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Adding an event to your calendar program

Any event in Wild Apricot can be added to calendar programs such as MS Outlook, Apple iCal, and Google Calendar.  

► SHOW ME – Google Calendar (1:25)

To add an event to your calendar, go to the event page in public view and open the event details. In the top-right corner of the event details, click Add to my calendar.

An .ICS (iCalendar) file will be generated containing the event details and a link to the event page. The file will be downloaded via your browser.

You can now import the downloaded .ICS file into most calendar programs, including MS Outlook, Apple iCal, and Google Calendar. Your calendar program will automatically use the timezone of the event to set the equivalent event time in your calendar.

Importing .ICS files into MS Outlook

To import the .ICS file into MS Outlook, follow these steps:

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  1. From your download folder, double click the .ICS file.
  2. Click the Open button.
  3. Enter any notes then click Save and Close.

or:

  1. In Outlook, click the File menu or tab and select the Open > Import or Import and Export option (depending on your version of Outlook).
  2. Select Import an iCalendar (.ics) or vCalendar file (.vcs) then click Next.
  3. Find the downloaded .ICS file then click on OK.
  4. Click Import.

Importing .ICS files into Apple iCal

To import the.ICS file into Apple iCal, follow these steps:

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  1. From your download folder, double click the .ICS file.
  2. From the Add Events dialog that appears, select the calendar where you want the event to appear.
  3. Click OK.

or:

  1. Open iCal.
  2. Click the File menu and select Import.
  3. Find the downloaded .ICS file.
  4. Click Import.
  5. Select the calendar where you want the event to appear.
  6. Click OK. 

Importing .ICS files into Google Calendar

To import the .ICS file into Google Calendar, follow these steps:

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  1. In Google Calendar, click the down-arrow next to Other calendars.
  2. Select Import calendar from the menu that appears.
  3. Click Choose file and find the downloaded .ICS file then click Open.
  4. Select the Google Calendar where you'd like the event to appear, then click Import. 

You can email a link to the event calendar file to event registrants as part of an event announcement or reminder, so they can easily add the event to their calendars. To email a link to an event calendar file, follow these steps:

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  1. Go to the public event page and open the event details. 
  2. In the top-right corner of the event details, click Add to my calendar. If prompted, save the .ICS file – containing the event details and a link to the event page – to your computer or network.
  3. Go to admin view and select your event within the events list.
  4. Click the Events tab.
  5. Select the event announcement or reminder where you want the link to the .ICS file to appear.
  6. Click the Edit button to begin editing the email.
  7. Enter and select the text you want to use as the link text (e.g. "Click here to download a calendar file that you can import into Outlook or Google Calendar").
  8. Within the content editor toolbar, click the File icon.


     
  9. On the Insert document window that appears, click Browse and locate the .ICS file you downloaded.
  10. Click the Insert button to insert a link to the file.
  11. Click Save to save the changes to the email.

Troubleshooting

If the event time shown on your calendar does not match your event time, it may be due to timezone differences. Check that the event timezone specified in your Wild Apricot site is the same as the timezone on your computer or calendar. If you changed your timezone after your event had already been created, you need to go into the event and re-save it for the new timezone to take effect.

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