Add the organizer and guest list to the description

Meetings with guests get Organizer and Guests lines above their description. Events with no guests keep the description as it is.

Works on: Plus.

When this is for youCopy Anchor Link

You want to see who a meeting is with at a glance, without opening the original invitation.

Before you turn it onCopy Anchor Link

• Organizer is blank on Outlook unless you are the organizer.
• The guest list shows up to 10 lines, then "+N more". Guests are not added to the copy and no invitations are sent.
• Anyone who can see the destination calendar can read the guest list.

How it worksCopy Anchor Link

SYNCDATE copies each event to the calendar you check. A rule on the Description row looks at the guest count: when the event has guests, the copy's description starts with an Organizer line and a Guests line, followed by the original description. Events with no guests keep the description as it is.

What you'll pickCopy Anchor Link

• The calendar with the meetings (1 calendar; copies come from here): Nothing is written to it.
• The calendar you check (1 calendar; copies land here): Where the copies appear.

Setting it upCopy Anchor Link

1. Pick the calendar with the meetings as the source. Nothing is written to it.
2. Pick the calendar you check. The copies appear here.
3. Under "What copies look like", open the "Description" row. It is already set to "Custom" with one rule: if "Guest count" is more than 0, write "Organizer: ", the "Organizer" variable, a new line, "Guests: ", the "Guests" variable, a new line and the "Description" variable. "Otherwise" is the "Description" variable.
4. Check it worked: open the copy of a meeting with guests. Its description should start with the organizer and the guest list. A meeting with no guests should show only its description.

VariationsCopy Anchor Link

You can add these to this sync at any time, without starting over.

Sync everything except all-day eventsCopy Anchor Link

Add an "All-day events" exclude rule and holidays, birthdays and travel banners stay out of the calendar you sync into. It also catches birthdays from a subscribed calendar, which "Special dates from contacts" cannot — those arrive as ordinary events, so only the all-day rule sees them.

Only invitations you've acceptedCopy Anchor Link

Set "Invitations" to "Only yes" and meeting requests you haven't answered stay out of the calendar you sync into until you accept them.

Set this upCopy Anchor Link

Start with this recipe opens the sync screen with this recipe's direction and common settings already filled in. You pick the calendars, and you can change any setting before anything syncs.

The rule is already written. Open the row it names under "What copies look like" to read it or change it before you start the sync.

Start with this recipe

Related

Custom text and rules: decide what each copy says

Write a copy's title, description or location yourself with pieces of the original dropped in, and use if-this-then-that rules for text, privacy and free or busy.

Three useful rules for Google and Outlook

Join link in Location, guests in the description, personal events as Busy at work. Rules for syncing Google Calendar and Outlook; rules need Plus.