Outlook Calendar

Sync your Outlook Calendar to Float.

Justyna Kawalec avatar
Written by Justyna Kawalec
Updated over a week ago

With the Outlook Calendar integration, you can import your calendar events to Float, export your Float items to Outlook, or do both using our two-way sync. Once you connect Outlook to Float, allocations and events will be automatically synced in real-time according to your integration settings.

Set up Outlook Calendar integration

  1. To connect to Outlook, you must appear on the Schedule. Click your profile icon at the bottom-left of any Float window and select Calendar integrations.

    Calendar integrations in the Personal settings.

  2. Click Connect to log into your Microsoft account.

  3. Select how synced calendar events display, either converted to your team's time zone setting or using your synced calendar’s time zone setting.

    Events time zone in the calendar integration.

  4. Check Send your calendar events to a Float project box to import your Outlook events to Float, or Send items from your schedule to a Outlook Calendar to export your Float items to Outlook—or do both!

    Outlook Calendar sync settings

  5. Click Save to sync with Outlook.

Import your Outlook events to Float

You can choose the calendar you want to sync to Float, the events you'd like to import, and the project you want them assigned to.

send your calendar events to a Float project screenshot with Outlook integration

💡Here's a tip: While Outlook events can only be imported to a single Float project at a time, you can change the project that an individual event belongs to and optionally link to a task once it is in Float. To do it, click on the event on the Schedule and select a different project. The event will remain synced with Outlook Calendar.

Select the Choose specific events option if you don't want all your events added to Float. Instead, type in a single word to filter for any events that contain that word in the event name.

Expanded settings for syncing Outlook Calendar

📝Note: When using the Choose specific events filter, the word must contain alphanumeric characters, no spaces or special characters, and be between 3 and 20 characters long. We currently do not support entering multiple keywords. 

You can check the Hide event titles from notes box to prevent others from seeing the details of your imported events.

Hide event titles from notes.

📝Note: When the Hide event titles from notes box is checked, event names are editable, but notes are not.

The sync icon at the top of each event clarifies which ones are synced from Outlook. To stop syncing individual events, open the task menu and click Unsync at the top.

Synced event.

Export your Float allocations to Outlook

You can also send your Float allocations to Outlook. Select the allocation you want to send from Float and the calendar to which you want to send them.

Exporting your Float allocations to Outlook.

You can choose between All confirmed allocations and time off, and All confirmed + tentative allocations and time off.

Sync all the confirmed allocations and time off.

📝Note: Allocations and time off without a specific time in Float are exported as all-day events to Outlook.

Disconnect the integration

Navigate to Calendar integrations > Edit > Disconnect Outlook to disconnect the calendar integration.

Disconnecting the integration will remove any synced tasks on your calendar.

Disconnecting Outlook integration.

Additional notes

  • Recurring events are treated as repeating allocations in Float if they match one of the available repeat allocation options. All other recurring events are imported as individual allocations.

  • All-day events are not imported to Float.

  • The Out Of Office or the Focus Time set for a few hours a day is treated as an event and imported to Float.

  • If no end date is set for a recurring event, an end date is set three years from the date of import in Float.

  • Events scheduled overnight in Outlook (e.g., 10 p.m. - 1 a.m.) will display on the first day within Float with no crossover into the next day.

  • Outlook descriptions are imported to the maximum number of characters supported in Float (250). Any additional characters will not be displayed.

  • Events are imported from 2 months before the import date to 3 years after.

  • Only events from the default calendar group are imported into Float. Public shared folders will not be imported.

  • You cannot connect your calendar integration if you are added to the team as a guest.

  • Members with read-only access to Float can send items from their Float schedule to Outlook, but they do not have access to send calendar events to a Float project. The Account Owner or an Admin can update a team member's access rights to grant edit access.

  • Only one Outlook calendar can be connected per team member at any given time.

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