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Send Text Reminders with Outlook

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Sending text appointment reminders in Microsoft Outlook is possible using 'Outlook on the web' and SMS Client Reminders.

Outlook is part of the Microsoft Office suite and provides email, calendar, contact manager, task manager and related applications. It is used extensively by individuals and organizations to manage their information, events and activities.

The following tutorial explains how to link to your Outlook calendar(s) in order to send automated SMS text and email appointment reminders.



Before we get Started...

To share your calendar with other people or applications you need to Publish it using 'Outlook on the web' (previously known as Outlook Web App or OWA). Publishing a calendar is only possible if your organization uses Microsoft Exchange, or you use Office 365 or Outlook.com. When you publish a calendar it creates a special link/URL which you can share with anyone you want to be able to view your calendar (access with this method is always read-only).



Instructions for Sharing an Outlook Calendar and Setting up Text Reminders

Select your version of Microsoft Outlook below in order to set up SMS Client Reminders to automatically send out text and email reminders.

Note sure what version you're using? All Microsoft Exchange accounts come with 'Outlook on the web' access, which allows you to securely view your exchange mailbox from any web browser, without using Outlook itself. If your email address ends in @hotmail.com, @outlook.com or @live.com then you're not using 'Outlook on the web' but rather Outlook.com the free email service formerly known as Hotmail.

Note: Calendar publishing/sharing may not be enabled for your account. Please contact your system admin if not.






Step 1: Publishing a Calendar in Outlook 2016

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 SMS Client Reminders and will end with .ics)

Step 2: Setting up Text Reminders in Outlook 2016

Now you have your ICS calendar link, to set up appointments reminders by text for Outlook 2016:

  1. Set up a FREE TRIAL of SMS Client Reminders (you need to choose whether you want to use Client Name input or Direct input)
  2. If using the Client Name input mode click on Clients and enter your client names and phone numbers (this step is not required for Direct input mode)
  3. Click on Add Appointments
  4. Click on the Link to Calendar tab
  5. Paste the ICS link (the one you copied from Outlook) into the iCalendar url/link field (and optionally enter a reference name
  6. Click Save

The calendar will now be scanned for appointments and checked every 30 minutes for any updates. When it identifies an appointment a reminder will be set up automatically.






Step 1: Publishing a Calendar in Outlook 2013

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 SMS Client Reminders and will end with .ics)
  9. Click Save

Step 2: Setting up Text Reminders in Outlook 2013

Now you have your ICS calendar link, to set up appointments reminders by text for Outlook 2013:

  1. Set up a FREE TRIAL of SMS Client Reminders (you need to choose whether you want to use Client Name input or Direct input)
  2. If using the Client Name input mode click on Clients and enter your client names and phone numbers (this step is not required for Direct input mode)
  3. Click on Add Appointments
  4. Click on the Link to Calendar tab
  5. Enter the ICS link (that you copied from Outlook) into the iCalendar url/link field (and optionally enter a reference name
  6. Click Save

The calendar will now be scanned for appointments and checked every 30 minutes for any updates. When it identifies an appointment a reminder will be set up automatically.






Step 1: Publishing a Calendar in Outlook 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 SMS Client Reminders and will end with .ics)
  9. Click Save

Step 2: Setting up Text Reminders in Outlook 2010

Now you have your ICS calendar link, to set up appointments reminders by text for Outlook 2010:

  1. Set up a FREE TRIAL of SMS Client Reminders (you need to choose whether you want to use Client Name input or Direct input)
  2. If using the Client Name input mode click on Clients and enter your client names and phone numbers (this step is not required for Direct input mode)
  3. Click on Add Appointments
  4. Click on the Link to Calendar tab
  5. Paste the ICS link you copied from Outlook into the iCalendar url/link field (and optionally enter a reference name
  6. Click Save

The calendar will now be scanned for appointments and checked every 30 minutes for any updates. When it identifies an appointment a reminder will be set up automatically.






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 icon
  3. In the left hand calendar navigation pane, under My calendars, right-click on the calendar you want to share. If you have not created additional calendars then only your primary calendar will be listed.
  4. Click Permissions and the Calendar page will open
  5. Under Outside organization/Public calendar click the drop-down option box and choose Full Details as the level of access you want to give users
  6. Click Save
  7. Return to the My calendars list
  8. Once again, right-click on the selected calendar and choose Permissions
  9. There should be two links listed under Public calendar
  10. Right-click on Subscribe to calendar and select Copy link address
  11. This is the link you need to paste into SMS Client Reminders and will end with .ics

Step 2: Setting up Text Reminders in Outlook365

Now you have your ICS calendar link, to set up appointments reminders by text for Office 365:

  1. Set up a FREE TRIAL of SMS Client Reminders (you need to choose whether you want to use Client Name input or Direct input)
  2. If using the Client Name input mode click on Clients and enter your client names and phone numbers (this step is not required for Direct input mode)
  3. Click on Add Appointments
  4. Click on the Link to Calendar tab
  5. Enter the ICS link you copied from Outlook into the iCalendar url/link field (and optionally enter a reference name
  6. Click Save

The calendar will now be scanned for appointments and checked every 30 minutes for any updates. When it identifies an appointment a reminder will be set up automatically.






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

To share your calendar using Outlook.com (Hotmail) follow these steps:

  1. Login to Outlook.com
  2. Select the Settings icon (found at the top of the page) and then select Calendar
  3. Select Publish calendar and choose the desired calendar
  4. Select Full Details for the permission field
  5. Save these settings and a unique ICS URL will be shown
  6. This is the link you need to paste into SMS Client Reminders and will end with .ics

Step 2: Setting up Text Reminders in Outlook.com

Now you have your ICS calendar link, to set up appointments reminders by text for Outlook.com:

  1. Set up a FREE TRIAL (you need to choose whether you want to use Client Name input or Direct input)
  2. If using the Client Name input mode click on Clients and enter your client names and phone numbers (this step is not required for Direct input mode)
  3. Click on Add Appointments
  4. Click on the Link to Calendar tab
  5. Enter the ICS link you copied from Outlook into the iCalendar url/link field (and optionally enter a reference name
  6. Click Save

The calendar will now be scanned for appointments and checked every 30 minutes for any updates. When it identifies an appointment a reminder will be set up automatically.




© 2017 SMS Client Reminders. Version 2.2