Understanding Differences Between Google, Microsoft, and iCloud Calendars

Note: This article assumes you've read "Understanding Calendar Integration in Motion: Google, Microsoft, and iCloud". If you haven't, we recommend starting there for foundational concepts.

Summary:

Motion offers external calendar connections from three major calendar providers: Google, Microsoft, and iCloud. While all three calendars are great for personal and professional use, they are all unique to one another.

In this article, we will discuss and compare the differences between integrating Google, Microsoft, and iCloud calendars with Motion, and highlight their key features, use case examples, and tips to help you streamline your scheduling and task management needs.

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Calendar Overviews:

• Google Calendar: Ideal for Motion users who prefer the use of advanced features like sub-calendars, color-coded events, and privacy settings.

  • Example: Sarah has a variety of meetings planned on her calendar split between different clients. She chooses to color-code her meetings using a different color for each client so she can always tell from a glance which client she will be meeting with next.

• Microsoft Calendar: Ideal for all Motion users who prefer the same advanced features offered by Google Calendar, excluding color-coded events.

  • Example: Matt creates a sub-calendar for "Personal Appointments" to keep non-work events separate from his primary calendar; making it perfect for managing his multiple schedules.

• iCloud Calendar: Like most Apple products the iCloud calendar is simple and streamlined; making it best suited for Apple users who want to sync seamlessly across their Apple devices.

  • Example: Sync the "Family" and "Home" calendars to organize personal plans across your iPhone, iPad, and MacBook.

  • All three calendar options offer useful and unique benefits and can be connected as your main calendar in Motion. As a reminder, the main calendar serves as the default host for events and the destination for externally synced tasks when auto-scheduling is enabled.

    For more information on understanding main calendars click [here].

Features	Google	Microsoft	iCloud
Has a default primary calendar	✅	✅	❌ (Users must specify one as the main calendar in Motion.)
Change events from “Busy” to “Free”	✅	✅	❌ (Defaults depend on event type; no changes in Motion.)
Private events	✅	✅	❌
Supports travel time	✅	✅	❌
Color-code calendars	✅	✅	✅
Color-code events	✅	❌	❌

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Key Features and Differences of Google, Microsoft, and iCloud Calendars

1. Google and Microsoft Calendars

1.1 Primary Calendar

• When you set up a Google or Microsoft account, a primary calendar is automatically created (e.g., "Emily’s Calendar" for [e-mail] or [e-mail]). This calendar becomes the primary calendar for that email address by default.

• In Motion, if you select your Settings ⚙️ > Calendars > My Calendars you will see all your primary calendars under the "Accounts" section.

Example: Emily’s Google account automatically creates a calendar named after her email, which serves as her default calendar in Motion.

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1.2 Sub-calendars

• Under the primary calendar, you can create a variety of “sub-calendars” such as “Birthdays,” “Personal Appointments,” or “Holidays.”

• These calendars can be used for multiple purposes, including seamlessly tracking different schedules and important occasions.

• A sub-calendar doesn't have its own standalone primary email address as it's directly associated with the primary calendar email.

• While sub-calendars are linked to the primary calendar email, they cannot be set as a main calendar in Motion.

Example: Emily creates a sub-calendar for “Birthdays” under her primary calendar: “Emily’s Calendar.” Without adding any clutter to her schedule, she uses this sub calendar to track her family and friends birthdays so she never forgets to reach out on their special day.

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1.3 Event Scheduling

• Motion defaults to your main calendar but lets you schedule events on any connected calendar listed in "My calendars," providing variety and flexibility in meeting scheduling.

Examples:

1. If your main calendar is [e-mail], but you’re scheduling a work-related meeting. In the event creation modal, you can change the host calendar to Work Calendar.

2. Emily’s main calendar is his personal Gmail, but she schedules a meeting under her “Work” sub-calendar.

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1.4 Privacy Settings

Google and Microsoft allow sharing at both individual and organizational levels.

• Individual level: If you have a personal account using a @gmail.com or @outlook.com, you have the option to share calendars with another person, like your spouse or friends. The ability to share calendars is entirely dependent on your personal settings.

• Company level: If you belong to an organization with a designated admin (e.g., company domain with an admin managing your email), the admin can establish automatic sharing for everyone within that domain. For this type of account, additional administrative settings are required to modify privacy settings.

Example: Bob shares his work calendar with his team but keeps his “Personal” calendar private.

⚠️Changes in Google/Outlook Calendar settings may take up to 12 hours to reflect in Motion due to calendar cache.

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1.5 Task Management

Tasks can be displayed in three ways in Motion:

• Only in Motion

• Externally on the main calendar with all tasks marked as free

• Externally on the main calendar with tasks marked as free and busy

You can decide whether to show task names if you choose the 2nd or 3rd option. For more information on how tasks display externally on your calendar click [here].

Example:

• Alex sets tasks to appear as "Free" on his main calendar to avoid conflicts with shared events.

• You are shared on Alex’ calendar, and when you view his calendar, all the tasks appear as 'Free' (with task names off).

• However, the distinction between 'Free' and 'Busy' operates differently. Tasks within 8 hours of the deadline will be displayed as 'Busy' (at risk) to the viewer, whereas Alex’ calendar will depict some tasks as 'Busy' and others as 'Free.'

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2. iCloud Calendars

2.1 Default Calendars

• iCloud includes pre-defined calendars like "Work," "Home," and "Family." These pre-defined calendars don’t distinguish between primary and sub-calendars.

Example: Mark uses his "Family" calendar to coordinate household plans like picking up the kids from school, and uses his "Work" calendar for professional tasks and meeting planning.

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2.2 Task and Event Scheduling

• Users specify which calendar tasks and events are assigned to.

Example: Sarah decides to select her iCloud “Work” calendar as her designated task calendar in Motion.

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2.3 Syncing Across Devices

• Updates made in your iCloud calendar seamlessly sync automatically across all your other Apple devices; making it great for coordination and alignment.

Example: Sarah updates an iCloud event on her iPhone, and the change instantly reflects on her MacBook and iPad.

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2.4 Privacy Settings

• Events on shared calendars are visible to all participants, but task details can be hidden for privacy.

Example: Sarah shares her "Work" calendar with her assistant but hides sensitive task details.

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Summary: By understanding these calendar features and their integration within Motion, you can streamline your workflow, enhance collaboration, and manage tasks effectively. Tailor your setup based on these insights to achieve seamless scheduling and productivity.