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Step-by-Step Guide: Add Events to Your Preferred Calendar Using ICS File Downloads

Microsoft 365, SharePoint, Teams

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While some calendar invites populate directly in your inbox, allowing you to accept or decline the event without opening your calendar, iCalendar (ICS) files require one more step.

In-mail calendar invite:

Link to download iCalendar file:

How to Import an ICS File to Your Calendar

If you’ve ever registered for a C5 Insight event, you’ve likely received one or both types of calendar invites. In this step-by-step guide, we walk you through the process of adding new events to your preferred calendar using ICS file downloads.

 

What is an ICS File?

An ICS file is a universal calendar file format that can be used across various email and calendar programs, including Google Calendar, Microsoft Outlook, Apple Calendar, and many others. It contains all the details of an event, such as the title, date, time, location, meeting link, and any notes or reminders.

By downloading and importing an ICS file, you can quickly add an event to your calendar without manually entering the details no matter which calendar app you use.

 

How to Import ICS File to Outlook Calendar

Microsoft Outlook (New)

    1. Click the link or button in the email prompting you to download the ICS file.
    2. Go to your computer’s Downloads folder.
    3. Right click on the ICS file > Hover over “Open with” > Click “Outlook (new).”
    4. Click “Browse” to select the ICS file from your computer or drag and drop it into the space provided.
    5. Select your calendar from the dropdown options.
    6. Click “Import.”

Microsoft Outlook (Old)

    1. Click the link or button in the email prompting you to download the ICS file.
    2. Open Outlook Calendar > Click “File” in the upper left > “Open & Export.”
    3. Click the “Import & Export” block.
    4. Select “Import an iCalendar (.ics) or vCalendar file (.vcs).”
    5. Select the ICS file from your Downloads folder.
    6. Click “Import.”

 

How to Import ICS File to Google Calendar

    1. Click the link or button in the email prompting you to download the ICS file.
    2. In Google Calendar, click on the gear icon in the upper-right corner and select “Settings.”
    3. In the left sidebar, click on “Import & export.”
    4. Under the “Import” section, click “Select file from your computer” and choose the downloaded ICS file.
    5. Select the calendar you want to add the event to and click “Import.”

    How to Import ICS File to Apple Calendar (iCal)

      1. Click the link or button in the email prompting you to download the ICS file.
      2. Launch the Calendar app on your Mac or iOS device.
          • On a Mac:
            • Go to “File” in the top left corner of the screen.
            • Select the downloaded ICS file and click “Import.”
            • Choose the calendar you want to add the event to and click “OK.”
          • On an iPhone:
            • Once you download the ICS file, Calendar will automatically open and prompt you to import the event.

    We hope to see you at one of our upcoming digital events!

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