Available on Scale and legacy Enterprise plans.
New to this? Outlook Calendar integration (set up in My calendar)
Feature overview
What
Combine planned work and shared Outlook Calendar events in Planning views (Workload Planner, Schedule, Overview) to understand true availability.
Why
  • Ensure planned work reflects real-world availability.
  • Reduce manual cross-checking between calendars.
  • Prevent overbooking and scheduling conflicts.
Who
  • Individual users connect Outlook Calendar and allow events to be used in Planning views.
  • Managers and admins plan work using synced events in Workload Planner and Schedule.
When
Have team members connect and enable availability syncing before creating or updating resource schedules, so capacity includes meetings and time off.
On this page

Before you start

  • Each user must connect and manage sharing for their own Outlook Calendar.
  • Availability syncing is on by default when eligible users connect; users can change this any time.
  • Only Outlook Calendar events with two or more invitees are used for Planning capacity.
  • Event privacy and capacity rules:
    • Private events appear as “Busy.”
    • Capacity includes events you’re attending (Yes/Maybe/Tentative) and out-of-office events.
    • Declined events don’t count toward capacity.

See how to connect Outlook Calendar for the full setup, including authorization and sync settings.
Keep in mind
  • If a user turns off availability syncing, managers cannot enable it on their behalf.
  • Teamwork.com syncs Outlook Calendar changes regularly. Large calendars or API limits may cause brief delays.

Manage availability sync (Outlook Calendar → Planning)

For users: Control whether your Outlook Calendar events are included in Planning views.
When enabled, events you accept (Yes/Maybe/Tentative) and out-of-office appear as unavailable time in Planning views when the Adjust availability based on calendar data filter is active.

  1. Click your profile icon → My apps.
  2. Open Outlook Calendar and toggle Syncs Outlook events to your availability in the Planning areas on/off.Image Placeholder

Need to stop sharing altogether? See Disconnect Outlook Calendar.

Plan capacity with calendar events

For admins and managers: Plan team capacity with users' work (tasks) and events in mind.
Shared Outlook Calendar events appear in the Unavailable time row, visually distinct from internally created unavailable time.

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Adjust availability based on calendar data

To include shared events in capacity calculations (this filter is set per Planning view):
  1. Select Planning from the main menu.
  2. Open Workload Planner, Schedule, or Overview.
  3. Click Filter (top-right).
  4. Enable Adjust availability based on calendar data. When this filter is on, capacity reflects both allocated work and shared meetings/events.

  5. Expand a user to review their Unavailable time and plan assignments around known commitments.

Explore events

Outlook Calendar events appear in each user's Unavailable time row in Workload Planner and Schedule.
  • Each day shows a single Outlook Calendar entry totaling time from qualifying meetings (two or more invitees) and out-of-office.
  • These hours roll up into the user’s daily capacity.
  • Hover over an event entry to view more details.

Click the entry to open a slide-out panel detailing the user's full Outlook Calendar schedule for the day.

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You can’t edit another user's events directly. If a teammate is at capacity and you need them for new work, ask them to decline non-urgent meetings in Outlook. Their available capacity will refresh after the next sync.

Best practices

  • Encourage team setup: Ask all relevant team members to connect and enable availability syncing before major projects.
  • Use filters wisely: Use Adjust availability based on calendar data when you need calendars included in capacity (and disable it when you don’t).
  • Review quarterly: Reconfirm sharing settings and Planning filters regularly.

Troubleshooting

  • Authorization or permission error: Re-authorize in Apps & integrations or My apps → Outlook Calendar. If needed, disconnect then reconnect (see Disconnect Outlook Calendar).
  • Events not showing in Planning: User must enable availability syncing in My apps → Outlook Calendar, and planners must enable Adjust availability based on calendar data in the Planning view filter panel.
  • Only some events show: Events must have two or more invitees. Private events appear as “Busy.” Declined events are excluded.
  • Too much unavailable time: Ask the user to decline non-work meetings in Outlook Calendar so capacity reflects their real availability.