <a href=\"https:\/\/www.markwilson.co.uk\/blog\/2008\/09\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\" class=\"more-link\">Continue reading <span class=\"screen-reader-text\">Using Google Apps with Outlook 2007 to keep my personal and work life in sync<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_exactmetrics_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[],"tags":[79,108],"class_list":["post-1185","post","type-post","status-publish","format-standard","hentry","tag-google","tag-outlook"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.7 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Using Google Apps with Outlook 2007 to keep my personal and work life in sync - markwilson.it<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.markwilson.co.uk\/blog\/2008\/09\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Using Google Apps with Outlook 2007 to keep my personal and work life in sync - markwilson.it\" \/>\n<meta property=\"og:description\" content=\"Last year, I wrote a very long blog post on the problems I was having with calendar synchronisation but I never reached the point where I was ready to publish it. Almost a year on, and I finally have something that&#8217;s working well for me but, as it&#8217;s such a long story, I&#8217;ve tidied up &hellip; Continue reading Using Google Apps with Outlook 2007 to keep my personal and work life in sync\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.markwilson.co.uk\/blog\/2008\/09\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\" \/>\n<meta property=\"og:site_name\" content=\"markwilson.it\" \/>\n<meta property=\"article:published_time\" content=\"2008-09-03T12:32:18+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2008-09-04T07:54:38+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.markwilson.co.uk\/blog\/images\/calendar-sync.png\" \/>\n<meta name=\"author\" content=\"Mark Wilson\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@markwilsonit\" \/>\n<meta name=\"twitter:site\" content=\"@markwilsonit\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Mark Wilson\" \/>\n\t<meta name=\"twitter:label2\" content=\"Estimated reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\"},\"author\":{\"name\":\"Mark Wilson\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/#\\\/schema\\\/person\\\/98f61365e7c39d6be942174b8c4de468\"},\"headline\":\"Using Google Apps with Outlook 2007 to keep my personal and work life in sync\",\"datePublished\":\"2008-09-03T12:32:18+00:00\",\"dateModified\":\"2008-09-04T07:54:38+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\"},\"wordCount\":1179,\"commentCount\":22,\"publisher\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/#\\\/schema\\\/person\\\/98f61365e7c39d6be942174b8c4de468\"},\"image\":{\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/images\\\/calendar-sync.png\",\"keywords\":[\"Google\",\"Microsoft Outlook\"],\"inLanguage\":\"en-GB\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\",\"url\":\"https:\\\/\\\/www.markwilson.co.uk\\\/blog\\\/2008\\\/09\\\/using-google-apps-with-outlook-2007-to-keep-my-personal-and-work-life-in-sync.htm\",\"name\":\"Using Google Apps with Outlook 2007 to keep my personal and work life in sync - 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