How to Sync all your Calendars - Part 1 - Google, iPhone, Android and Desktop calendars

Lately, I have been on a mission to set up a common calendar for Shyamala and I to share and to integrate our personal calendars, Facebook calendars and travel itineraries so it’s all in one common calendar . With some research and Googling, I’ve managed to do the following:

·         One common calendar

·         Link it to my Android phone

·         Link it to Shyamala’s iPhone (clearly I have a better phone than Shyamala :) )

·         Have a common calendar on our PC at home

·         Automatically include our travel itineraries including flights and hotel bookings

·         Automatically include Facebook events

Not sure if this means I’ll manage my time better, but it certainly does help with it and with planning our schedule. Now for the details:

One common calendar

I needed a fairly straight forward calendar with good integration with phones and other apps. The choice was fairly obviously. I signed up for a Google Calendar account. This was a fairly straight forward process.

Syncing with the Android Phone

Android users are in luck. The setting up of a Google account/calendar is quite straight forward. If your Google calendar account is the same as the gmail account you used when you set up your phone, all of your calendars will automatically sync with the phone. In my case, the gmail account I use on my phone is different to the common calendar I set up recently.  So I had to add the new calendar.

To make life easier, I’ve also added two of the below HTC calendar widgets: 

Syncing with the iPhone

Unfortunately, this is a little more complicated than Android! (Another reason to use Android :) )

Go to Settings > Mail, Contacts, Calendars, click Add Account and create a new Microsoft Exchange Account -- not the Gmail option (yes!!! Weird!). Leaving the 'Domain' field blank, enter your Google account details in 'Username' and 'Password,' tap 'Next,' and add m.google.com as the 'Server' field on the following screen. Next, you'll be prompted for the services you'd like to sync. If this is your first time setting up mail, contacts or your calendar, go ahead and select all three.

If you are using multiple calendars open Safari to choose which Google Calendars you require. Use your account details to log in to m.google.com/sync on your phone, and select the device you're using. Tap the button next to each calendar you want on your phone, and press 'Save' once you're satisfied. Wait a few seconds, boot up the iOS Calendar app, and your Google calendars, now fully editable, will download from the Web.

If you are assuming multiple iPhones or iPads, you just need to follow the above steps on all of it. You can customize your sync settings on each device.

Have a common calendar on our PC at home

I wanted the calendar to be setup on our laptop at home. Ideally, I was looking for a desktop ‘widget’ that will load at startup on my Windows7 laptop and display the calendar... that is exactly what I found here (Not sure what Microsoft was thinking when they removed Windows Calendar from Windows7!!)

This Windows Live Calendar Gadget allows syncing from Windows Live, Google Calendar or any other calendar (including Facebook and tripit – more details below). It also allows you to sync more than one calendar! – Just what I needed.

1. Go to Google calendar > settings > Calendar tab and select the Calendar you wish to sync:

2. Under ‘Private address’, click ICAL and copy the URL:

3. Go to the Windows Live Calendar Gadget > options and paste the URL.

You can choose various the sync interval, reminder options and pick one of the three skins currently available:

Once it is setup, it sits really nicely on the desktop:

I hope this helps someone..
I've also linked my facebook events and travel itineraries (via tripit) to the above calendar (and the phones). I'll explain how I did that in the next blog.