Creating a Calendar event file in Outlook 2013

Have you ever signed up for an event and received a download link to “add this event to your Outlook calendar”? You can create your own! These files have a lot of uses, but especially to create your own event registration system.

Step 1: Create the Event in Outlook

Click the New Appointment button on the Ribbon, and setup your event details as you usually would: Subject, Location, Start Time, and End Time. If your event is not local, such as a webinar, you can also set the timezone so anyone in a different timezone adding this to their calendar will have the time automatically converted. (To do this, simply click the Time Zones button on the Ribbon and make sure it defaults correctly.)

The body of your appointment/event should include all the details you want recipients to be reminded of: the event description, location, access details, etc. A physical event may require the address and a link to map directions; a webinar or other online event may require the GoToWebinar access link or an access code.

Step 2: Save Your File to Your Computer

Go to File > Save As. Give your file a name – without any spaces or special characters (like apostrophes). Choose where you want to save your file on your computer, such as on your Desktop.

Click the Save button.

(Note: You do not need to save this event to your Calendar in Outlook if you don’t want to. You can also open up existing events on your Calendar and save them externally in this same fashion.)

Step 3: Grab and Use Your File

Find your file where you saved it on your computer – and use it however you want! This .ics (iCalendar format) file can be sent as an attachment in an email, uploaded to a website and linked as a download, and more!


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