Syncing Insightly with Google or Microsoft Exchange calendars

Calendar sync is a feature of our paid plans which allows you to sync calendar items between Insightly and Google Calendar or Microsoft Exchange calendars (including many Outlook installations). By bringing your calendar from Google or Exchange into Insightly, any events added or edited in one calendar will be instantly updated in the other.

How Calendar Sync Works

Insightly will display your Google or Exchange calendar items on your Insightly calendar and copy Insightly items from the last two months and into the future to your main external calendar.

Your Insightly user settings also include options to sync Insightly milestones and tasks. When you enable either of these options, Insightly will add two new calendars to your external calendar called Insightly-Tasks and Insightly-Milestones. Tasks require a due date to be displayed on a calendar. If you don’t want to see tasks or milestones calendars, turn off the display for any calendar by clicking the box to its left.

  • Exchange calendar sync is supported for Microsoft Office 365, Microsoft Exchange Server 2010, and Microsoft Exchange Server 2013.
  • From Insightly, you can view items that have been synced from your external calendar but you cannot edit them.
  • Insightly will sync to and from your default calendar only. Custom calendars will not be synced with Insightly.
  • Tasks and milestones cannot be added or edited from your Google or Exchange calendar; you may only edit these items from Insightly.
  • If you are using a free email service with domains such as yahoo.com or hotmail.com, you cannot use the Exchange calendar sync.

How to Enable Calendar Sync for Google Calendar

You can use this feature with any Insightly and Gmail/G Suite account. A connection from G Suite to Insightly isn't required.
  1. To open your calendar sync settings, click the profile icon and select User Settings > Calendar Sync.
    Syncing_Insightly_Calendars_1.png
  2. Select Google from the Calendar To Sync With list.
    Cal Sync option Google
  3. To sync your Insightly milestones or tasks to your Google Calendar, tick the boxes for those options.
  4. If your Insightly account is not connected to Google, click the Set up Google Integration link to allow Insightly access to Google Calendar. Otherwise, continue to step 5.
    Only click the Allow button after confirming that your browser is passing through the correct login. Your account information for Google will be in the upper right corner. If you connect to the wrong account, you can view and remove connected apps from your Google account's security settings.

  5. Click the Save Calendar Sync Settings button to save your changes. Your initial sync will take a few moments to complete.

How to Enable Calendar Sync for an Exchange Calendar

You will need to enter your Microsoft Exchange credentials to connect to your calendar. If you have trouble with this process, please contact your Exchange administrator to make sure you have the required information for your Exchange server.

  1. To open your calendar sync settings, click the profile icon and select User Settings > Calendar Sync.
    Syncing_Insightly_Calendars_1.png
  2. To sync your Insightly milestones or tasks to your Google Calendar, tick the boxes for those options.
  3. If you haven't connected Insightly to your Exchange account, click the Set up link to log in.
    Exchange cal sync settings
  4. When accessing the Exchange login page, enter your email address or domain/username (depending on your configuration) and your Microsoft Exchange password and then click the Autodiscover button. Insightly will attempt to connect with your Exchange calendar automatically.

    If your Exchange server is not found, you will need to enter your EWS Endpoint URL in the next field. Your Exchange administrator can provide you with this information. (If you are using a free email service with a domain like yahoo.com or hotmail.com, you cannot use calendar sync.)
    Syncing_Insightly_Calendars_2.png

    The URL is typically in this format: “https:///ews/exchange.asmx”. Office 365 customers can try this server address: “https://outlook.office365.com/EWS/Exchange.asmx”. You can enter the URL into your browser’s address bar to test if it is valid.

    VPN, firewall, or other security restrictions may block Insightly from connecting to your server.
  5. Click the Save Calendar Sync Settings button to save your changes. Your initial sync will take a few moments to complete.
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