Sync Outlook group calendar to personal calendar

Most mobile phones only support to synchronize your personal calendar on an Exchange server to your phone. Unfortunately, often companies use group calendars to manage their joint appointments which then do not get on your mobile phone – unless you manually copy and paste the relevant entries to your personal calendar. This article shows you how to create an individual synchronization routine from group to personal calendar with built-in filter function in Microsoft Outlook.

The synchronization procedure not only ensures that all group calendar entries are up-to-date in your personal calendar, but also listens to all ongoing changes which then are automatically mirrored to your personal calendar (and pushed to your phone).

It has been tested with different mobile phone set-ups (iPhone, Symbian/Nokia) which perfectly receive all group calendar appointments.

First, download the Visual Basic package und uncompress the file. You will find the following files

Modul1.bas – this includes the routines SynchronizeAll() and DeleteAllSyncs() which include all necessary steps to mirror appointments. Check the code an adapt it to your personal calendar path (“Mailbox – Yourname\Calendar”) and your public calendar to be synchronized (“Public folder\All public folders\CompanyCalendar”). Please also check the filters applied: in this example not all entries are mirrored but only those which include an “AJ” in the subject (since these are the initials of the personal entries).

ThisOutlooksession.cls – This class includes all relevant routines that are called whenever a change in the public calendar occurs. Thus, these routines – once linked at the startup of Outlook – will ensure that you get real “Push” functionality whenever someone changes or adds an appointment to the group calendar.

Modul2.bas – provides basic timer functionalities. You can ignore these, they are not used.

Statusfrm – a form to display the synchronization progress if needed.

Open the VBA window within Outlook (Alt-F11) and import all these modules into the appropriate sections (ThisOutlookSession into ThisOutlookSession, Modules into the folder modules etc.). Then adapt them to your individual usernames and public folder names. Then create some icons in your icon bar and link them to the routines “Synchronisieren” and “Syncrolöschung” (Sync Delete). Done.

The sync mechanism will only work one way so far. It will put a SyncID into the notes field to get 1:1 mappings and ensure data consistency. It will also work in a multi-user situation where multiple users have installed the routine on multiple Outlook installations.

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