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How to share your calendar with other applications

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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.

Don't have a calendar yet? No problem - it's easy to set up a new calendar.



How sharing calendars works

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.


Application A
  -- Publish ->  
Calendar (iCalendar format)
  <- Subscribe --  
Application B

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.



Step-by-step guides

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.

What calendar application do you use?
















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Google Calendar - how to share your calendar

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:

  1. Log in to your Google account
  2. Go to Google Calendar (opens new window)
  3. Click on the Settings menu cog button and select Settings
  4. Under Settings for my calendars click on the calendar you want to share
  5. Scroll down to the Integrate section
  6. Select the url labelled Secret address in iCal format and copy it (Can't see the link? Click here)
  7. This is the link to your Google calendar for use in iCalendar applications


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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.

  1. Log in to your iCloud account (opens new window)
  2. Go to the iCloud Calendar app
  3. Choose the calendar containing your client appointments from the list on the left (click the circular settings icon next to the name)
  4. From the Share Calendar menu choose Public Calendar
  5. Select the url
  6. This is the link to your iCloud calendar that can be used in any iCalendar compatible application


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Office/Outlook - how to share your calendar

What verions of Office/Outlook are you using?

Note: If using Outlook with an Exchange server or Office 365, calendar publishing may not be enabled for your account. Please contact your system admin if not.






Step 1: Publishing a Calendar in Office 365

To share your calendar with users or applications outside your organization with Office 365 follow these steps:

  1. Login to Office 365
  2. Click on the Calendar app
  3. Open the Calendar Settings menu by clicking the cog icon (bar at top, on the right)
  4. Click Options (bottom of the menu)
  5. Click on the Calendar publishing option (found under Calendar > Shared Calendars)
  6. Select the calendar you want to use from the drop-down menu
  7. Go to the section called Shows availability, titles and locations
  8. Copy the ICS link
  9. This is the link you need to paste into the ics compatible application that you want to share your calendar with





Step 1: Publishing a Calendar in Outlook.com (formerly Hotmail)

To share your calendar using Outlook.com (or Office Online) follow these steps:

  1. Login to Outlook.com
  2. Click on the Calendar icon to open Outlook Calendar (you can also click on the App loader button in the top-left, and select the Calendar app that way)
  3. Open the Calendar Settings menu by clicking the cog icon (found in the top bar, on the right)
  4. Select Options (at the bottom of the settings menu)
  5. Click on the Calendar publishing option (found under Calendar > Shared Calendars)
  6. Select the calendar you want to publish from the drop-down menu
  7. Go to the section called Shows availability, titles and locations
  8. Copy the ICS link
  9. This is the link you need to paste into the application you want to share the calendar with





Step 1: Publishing a Calendar in Outlook 2016

Important: Publishing an Outlook 2016 calendar is only possible if your organization uses Office 365 or Microsoft Exchange.

To share your calendar using Outlook/Exchange 2016 just follow these steps:

  1. In Outlook go to the Calendars section, right-click on the relevant calendar and choose Share > Publish This Calendar...
  2. Enter your email address and password and Sign In to 'Outlook on the web' (OWA)
  3. Select the Calendar you want to share
  4. For Select permissions select Full Details and click the Save button
  5. Copy the 'ICS' link (this is the link you need to paste into app you want to share the calendar with)





Step 1: Publishing a Calendar in Outlook/Exchange 2013

Important: Publishing an Outlook 2013 calendar is only possible if your organization uses Office 365 or Microsoft Exchange.

