How to Auto-Schedule Google Calendar & Microsoft Outlook in One Unified View

The Problem: The Dual-Calendar Disconnect

If you use Google Calendar for personal events and Microsoft Outlook for your day job (or vice versa), you know the daily headache of calendar conflicts. A personal doctor appointment or family commitment on Google is invisible to your colleagues on Outlook, leading to unwanted meeting bookings.

Even worse, trying to plan focus tasks manually requires constantly looking back and forth between two calendar apps. PlanMyCal solves this by unifying availability checks and auto-scheduling into a single interface.

Step 1: Connect Your Primary Calendar Account

Getting started takes less than 60 seconds with OAuth:

• Log in to PlanMyCal and navigate to Calendar Settings or click Connect on the top banner.
• Select either "Google Calendar" or "Microsoft Outlook" as your primary calendar provider.
• Authorize the connection. Google access includes calendar plus email and profile. Microsoft access is Calendars.ReadWrite and User.Read. PlanMyCal does not read mail or files, does not copy personal event titles from one provider onto the other, and does not edit meetings it did not create.

Step 2: Add Secondary Calendars for Multi-Calendar Availability (Pro)

On PlanMyCal Pro, you can connect up to 5 simultaneous calendars across Google and Microsoft accounts:

• Open Settings → Connected Accounts & Providers and click Connect on the other provider (Google Calendar or Microsoft Outlook). A second account is Pro. Free includes 1 availability calendar; Pro includes up to 5.
• Under Calendar Preferences, check those calendars in Availability Calendars. There is no separate “Include in Availability Calculation” switch.
• Set Primary Scheduling Calendar to the calendar that should receive task events. Other checked calendars are read for free/busy only.
• When PlanMyCal runs the scheduling algorithm, it calculates the union of all busy times. If you have an Outlook meeting from 2:00 PM to 3:00 PM, PlanMyCal will never schedule a task in that window, even on your Google Calendar.

Step 3: Define Timemaps to Protect Personal Hours (Pro)

With no timemap, PlanMyCal can place a task any day from about 9 AM to 9 PM, including Sunday. A timemap names preferred windows:

• Create a "Work Hours" timemap: for example, Monday through Friday from 9 AM to 7 PM. Timemap hours are whole hours.
• Create a "Deep Focus" timemap: e.g., Tuesday & Thursday from 9:00 AM to 1:00 PM.
• Assign a timemap from the task dropdown, or type its exact name. A timemap named Work Hours is @"Work Hours". @work does not match that name.

Step 4: Use Split Tasks for Long Projects

Large tasks—like drafting a 20-page proposal or completing an architectural review—rarely fit into a single unbroken 4-hour slot during a busy workday.

With PlanMyCal Pro, set duration to 3 hours with a maximum chunk size of 45 minutes (syntax: =3h/45m). PlanMyCal finds multiple open slots and creates calendar events titled with (Part 1/4), (Part 2/4), and so on. Those labels are suffixes on one task, not separate tasks you can check off one by one.

Step 5: Schedule to Calendar

On the Schedule card, click Schedule to Calendar. Fresh start is on by default and clears existing PlanMyCal blocks before tasks are placed again. The run looks about 60 days ahead.

A new meeting does not move tasks the moment it appears. Click Schedule to Calendar again, or leave Automatic Scheduling Frequency on so a later run picks up the change.