Sync your team members' Outlook meetings into a shared resource board in monday.com — giving managers a centralized view of who's busy and when. Each team member connects their own calendar, and their meetings appear as items on the board. You're a team lead or operations manager who needs to see your team's availability at a glance. Instead of checking each person's calendar individually, you want all meetings from your team to flow into a single monday.com board — so you can spot conflicts, plan resource allocation, and see who has availability. Operations or resource managers who need a bird's-eye view of team availability Team leads planning sprints or scheduling work around existing commitments Agency teams coordinating across multiple client-facing calendars Each team member needs their own Outlook account connected — the personal app syncs from individual calendars, not shared/group calendars. Create a dedicated board for team availability (don't mix with other use cases). Decide which columns you need before configuring the sync — it's easier to set up field mapping with the right columns already in place. Create a dedicated "Team Availability" board with these columns:
— mapped to the event title (e.g., "Strategy call with client") — mapped to the event start date — mapped to the event start time (second) — mapped to the event end date (second) — mapped to the event end time — assign to the team member whose calendar the event came from (optional) — mapped to attendees or (optional) — mapped to the event description Each team member opens the board and connects their own Outlook account via the app sidebar.
— each person selects their personal calendar.
— enable incoming sync so their Outlook events create items on this shared board.
— map event fields to the columns above. The Person column can be set manually or auto-assigned.
(optional) — filter out personal events by title keyword, or only sync events from a specific calendar folder.
Use board views (Timeline, Calendar view) to visualize availability in a more intuitive layout. If a team member is in back-to-back meetings, each meeting creates a separate item — use the Date and Hour columns to see overlaps. For full team calendar management (shared calendars, room booking, org-wide sync), consider as a companion app. Contact us anytime at — we're happy to help.