To share your calendar using Outlook/Exchange 2013 follow these simple steps:

  1. Open Outlook and navigate to the Calendars section
  2. Right-click on the calendar you want to publish then Share > Publish This Calendar...
  3. Enter your email address and password and click Sign In to access 'Outlook on the web' (OWA)
  4. On the Calendar Publishing page choose Full Details for the Publishing Details
  5. Select 1 day before today and 2 months after today for the Publish my calendar options
  6. Select Restricted for the Access Level
  7. Click Start Publishing
  8. Copy the 'Link for subscribing to this calendar' (this is the link you need to paste into app you want to share the calendar with)
  9. Click Save





Step 1: Publishing a Calendar in Outlook/Exchange 2010

To share your calendar with Outlook/Exchange 2010 you just need to follow these steps:

  1. In Outlook go to the Calendars section
  2. Right-click on the calendar you want to publish then Share > Publish This Calendar...
  3. In the 'Outlook on the web' (OWA) log in page enter your email address and password and click Sign In
  4. On the Calendar Publishing page choose Full Details for the Publishing Details
  5. Select 1 day before today and 2 months after today for the Publish my calendar options
  6. Select Restricted for the Access Level
  7. Click Start Publishing
  8. Copy the 'Link for subscribing to this calendar' (this is the link you need to paste into app you want to share the calendar with)
  9. Click Save


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Yahoo Calendar - how to share your calendar

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.

  1. Log in to your Yahoo account
  2. Go to Yahoo Calendar
  3. Select the calendar with your client appointments from the list on the left (click on the small down arrow)
  4. Choose Share from the options menu that appears
  5. Click the Generate Links checkbox
  6. Select the ICS address (not the HTML address)
  7. This is the link to your Yahoo calendar that can be used in any iCalendar compatible application
  8. Click Save
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...
Yahoo step 2: Select the address and Save


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Zoho Calendar - how to share your calendar

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.

  1. Log in to your Zoho account
  2. Go to Zoho Calendar
  3. Under the My Calendars list, select the calendar containing your client appointments (click the small down arrow that appears or right-click)
  4. Click Share
  5. Turn on the Enable private Address for this calendar option by clicking on it
  6. Click on ICAL url
  7. Select the address that appears in the pop up box
  8. This is the link to your Zoho calendar that can be used by any iCalendar compatible application
  9. 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
Zoho step 3: Click on ICAL url
Zoho step 4: Select the address


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Teamup Calendar - how to share your calendar

If you use Teamup to manage and coordinate schedules within your organization you'll be pleased to know publishing your Teamup calendar is very, very simple:

  1. Log in to your Teamup account
  2. Go to the calendar you want to share
  3. Click the blue menu button in the top right corner of your calendar
  4. Select iCalendar Feeds from the menu (see image below)
  5. Copy the iCalendar Feed URL

Note that if the iCalendar Feeds menu option is not active this feature has been disabled for your calendar - ask the calendar admin to enable it.

Teamup step 1: Select the iCalendar Feeds option to get the URL


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Teamweek - how to share your calendar

Teamweek describes itself as Visual Project Management Software for Teams. The good news is that integrating your Teamweek calenders is but a few clicks away:

  1. Log in to your Teamweek account
  2. Select Integrations from the Options in the upper right corner
  3. Click Calendar
  4. Copy and your Timeline’s calendar link. This is the link to your Keep and Share calendar that can be used in any iCalendar compatible application


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WriteUpp - how to share your calendar

WriteUpp is a practice management software solution designed for health and wellbeing professionals. It includes a diary component and sharing calendars with other applications is a simple task:

  1. Log in to your WriteUpp account
  2. Go to Settings > Account details
  3. Copy the Calendar Feed URL. This is the link to your WriteUpp calendar that can be used in any iCalendar compatible application



How to create an appointments calendar using Google Calendar

  1. Go to Google Calendar (opens new window)
  2. If you already have a Google account then Sign in otherwise Sign Up
  3. Once inside Google Calendar click on the My Calendars settings (panel on left) and select Create new calendar - call it Appointments
  4. You can add new appointments by clicking Create (IMPORTANT: make sure the event is being added to your new Appointments calendar, not a different one)
  5. For the event title enter the client name
  6. Check the spelling as it must match the name in your Clients list
  7. Enter the start and end times, plus any other info, and click Save
  8. To connect to your new Appointments calendar (so client reminders can be sent) follow these instructions


Conclusion

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).