Let’s Change Our Outlook

by Denise Hazime on April 2, 2015

Why Use Google Calendar versus Outlook?

Both Google Calendar and Outlook offer in-depth calendar management. But Google Calendar has many capabilities that make it a better choice than Outlook, including better team collaboration.

Calendar Sharing: Better with Google Calendar

The most convenient feature Google Calendar offers is collaborative calendars. Give your co-workers controlled access to your calendar and view schedules that others have shared with you. When you know if someone is free or busy, scheduling becomes easy. Google offers four options for adding viewers to your calendar, ranging from allowing users to change events and invite other users, to limited access (such as only being able to see the events on the calendar). Google also allows public calendars, which makes your events visible to everyone. Outlook only offers three ways to share your calendar; you can send the calendar via email, share it with other users using a Microsoft Exchange Server account or publish the calendar online. Google Calendar’s extended sharing capabilities make it a natural choice for highly collaborative teams.


Google offers the option to invite other people to events on your calendar. Guests can RSVP to your events by email or via Google Calendar. Both Outlook and Google allow you to attach relevant files to your events, but Google also offers the option to add a video call to the event for offsite meeting attendees. Additionally, Google adds an option for "event flair," which are optional icons that allow you to see at a glance what an event is about (i.e. a picture of a slice of cake for birthdays). It also uses background styles and icons that make it easy to visually decode your events.

Above: Event Preference Options.

Below: Month view.

Mobile-Friendly: Google Calendar Now Available for iPhone

The Google Calendar app is now available for the iPhone and has been available for Android users for some time. With two-way syncing to your mobile phone's built-in calendar or a mobile version of Google Calendar, you can access your calendar while you're away from your computer. Customizable reminders help you stay on schedule; you can choose to be notified by email or get a text message sent to your mobile phone. Access your calendar how and when you want by syncing events with other applications. Know where you're supposed to be even when you don't have Internet access. With offline access, you can view a read-only version of your calendar no matter where you are.

In today’s fast-paced society, convenience is key. Google Calendar is your best choice over Outlook for making appointments, events and team collaboration a breeze. Being able to access it from wherever you are and edit and share your calendar while on the go saves you time and effort for more important things. If you’re switching your business from Outlook to Google Calendar, download this presentation from Google which will show you how to do all the things you are used to doing in Outlook in Google Calendar – and how to take advantage of Google Calendar’s more advanced features.

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