Syncing other family members' appointments (Outlook Toolbar Beta 3)

With the release of Beta 3 of the Cozi Outlook Toolbar, you can now sync appointments for other family members besides the person who is using Outlook.

Click a topic

Setting up other attendees
What you’ll see in Outlook
Changing Cozi attendees for an appointment from within Outlook
Leaving off family member names
Appointments disappearing from Outlook
Unknown attendees

Setting up other attendees

After Outlook Toolbar Beta 3 has been installed, the Cozi toolbar appears in Outlook (in Outlook 2010, it's in the Add-in area). To choose which additional family members to sync to your Outlook calendar select Settings on the Cozi toolbar.

Go through the wizard until you reach the Other Calendars tab. Then select which family members' appointments you want to sync with Outlook. Click Next.

Note: If you have not signed in through the Outlook Toolbar you will need to sign in on the Sign In page to be able to view the Other Calendars page.

Example:

Above is Alice's Other Calendars page showing all of her family members in Cozi. In Outlook, she does not want to manage or view Richard's or her dog Spot's appointments, but does want to see her kids' appointments. To accomplish this, she checks Kate and James, but leaves Richard and Spot unchecked.

On the Which appointments screen, confirm which Outlook appointments you want synced with Cozi.

Then click Next again and then click Sync Now.

What you’ll see in Outlook

When the syncing process is complete, your appointments and those of the other family members you selected in the Other Calendars will sync with your Outlook calendar.

Appointments that include other family members will now indicate their names at the beginning of the appointment subject, in addition to your name. Appointments where you are the only attendee in Cozi do not include any names.

For example, if there is a Cozi appointment called "Dinner out" which includes Alice (the Outlook user) and Kate, the appointment subject in Outlook will appear as "Alice/Kate: Dinner out." If the appointment in Cozi is just for Alice, in Outlook it will appears as "Dinner out."

Changing Cozi attendees for an appointment from within Outlook

You can change the family members that are attending a Cozi appointment from within Outlook.

Example:

If Alice and Richard are going out to dinner, she could enter any of the following:

"Alice/Richard: Dinner out"

"Alice and Richard: Dinner out"

"Alice, Richard: Dinner out"

Regardless of how you enter the appointment, the Outlook Subject field will be updated to "Alice/Richard: Dinner out" after the appointment has been synced to Cozi.

If everyone in the family is attending an appointment, you can start the appointment with "All." For example:

"All: Dinner out"

Make sure to put a colon after the names of the family members (or All). But don't worry; if you have an Outlook appointment that includes a colon in the description like "Important: School forms due," both Outlook and Cozi will keep the subject unchanged.

Leaving off family member names

If you don't specify a family member in the Outlook appointment Subject, then Cozi assumes that this appointment is only for the family member who is using Outlook. Of course, you don't need to change anything with the Outlook appointments that are not syncing to Cozi at all.

Appointments disappearing from Outlook

If you enter an appointment in Outlook that specifies other household members in the Subject field, but you did not include your own name, Cozi assumes that you are not attending the appointment. After your appointments are synced with Cozi, this appointment will be removed from your Outlook calendar, but it will still be in Cozi.

Example:

Alice enters an appointment as "Richard/Kate: Doctor" in her Outlook calendar. Since she explicitly mentioned two other family members but not herself, Cozi assumes that Alice will be not attending the appointment. After the appointment has been synced to Cozi, the appointment will disappear from Alice's Outlook calendar since she is not included as an attendee. However, it will appear in Cozi.

Unknown attendees

Make sure everyone in your family is set up as a household member in Cozi. If you include a person in the Outlook appointment’s Subject field that is not included in your household on Cozi, Cozi cannot determine which family member you are referring to, and will just leave the name as part of the appointment subject.

Example:

Richard creates an Outlook appointment with Cozi family member Alice and non-household member Bill as "Richard/Bill/Alice: Golfing". The appointment will appear in Cozi for Richard and Alice as "Bill: Golfing". After the appointment has been synced, the appointment will appear as "Richard/Alice: Bill: Golfing" in Outlook.

 

Question not answered here? Refer to the Cozi Outlook Toolbar Self-Help Center.