Workflow Tutorials
How to Sync Google and Outlook Calendars Without Double-Booking
If you keep a work calendar and a personal calendar, nobody can see both, so people book right over you. This walks through Carly's Calendar Sync builder: pick a source calendar, pick a destination, and matching events copy across automatically. The source calendar is never modified. What makes it usable at work is the rule layer on top: you decide whether copies actually block time or just show as free, strip attendees so copying a meeting doesn't re-invite eight people, mask private events as a plain "Busy" block so your team sees the time but not the title, and add conditions so only some events copy at all. Most calendar sync tools give you one blunt switch: mirror everything or don't. The selective version is the difference between a sync you turn on and a sync you leave on. Works with Gmail and Outlook calendars, with as many syncs as you want.
Step by step
- 01
Pick a source and a destination
Choose the calendar to copy from and the one to copy to. Matching events start copying across automatically, and your source calendar is never modified, so everything happens on the destination side.
- 02
Decide whether copies block your time
A copied event can either show as "free" or genuinely block the slot. This is the setting that determines whether the sync actually stops people from double-booking you or just gives you a visual reference.
- 03
Strip attendees
Turn this on so copying a meeting doesn't re-invite everyone on it. Without it, a sync that mirrors an eight-person meeting sends eight people a duplicate invite, which is how most naive calendar syncs go wrong the first day.
- 04
Mask private events as "Busy"
Turn a private event into a plain Busy block on the destination calendar. Your team sees that the time is taken without seeing what it's for, which is what makes syncing a personal calendar into a work one acceptable at all.
- 05
Add conditions so only some events copy
Filter on duration, attendees, or title: only events over 30 minutes, only ones with attendees, only ones whose title contains a particular word. There's a live rule builder that previews what will match before you commit.
- 06
Rename the copy
Use {original_title} to rename copied events so you keep context without exposing details. This lets you tag where an event came from while still controlling how much of the original shows up.
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"Before Carly, I relied on a Calendly link, but the whole process felt impersonal and not very professional. Carly changed that by handling all the back-and-forth, so I'm no longer stuck in endless email threads trying to line up schedules.
Now Carly reaches out to candidates, shares my real-time availability, lets them pick a slot, then sends a Zoom link and drops it straight into my calendar. She sends reminders to both of us before each call, which has significantly reduced no-shows and last-minute confusion.
On top of scheduling, Carly acts like a full executive assistant, sending me my schedule the night before so I can prepare for each call. It reminds me of the old x.ai assistant, but Carly is noticeably smarter, faster, and better suited to my healthcare recruitment business."