Setting up a Sync
TL;DR: A sync keeps one Outlook calendar and one monday board connected — when something changes on one side, the other updates based on the sync direction you choose. This page walks you through the full setup: authorizing the app, connecting your Microsoft account, and configuring the sync wizard.
Before you start
- The app is installed and added to your board — see Installation & Set up if you haven't done this yet
- Your board has the right columns for syncing — see Board Setup Best Practices
- You have a Microsoft account with access to Outlook Calendar
Authorize with monday.com
Before connecting to Outlook, you first need to authorize the app to access your monday.com account.
Review the permissions — the app needs access to read and write your board data (items, columns, subitems) to keep them in sync
Click Authorize
This is a one-time step. Once authorized, you won't be asked again unless you revoke access.
Connect your Microsoft account
1. Start authentication
When you first add the app, you'll be prompted to connect your Microsoft account.
Click Connect to Outlook
You'll be redirected to Microsoft's login page
2. Sign in to Microsoft
Enter your Microsoft account credentials
If you have multiple accounts, select the one with your Outlook Calendar
3. Authorize permissions
Review the permissions the app is requesting, click Accept to grant access.
The sync wizard
1. Select your calendar
After authentication, the sync configuration panel opens, choose which calendar to sync:
Your calendars will be listed
Select the specific calendar you want to use
Unlike the native monday.com integration, you can choose any calendar, not just your primary one.
2. Choose sync direction
Select how data should flow between monday.com and Outlook:
Two-way sync
Changes and creations sync in both directions
3. Choose items or subitems
On the right side, select what you want to sync with Outlook:
Items
Sync parent-level items from your board
Subitems
Sync subitems instead of parent items
Optional settings
At the bottom of the sync scope screen, you'll find two optional checkboxes. Both are off by default.
☐ Sync deletions in both directions When an item or event is deleted on either side, the corresponding record on the other side is automatically deleted too.
Be careful — this is permanent. If someone deletes an item by mistake, the calendar event is also gone.
Be careful — this is permanent. If someone deletes an item by mistake, the calendar event is also gone.☐ Create events as Teams meetings All events synced to Outlook will automatically include a Microsoft Teams meeting link. The event becomes a proper Meeting — with a "Join" button and attendee management.
Looking to import past or future events? This isn't part of the wizard. After your sync is activated, go to the Import Existing Events tab in the admin panel. See Import Past Events — What to Know for details.
Field mapping
Field mapping determines how data translates between monday.com columns and Outlook event fields. This section covers the basics — for the full reference, see Field Mapping .
💡 For the best results, set up your board following our Board Setup Best Practices before configuring mapping.
How it works
In this step, you'll match each monday.com column to its corresponding Outlook event field.
- Map your Date column → Event shows on that date
- Map your Description column → Event body contains that text
- Map your Location column → Event shows that location
Required Mappings
These fields must be mapped for sync to work:
Event title
Item Name
Event Date
Date column
Example
Event Title: "Client Meeting"
Item: "Client Meeting"
Event Date: Jan 15
Date: Jan 15
Starts at: 10:00 AM
Time: 10:00 AM
Location: "Zoom"
Location: "Zoom"
Body: "Discuss Q1 goals"
Description: "Discuss Q1 goals"
⚠️ The sync only triggers when a mapped field changes. If you update a column that isn't mapped, nothing happens. Make sure the columns you care about are included in your mapping.
Activate your sync
Once you've configured your scope, direction, and field mapping, click Activate Sync. The sync starts running immediately — new changes on either side will flow according to your settings.
How sync works
Incoming (Outlook → monday)
When changes occur in Outlook:
New event created → Creates a new item in monday.com
Event updated → Updates the linked item
Event deleted → Updates item status (configurable)
Items are linked via an Integration Column that stores the connection between item and event.
Outgoing (monday → Outlook)
When changes occur in monday.com :
Item created → Creates a new calendar event
Mapped column changed → Updates the calendar event
Item deleted → Event can be deleted (if configured)
Dive deeper
Common gotchas
- Each sync connects one calendar to one board — to sync multiple calendars, create multiple syncs
- The sync only triggers when a mapped field changes — unmapped columns are ignored
- You can import past or future events after activation from the Import Existing Events tab
- Imported events and synced changes both count as actions toward your plan quota
- The Integration Column is created automatically — don't delete or rename it
Next up
Related
- Set up your first sync — quick-start walkthrough
- Board Setup Best Practices — recommended columns and structure
- Connect your Outlook account — authentication deep dive
- Plans, Billing & Usage — how actions are counted
Still stuck?
If something isn't working as expected, check Troubleshooting or FAQ . You can also reach us at support@fantasymedia.io .