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How to add new Microsoft Outlook events to Todoist as tasks

By Kaylee Moser · December 21, 2020
The Outlook and Todoist logos in white squares on an orange background.

Keeping your calendar and to-do list in sync is an important part of staying organized on the daily. If only some events are marked in your calendar, and others are scheduled in your to-do list, it's easy to be late or completely miss important events. With Zapier, it's easy to integrate your calendar and to-do list so that you're always in the know.

In this tutorial, we will cover how to build a no-code integration that will add every new Microsoft Outlook event to your Todoist tasks. As a quick primer on these apps, Microsoft Outlook is Microsoft's email, calendar, contact, and task manager application that is typically used by businesses as part of their office suite. Todoist is the task management app by Doist with great resources for productivity.

Together, Microsoft Outlook and Todoist will keep all of your scheduling information in sync so you only have to look at one app to know what you need to do that day. To set up your new automated to-do list integration, all you need is a Microsoft Outlook account and a Todoist account. Once you have those, we can begin to build our Zap.

Step one: Connect your Microsoft Outlook account to trigger your Zap

The first thing you need to do is set up a new Zap to connect your Microsoft Outlook trigger to the Todoist action. We have a template for this integration to help you get started quickly.

Click the button below to get started, or click here to start a new Zap from scratch. You'll need to create a Zapier account, if you don't already have one.

Add new Microsoft Outlook events to Todoist as tasks

Add new Microsoft Outlook events to Todoist as tasks
  • Microsoft Outlook logo
  • Todoist logo
Microsoft Outlook + Todoist

To get started, choose Microsoft Outlook as your app and New Calendar Event as your trigger event.

Zap Trigger set-up page: New calendar event in Microsoft Outlook

Click Continue. You will be asked to sign in to your Microsoft Outlook account, if you haven't already. Click Yes to give Zapier permission to integrate with your Microsoft Outlook account.

Microsoft checking to make sure you want to give Zapier access to your info.

After giving Zapier permission to access your account, select the Microsoft Outlook account that you wish to use with this integration.

Zap Trigger set up: Choose Microsoft Outlook account

Now you can customize your Zap by selecting a specific Microsoft Outlook calendar from your account. If you don't select a calendar, it will use your default calendar.

Zap Trigger set-up: Choose calendar

Click Continue. You will be asked to test the trigger, which is always a good idea when building a Zap because it gives you sample data to work with. If your Microsoft Outlook calendar is new and doesn't have any events, you'll need to add one for the trigger test to work.

Zap test trigger page with text "We found an event!"

Your sample data should look similar to this. Once your trigger is tested, move on to the next step by clicking Continue.

Step two: Connect Todoist to your Microsoft Outlook trigger

Now it's time to create the action of your Zap. First, create or log in to your Todoist account.

In Zapier, select Todoist as your app and Create Task as your action.

Zap Action set-up: Choose app & event

Click Continue. This will prompt you to sign in to your Todoist account. Click Agree to give Zapier permission to access your account.

Todoist confirming to give Zapier permission to read and write app data

After you've signed in, select the Todoist account you wish to use with this Zap, then click Continue.

Zap Action set-up: Choose Todoist account

Now you can customize the task that will be added to your Todoist by choosing a project, adding a title, and so on. The default project goes to your inbox in Todoist, but you can select whichever you want. In our example, we added this task to an Events project.

The title is the only field that is required. To get the correct event title from Microsoft Outlook, select Subject from the Microsoft Outlook payload.

The note section is a great place to log extra event details and add a deep link back to Outlook. Do so by including Location Display Name and Web Link from the Outlook payload.

Since it is an event that is being logged in Todoist, it's a good idea to include the start date and time of the event. Todoist has great support for human readable dates, like "today" or "tomorrow at noon", but since the datetime is coming from the Microsoft Outlook payload, use the Due Date (Raw Formatted) and select Start Date Time from the data.

Additionally, you can configure task assignment, priority level, and add labels as you see fit.

Zapier Action set-up details

Once your information is filled out for your task the way you want it, click Continue and test your Zap. After running your test, you should see a new event in your Todoist app that matches your Microsoft Outlook event.

Events: Test Zapier App: Tomorrow 10:00

And it should have this detailed view:

Details appear on the "Comments" tab of the event

Once everything is set up correctly, you're ready to begin using your Zap.

Congrats, you did it! From now on, every new Microsoft Outlook event you add will be added to your Todoist.

More ways to track your events

Great work! Now, you'll only have to check one application to get a bird's eye view of everything you have planned for the day. If you enjoy sharing data between your Microsoft Outlook and Todoist apps, check out this other useful integration through Zapier:

Want to explore other ways to automate Todoist or Microsoft Outlook with Zapier? Explore their profile pages in our App Directory.

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