How Outlook appointments work in Cozi

You have complete control over which Microsoft Office Outlook appointments appear on your family’s calendar in Cozi. This avoids cluttering the family calendar with appointments that no one else in the family needs to know about, and it can help maintain workplace confidentiality.

You have two levels of control over which appointments sync from Outlook to Cozi: 1) You pick a general rule that determines which Outlook appointments should normally appear in Cozi, and 2) you can move individual Outlook appointments on or off the Cozi family calendar on a case-by-case basis.

Click a topic

Choosing which Outlook appointments you normally want in Cozi

Sending individual Outlook appointments to Cozi

Who can see my Outlook appointments in Cozi?

Choosing which Outlook appointments you normally want in Cozi

Cozi’s Outlook sync preferences allow you to choose whether to have all appointments from Outlook go to Cozi, or to have just Outlook appointments that fall outside your working hours appear in Cozi. The latter option lets you keep most work appointments at work, but have early meetings, late meetings, or long business trips appear on the family calendar. (The Cozi Outlook Toolbar gets your working hours from Outlook; you can change your working hours in Outlook's Options dialog.)

Of course, you may opt to have none of your Outlook appointments go to Cozi. In this scenario, synchronizing will only send Cozi appointments to your Outlook calendar.

To choose your syncing preference, click Settings on the Cozi Outlook Toolbar.

Sending individual Outlook appointments to Cozi

The Cozi Outlook Toolbar gives you both automatic and manual control over which Outlook appointments should get posted to the family calendar in Cozi. The toolbar does this through a standard Outlook feature called Categories.

Outlook lets you put any appointment into one or more categories, such as “Business” or “Favorites.” The Cozi Outlook Toolbar creates a new Outlook category called “Family.” All appointments categorized as “Family” in Outlook will appear in Cozi.

Tip: You can customize Outlook to show all Family appointments in a certain color. See Color-coding your appointments in Outlook.

To change an individual appointment’s sync status, you can add or remove the “Family” category.

If you are using Outlook 2003:

• To put any Outlook appointment ON the Cozi Calendar, open the appointment and type the word “Family” in the Categories field (bottom right corner).
• To take any Outlook appointment OFF, open the appointment and delete the word “Family” from the Categories field.

If you are using Outlook 2007:

• To put any Outlook appointment ON the Cozi Calendar, click the appointment, click Categorize on the toolbar, and then click Family.
• To take any Outlook appointment OFF, click the appointment, click Categorize, and then click Clear Family.

Example:
Alice sets up the toolbar so that all Outlook appointments outside her defined working hours will be automatically posted to Cozi. She receives a meeting request for a meeting that runs from 4:00 to 6:00 pm.

Because the appointment extends beyond her 9:00 — 5:00 working hours, the toolbar automatically categorizes the appointment as “Family.” A short while later, the appointment automatically appears in Cozi. From home, Alice’s family sees that she’ll be working late that day. If Alice later decides that she doesn’t want that particular appointment to appear on the family calendar, she can just remove the “Family” category from the appointment, and it will disappear from Cozi at the next sync.

Any family member who has access to your family’s Cozi account can view appointments sent from Outlook to your Cozi Calendar.

Question not answered here? Send us your question

Cozi Outlook Toolbar Help Home Page