Routinely forget to follow up on meeting tasks? Or are you so stuck in your to-do list that you forget to show up in the first place? The solution is to make sure your calendar and to-do list are always in sync so you’re on top of your schedule, no matter which app you spend your day in.
With Zapier’s automated workflows—we call them Zaps—you can make that happen in just a few clicks. In this guide, we’ll show you how to set up a Zap that automatically creates a Microsoft To Do task whenever you add a new event to your Google Calendar. It’s a seamless way to keep all your to-dos in one place and never miss a beat.
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Add Microsoft To Do tasks from new Google Calendar events
Zapier lets you create automated workflows called Zaps, which send your information from one app to another. You can create your own Zap from scratch without any coding knowledge, but we also offer quick templates to get you started.
If you’d like to start with a template, click on the Zap template to go to the Zap editor. You’ll need to create a Zapier account if you don’t already have one. Then, follow the directions below to set up your Zap.
Set up your Google Calendar trigger
First, set up your trigger—the event that starts your Zap. If you’re using the Zap template, the trigger app and event will already be selected for you. Otherwise, search for and select Google Calendar as the trigger app and New Event as the trigger event. Click Continue.
Next, connect your Google Calendar account, if you haven’t already, then click Continue.
Now let’s customize the trigger step. In the Calendar field, select the Google Calendar you want to watch for events. If you use your default calendar, it will show up as your email address. Then, click Continue.
Now, let’s test the trigger step. If you don’t have any events in your Google Calendar yet, add a test one now—this will be used to set up the rest of your Zap. Click Test trigger and Zapier will pull in recent events from your calendar. Select one, then click Continue with selected record.
That’s it for our trigger. Now let’s move on to set up the Microsoft To Do action.
Set up your Microsoft To-Do action
Now it’s time to set up the action—the event your Zap will perform once it’s triggered. If you’re using the Zap template, these will already be selected for you. Otherwise, search for and select Microsoft To Do as your action app and Create Task as your action event. Click Continue.
Next, sign in with your Microsoft To Do account, if you haven’t already, then click Continue.
Now, it’s time to customize the action, which is where we’ll add our info from Google Calendar to the right spots in Microsoft To Do.
Start off by clicking in the Title field and selecting Summary from the dropdown.
Next, select your Microsoft To Do task list in the List field. If your Google Calendar event has a description you’d like to include in the task, select Description from the data dropdown in the Note field.
To make sure the task has the correct due date, select Event Begins from the dropdown in the Due Date field. If you want a reminder when the event is about to start, also add Event Begins to the Reminder Date field.
Lastly, you can choose to add an Importance level and turn on a reminder for the event if you’d like. Once you’re done, click Continue.
Next, click Test step to test your Zap. Zapier will send a new task to Microsoft To Do based on how you set up your action step.
Go to Microsoft To Do to see what your task looks like. Here’s ours:
If everything looks how you want it, you’re now ready to use your Zap. Now every time you add a new event to your Google Calendar, you’ll see a new task in your Microsoft To Do list.
