This article explains how you can share a calendar stored in one application with other applications.
Most calendar applications support the iCalendar format (also called iCal or ICS format or IETF standard RFC 5545 if you're a real geek).
This provides a standard way to allow an application to 'view' calendars stored within other applications, which is more convenient than manually maintaining two versions of the same calendar, or switching between multiple apps.
For example you might want to view your Google calendar from within an iPhone application, or your Zoho calendar from within Outlook.com.
Essentially Application A "publishes" a calendar, which Application B (and any other iCalendar compatible application) can then "subscribe" to.
iCalendar (iCal) is the common format that allows the two to exchange event info via a data feed.
-- Publish ->
Calendar (iCalendar format)
<- Subscribe --
In order to share your calendar with another application you need a unique URL (web address).
This link gives read-only access to the calendar data so be sure to only give it to people/applications you want to share it with.
It's important to note that because access is read-only, other apps will only be able to view data, not change it.
We've produced a simple guides to sharing calendars using the most popular apps. If yours isn't on the list let us know and we'll do our best to add it to the article.
Google Calendar is used by both individuals and businesses.
And what's not to like? It's free, simple to use and easy to share.
If you want to share a Google calendar with another application just follow these instructions:
iCloud - how to share your calendar (iPhone, iPad, Mac)
If you have an iPhone, iPad, Mac or other Apple device you've probably set up an iCloud account (if not you can do so for free).
iCloud allows you to share and sync your content across devices, including calendar information.
For each calendar it provides a web address for connecting with other compatible applications.
Private Calendars can only be shared with other iCloud users but Public Calendars provide a unique address for use by any app, which is the method outlined here.
Note that although they are called Public calendars, only people you give the address to can view your calendar, not everyone.
Yahoo Mail is a popular webmail service that also includes a handy calendar function.
It's a simple process to allow other apps to view your calendar via a unique address - see below for details on how to publish.
Log in to your Yahoo account
Go to Yahoo Calendar
Select the calendar with your client appointments from the list on the left (click on the small down arrow)
Choose Share from the options menu that appears
Click the Generate Links checkbox
Select the ICS address (not the HTML address)
This is the link to your Yahoo calendar that can be used in any iCalendar compatible application
Yahoo step 1: Log in to the calendar app and select the calendar you want to link to (in this example "My Clients") and choose Share...
If your business uses the Zoho suite then chances are you use Zoho Calendar to store your appointments.
Zoho Calendar allows you to share your calendar by publishing it using the industry standard iCalendar format - see below on how to achieve this.
Log in to your Zoho account
Go to Zoho Calendar
Under the My Calendars list, select the calendar containing your client appointments (click the small down arrow that appears or right-click)
Turn on the Enable private Address for this calendar option by clicking on it
Click on ICAL url
Select the address that appears in the pop up box
This is the link to your Zoho calendar that can be used by any iCalendar compatible application
Click OK to close the pop up box
Zoho step 1: Click on the calendar you want to share (in this example "My Clients") and select Share
Zoho step 2: Select Enable private Address for this calendar
When I Work is an online employee scheduling system. It offers the option to sync schedules with external applications via an iCalendar feed. The feed includes info from the previous week and the next two weeks.
You can sync your personal schedule, OpenShifts, or (permissions dependent) the full schedule for your workplace.
Note that if you have employee-level access privileges the last option (full schedule sync) may not be available if your employer has turned this option off.
To sync your When I Work schedule just follow these steps:
Log in to your When I Work account and bring up the Dashboard
Under Today’s Schedule, click Calendar Sync
Copy the desired link (e.g. MY SCHEDULE). This is the link to your When I Work calendar that can be used in iCalendar compatible applications
Podio from Citrix is an online service for work collaboration and communication. To sync a Podio calendar you can follow these steps:
There are two main calendars you can sync within Podio:
Personal Podio calendar (this accessible via the blue bar at the top of the page) - go to that calendar, click the small wrench icon and then choose Export to external calendar.
A calendar from a specific workspace - go to the relevant workspace, click on the wrench icon above the activity stream, and then choose Workspace Calendar. From there, click the wrench icon in the upper right, followed by Export to external calendar.
In both cases you'll then see a dialog box that enables you to connect. Choose the iCal option and copy the unique secret url
This is the link to your Podio calendar that can be used in any iCalendar compatible application
In this article we've outlined the basic process that allows different calendar applications to share data, based on a publish-subscribe mechanism.
There are many calendar applications in use and we've explored guides on sharing using the most popular.
It should be noted that just because an application says it is able to import iCalendar data it does not mean it supports the full iCal specification (so not all data may not be imported as expected).
NEW! Check out Knowby to easily create online instructions and tutorials