How to sync several outlook colanders

Jacqueline Webber-Gant 0 Reputation points
2026-01-15T14:30:28.43+00:00

I have several outlook accounts. I am using Microsoft bookings on one account that shows when I am available. I would like my calendars to sync so I don't get double books through the bookings app. How do I do that?

Outlook | Windows | New Outlook for Windows | For business
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  1. Hendrik 0 Reputation points
    2026-10-10T22:37:39.1866667+00:00

    Ryan's right about the primary calendar. Bookings only looks at the primary calendar of the mailbox it's attached to. Your other Outlook accounts and any secondary or subscribed calendars might show up when you look, but Bookings ignores them, so it double-books you.

    If every account is Microsoft 365, Power Automate can fix this. Set up one flow per account that copies each new event onto the Bookings mailbox's primary calendar as a private "Busy" block. Have it handle edits and cancellations too, or you'll end up with stale blocks.

    If one of the calendars is Google, or lives in a tenant where you can't run flows, a sync tool is less work. I built OnlyBusy (https://onlybusy.com) for this situation. It writes plain Busy blocks across Microsoft 365 and Google, and the free plan covers two calendars. Skip ICS subscriptions, though. They refresh slowly and don't count as Busy.

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  2. Ryan-N 16,135 Reputation points Microsoft External Staff Moderator
    2026-01-15T18:40:19.6466667+00:00

    Hi @Jacqueline Webber-Gant,

    Welcome to the Microsoft Q&A forum.

    Thank you for contacting us. We would like to provide you with the following information:

    Bookings only reads the status from the primary Outlook calendar and does not support two-way synchronization. If you have multiple accounts or secondary calendars, they will not automatically appear in Bookings.

    In this case, you can use Power Automate to automatically create a “Busy placeholder” on the primary calendar when there is an event in a secondary calendar.

    Since our current support scope mainly focuses on Microsoft 365 products, while your issue relates to Microsoft Power Apps, we want to ensure you receive the most accurate and effective assistance. Therefore, we recommend posting your question on the Microsoft Power Platform Community Forum: https://community.powerplatform.com/forums/thread/?groupid=b5652dc6-2c99-4e33-8b6f-45be4a896a40

    There, you will receive answers from the appropriate expert team, and partners who regularly monitor the forum can also share their experiences or benefit from your case.

    We apologize for directing you to another community, but since this category primarily focuses on Microsoft 365, our knowledge of Power Apps is limited. Guiding you to the right resource will help you get faster and more accurate support.

    As community moderators, we hope you understand that our access to internal development details is limited. We will continue to support you within our responsibilities and always strive to provide you with the best possible experience.

    If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.

    I look forward to continuing the conversation.

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  3. AI answer

    2026-01-15T14:30:39.5+00:00

    To sync several Outlook calendars with Microsoft Bookings, you need to ensure that your bookings are tied to the correct Outlook account that reflects your availability. Currently, Microsoft Bookings synchronizes bookings with Outlook calendars, but it only allows synchronization with one environment at a time. Here are the general steps you can follow:

    1. Set Up Exchange Integration: Make sure your user mailboxes are set up to synchronize with Microsoft Exchange Online. If you have multiple accounts, ensure that the account linked to Microsoft Bookings is the one you want to sync.
    2. Confirm Synchronization Settings: Check that the synchronization settings are correctly configured in the Power Platform admin center. You need to verify that the Microsoft Exchange Online server profile is active and that appointments, contacts, and tasks are set to server-side synchronization.
    3. Manage Bookings: Ensure that your bookings are created against the correct work order or calendar that you want to sync. Bookings tied to a work order will synchronize with your Outlook calendar.
    4. Avoid Double Bookings: Since only one account can be synced at a time, you may need to manually manage your availability across different accounts or consolidate your calendars into one primary account for bookings.
    5. Check for Updates: If you have bookings scheduled more than two weeks in advance, they won't synchronize automatically. To ensure synchronization, update any field in the booking record within the two-week window.

    By following these steps, you can help prevent double bookings and keep your calendars aligned with your availability in Microsoft Bookings.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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