How do I add my Kona events to my Outlook (2010) and (2013) calendar?

Kona provides the ability to share the calendar in any of your spaces, or your My Kona calendar, with Outlook!

  1. Open the Kona space that includes the calendar you want to share or My Kona.
  2. Choose the Events tab.
  3. Click the drop-down arrow located to right of the word Calendars under the “Add an event” entry bar and choose “Share this Calendar”.

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4. Copy the link shown in the popup window under the “All events” or “Just my events” heading, depending on which events you want to add to Outlook. Note: If following this process from My Kona, there will only be an option for “Just my events”.

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5. In Outlook, click on “Calendar” from the left navigation pane.

6. In the Home tab, locate the “Manage Calendars” section and click the drop-down arrow next to “Open Calendar”.

7. From the drop-down menu, choose “From Internet”.

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8.In the “New Internet Calendar Subscription” popup window, paste the URL you copied from your Kona calendar into the field provided and click OK.

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9. The popup to “Add this Internet Calendar to Outlook and subscribe to updates” will appear.  To finish the setup, click Yes.  If you would like to customize the calendar’s name or description, select the Advanced button.  Upon completing the advanced fields, click OK and then Yes.

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Note: After importing your Kona calendar to Outlook, it may display in a side-by-side view instead of a consolidated view.  To have one consolidated calendar, click on the arrow next to the name of your Kona calendar.  This will insert your Kona events into your main Outlook calendar.

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8 Comments

  • 0
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    kim.jacobson

    That is SOOOO cool!

  • 0
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    Simon Peters

    How often will my Kona calendar refresh in outlook?

  • 0
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    Christine Boermeester

    Hi Simon,

    By default, Outlook will refresh every hour.  If you click the "Advanced" button in step 9 of these instructions, you will see an "Update Limit" section at the bottom which shows what frequency will be used for the calendar you are adding.

    Thanks,

    Christine

  • 0
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    Sarah Gonnella

    Great feature. I just installed this. It is great when you overlap your calendar with the Kona calendar.

  • 0
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    Cindy Cates

    We've noticed some delay on the calendar updates and even forcing Outlook to update doesn't work. The events showed up 10 minutes later on their own. Is there something else we should be doing to see the changes faster. I know 10 minutes doesn't sound like a lot, but we are talking about project managers and faster is always better. Thanks

  • 0
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    Christine Boermeester

    Hi Cindy,

    Thanks for your feedback.  I checked with our developer and he said that the time limit of when to pull data from the Kona calendar is established on the Outlook side.  The quickest refresh on most calendars (like Google pulling from Kona) is usually an hour so a 10 minute is very liberal.  I would suggest making a Microsoft feature request if you have an interest in updating the calendar data refresh time limit.

    Christine

  • 0
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    Cindy Cates

    Hi, is there a way to make Kona events that are all-day events show up as free time. All of them are showing as busy and show up color blocked when viewing the calendar in Outlook. We have all our company employee birthdays and anniversaries on our Business account calendar and everyone is invited to all of them. Obviously, we are not all busy on those days. The same goes for general events, like Payday.

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    Christine Boermeester

    Hi Cindy,

    I see what you mean where when you click on a Kona event from inside Outlook, it is marked as Busy.  However, the time is not really blocked out in Outlook.  It is more informational.  If someone tries to schedule an event with you in Outlook on a day that you have an all day event from Kona, your time will be showing as Free.

    Thank you,

    Christine 

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