Syncing & The Integration Column

Everything you need to know about how to keep your items/subitems and events in sync & the integration column.

What is Sync?

Sync which is short for synchronization, ensures that data stays updated between monday and Outlook Calendar. When you create or update an item in monday the corresponding event in Outlook Calendar is automatically updated. This sync helps maintain accurate schedules, reduces manual data entry, and ensures that important events and tasks stay aligned across both platforms.

Are Events Automatically Synced?

No, events are not automatically synced in real time. Events are synced when the automation is triggered. Let's see an example ->
Using the automation "When status changes to something, create an event in this calendar or update existing event using this logic"
Every time the status changes to something, the automation creates or updates an event in Outlook Calendar. This means that in order to sync changes, we will need to change the status to trigger the automation. This ensures that only relevant changes are reflected in your calendar without unnecessary updates.

The Sync Mechanism

Dedicated Column, the "Integration Column"

  • When you add the automation, a dedicated column called "Outlook Calendar Integration" is automatically added to your board.
  • This column serves as the primary link between your  monday.com  items and Outlook Calendar events.

Event Connection

  • Once an event and an item/subitem are connected and in sync, the event link will appear in the "Outlook Calendar Integration" column.
  • This link also provides quick access to the connected Outlook Calendar event.

One-to-One Connection

  • Each item or subitem can be connected to only one event, regardless of which calendar the event is on.
  • This ensures a clear, one-to-one relationship between your  monday.com  items and Outlook Calendar events.

Sync Logic Options

When setting up or modifying your automation, you can choose from three sync logic options:
  • Updated Connect Event
  • Updates the connected event with changes made in  monday.com .
  • Use this to maintain the same event but update its details.
  • Create a new event & keep the previous event
  • Creates a new event with the updated details from  monday.com .
  • The old event will remain unchanged in Outlook Calendar.
  • Use this to create a new event while keeping the old one for reference.
  • Create a new event & delete the previous event
  • Create a new event with the updated details and delete the previously connected event.
  • Use this to replace the old event entirely with a new one.

When to Use Each Update Logic

  • Update connected event - This should usually be the default option.
  • Create a new event and keep the previous event -
  • Useful for recurring or sequential events, like an item with "rolling" events, and we don't want to lose the previous events. An example ->
  • Each item is a lead in our sales pipeline, and we have multiple date columns representing upcoming meetings.
  • The first meeting is scheduled, and an event is created.
  • The second meeting is set, and a new event is created with the new date, but we don't want to delete the previous meeting from our calendar.
  • Create a new event and delete the previous event -
  • This is very similar to "update connected event" with one difference, it allows to "reset" the event.
  • The details of an event can change overtime because people work on them in the calendar itself.
  • When we create a new event is created from scratch based on the mapped fields in our mapping configuration.



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