Personal Outlook Calendar
Everything to know about the personal calendar - Including which automations to use, when, and a comprehensive list of all of our automation by category.
The Personal Calendar
The Personal Calendar is designed for individuals who need to manage their own calendars within monday. In this setup, the calendar is connected at the automation level, meaning each user must authenticate their own calendar within the automation configuration.
Use Cases Examples
- A freelancer tracking their client meetings in Outlook Calendar.
- A consultant who schedules personal follow-ups based on updates in monday.
- A manager who wants to sync only their own work-related tasks to their personal calendar.
If you're looking to support use cases in which multiple people are integrating their calendars on the same board, you might want to consider using the team calendar.
Which Automation to Use?
When thinking about which automation to use, you should tailor that to your board structure, use case & workflow. There are a few categories of automations and here's a good way to think about it ->
- Direction - Do you want to create Calendar events based on monday items (monday → Calendar) or create items based on events (Calendar → monday)
- Items or Subitems - These are separate automations.
- Trigger - What should trigger the automation? Which column change?
Important Reminder & Clarifications
- Automation structure – "When a column changes, create or update an event in this calendar."
- Event creation logic – If no event is linked, a new one is created. If an event exists, it updates based on the automation logic - Automation Basics
- Events are created in the connected account’s calendar – To sync multiple users, set up separate automations for each person.
- Events don’t move between calendars – If an item was initially linked to Person X’s calendar and later assigned to Person Y, a new event is created in Y’s calendar, but the event in X’s calendar remains.
- Events & items don’t auto-sync – Updates require automation to run again. To keep events current, set up multiple automations (e.g., when date changes, when status changes). Ensure consistent field mapping across them - Don't map only the difference, do the full mapping.
All Available Personal Automations
The number to the left represents the location of the automation within the store starting from the top left corner.
monday → Outlook - Items
When a person changes to someone, create an event in this calendar or update existing event using this logic
When item’s status changes to something, create an event in this calendar or update existing event using this logic
When button is clicked, create an event in this calendar or update existing event using this logic
When column changes, create an event in this calendar or update existing event using this logic
monday → Outlook - Subitems
When subitem’s status changes to something, create an event in this calendar or update existing event using this logic
When subitem’s column changes, create an event in this calendar or update existing event using this logic [[ONLY IN GOOGLE]]
Outlook → monday - Items
When event is created in this calendar, create an item in this group
When event is created in this calendar and only if its creator is someone, create an item in this group
When event is created in this calendar and only if its title is this title, create an item in this group
Outlook → monday - Subitems
When event is created in this calendar, create a subitem in this item
When event is created in this calendar and only if its title is this title create a subitem in this item
When event is created in this calendar and only if its creator is someone create a subitem in this item
Event Deletion
When an item is deleted, delete the connected calendar event
When a subitem is deleted, delete the connected calendar event
When Should I Use Each Calendar - Personal vs. Team
Choosing between the Personal Calendar and the Team Calendar depends on the use case you're managing.
Best for
Individuals managing their own schedules
Teams coordinating schedules across multiple members
How it Works
Each person connects their own calendar via automation
A centralized setup manages calendar connections for the whole team
Use Cases
Solo task tracking, consultants, freelancers, personal planning
Sales teams, field service teams, support teams handling distributed tasks
Where Authentication Happens
Inside each automation setup
Managed centrally in the Connection Center
Who Needs to Authenticate
Each user must authenticate individually for every automation
Each user authenticates once, and assignment is automatically done via one automation
Setup Process
Requires a separate automation for each person
One-time setup, flexible event reassignment
Can Events Move Between Calendars?
No – If an event is reassigned to a new person, a new event is created, but the old one remains
No – If an event is reassigned to a new person, a new event is created, but the old one remains
Yes – Events can be reassigned dynamically
Yes – Events can be reassigned dynamicallySmart Assignment Logic
Not supported
Not supported Supported – Automations can assign events based on workload, availability, or custom rules
Supported – Automations can assign events based on workload, availability, or custom rules
Let's Continue, Team Outlook Calendar →