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Cómo crear eventos de calendario de Microsoft Outlook desde una hoja de cálculo de Google

By Khamosh Pathak · November 9, 2023
A hero image of the Google Sheets app logo connected to the Microsoft Outlook app logo on a light yellow background.

If you need to create calendar events often—maybe you frequently plan events or manage calendars across teams or your company—you know that manually adding event details or getting those details from coworkers is slow and tedious work. 

But there's a better way—a single Zapier automation and a Google Sheet will do the trick. Here's how to use Zapier's automated workflows to create a new Microsoft Outlook event when you add a new row to Google Sheets. That way, you can create events for you and your team faster without sharing calendars or wasting time coordinating tasks.

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Crear eventos de Microsoft Outlook a partir de nuevas filas de Hojas de cálculo de Google

Zapier te permite crear flujos de trabajo automatizados llamados Zaps, que envían tu información de una aplicación a otra. Puedes crear tu propio Zap desde cero sin ningún conocimiento de codificación, pero también ofrecemos plantillas rápidas para ayudarte a comenzar. 

Si desea comenzar con una plantilla, haga clic en ella a continuación y será llevado al editor Zap. Necesitarás crear una cuenta Zapier si aún no tienes una. Luego, siga las instrucciones a continuación para configurar su Zap.

Crear eventos de Microsoft Outlook a partir de nuevas filas de Hojas de cálculo de Google

Crear eventos de Microsoft Outlook a partir de nuevas filas de Hojas de cálculo de Google
  • Google Sheets logotipo
  • Logotipo de Microsoft Outlook
Google Sheets + Microsoft Outlook

Antes de que empieces

Let's start by creating the Google Sheet where you want to add your event details. For event times to automatically show up in Outlook, you need to format the date and time in a particular way. 

You'll need at least these three columns: Subject, Start Time, and End Time. 

Add your event title in the Subject field. 

You'll use the Start Time and End Time fields to add not only the time period for events but also the date. For the date, follow this format: MM/DD/YYYY. For time, follow this format: 8:00AM. 

Note that you shouldn't use a space between the time and AM or PM, but you should use a space between the date and time. Here's how the final format should look: 11/10/2023 7:00PM.

Make sure you add at least one calendar entry in your spreadsheet, which you'll need when you set up your Zap. You can also add additional fields, like a description, if you want more details in your calendar event.

A Google Sheet with columns for event details with two events listed.

Before you build your Zap, you should also make sure your Zapier account is set to the right timezone. To adjust your timezone, click on your Profile icon in the top-right corner, select Settings, then scroll down to Timezone.

A field in the Zapier account settings to set your timezone.

Configura tu activador de Hojas de cálculo de Google

Now, you're ready to set up your Zap. Let's start with the trigger—the event that starts your Zap. If you're using the Zap template, this will be selected for you. Otherwise, search for and select Google Sheets as the trigger app and New Spreadsheet Row as the trigger event, then click Continue.

A trigger step in the Zap editor with Google Sheets selected as the trigger app and New Spreadsheet Row selected for the trigger event.

Next, connect your Google Sheets account, if you haven't already. Then click Continue.

Next, choose the Google Sheet you created for your events in the Spreadsheet field. In the Worksheet field, choose the appropriate worksheet. If you only have one worksheet in your spreadsheet, "Sheet1" will be your only option. Then, click Continue.

Campos de Hojas de cálculo de Google en un paso trigger en el editor Zap.

Now, it's time to test your trigger step and generate sample data that will be used to set up the rest of the Zap. Make sure you have at least one event listed in your spreadsheet, then click Test Trigger

Seleccione el evento que desea utilizar para la prueba y luego haga clic en Continuar con el registro seleccionado.

Google Sheets test data that shows details from a row in Google Sheets.

Configurar su acción de Microsoft Outlook

Now, it's time to set up the action—the event your Zap will perform once it's triggered. If you're using the Zap template, these will already be selected for you. Otherwise, search for and select Microsoft Outlook as your action app and Create Event as your action event. Click Continue.

An action event in the Zap editor with Microsoft Outlook selected for the action app and Create Event selected for the action event.

Next, connect your Microsoft Outlook account, if you haven't already. Then click Continue.

Now it's time to customize your action. First, choose the calendar where you want to add the event. If you leave this empty, Outlook will choose your default calendar. 

Next, map the data from your Google Sheets spreadsheet by clicking in the Subject, Start Date & Time, and End Date & Time fields and selecting the appropriate data from the Insert Data dropdown.

Fields in an action step in the Zap editor that show data from Google Sheets.

Because we're dealing with individual meetings, we'll leave the All Day Event? field set to False

If you added a column for an event description in your sheet, you can map this data to the Description field.

Lastly, you can choose to show yourself free or busy during the event in the Show me as Free or Busy field. By default, this will be set to busy.

When you're done customizing your step, click Continue

Microsoft Outlook calendar fields in an action step in the Zap editor.

Next, click Test step to test your Zap. Once the test runs, you'll get a confirmation that the event was successfully added to your Microsoft Outlook account. You can double-check your calendar to see if everything is set up the way you'd like it.

Here's what our test event looks like in our Outlook calendar. 

A Microsoft Outlook calendar event for an "end of day discussion".

And there you have it. You're now ready to use your Zap. Now, any time an event is added to your Google Sheet, it will automatically show up in your Microsoft calendar! 

Crear eventos de Microsoft Outlook a partir de nuevas filas de Hojas de cálculo de Google

Crear eventos de Microsoft Outlook a partir de nuevas filas de Hojas de cálculo de Google
  • Google Sheets logotipo
  • Logotipo de Microsoft Outlook
Google Sheets + Microsoft Outlook

Lecturas relacionadas:

  • How to create Google Calendar events from a Google Sheet

  • 5 formas de automatizar your Microsoft Outlook calendar

  • 6 formas de automatizar Google Sheets

  • Copiar automáticamente eventos de un calendario de Microsoft Outlook a otro

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