You need to share your Outlook calendar with someone who uses Google or Apple Calendar. The standard calendar invitation may not work for recurring events or long-term sharing. The solution is to export your calendar as an iCal file, which is a universal format.
This file can be imported into most other calendar applications. The process involves saving your calendar from Outlook and then uploading it to the new service. This article provides the steps to export from Outlook on the web and the desktop app.
Key Takeaways: Exporting an Outlook Calendar
- Calendar > ⋯ > Export calendar: The primary method in Outlook on the web to download an .ics file for your selected calendar.
- File > Open & Export > Import/Export > Export to a file: The path in the Outlook desktop app to create an iCal file from your calendar folder.
- Google Calendar Settings > Import: The menu where you upload the exported .ics file to add Outlook events to your Google calendar.
Understanding the iCal Export Process
The iCal format, saved as a file with the .ics extension, is a standard for exchanging calendar information. It contains event details like title, time, location, and recurrence rules. Exporting from Outlook creates a snapshot of your calendar at that moment.
You can export a specific calendar or all events from a selected date range. The method differs between Outlook on the web and the desktop application. The web version is best for Microsoft 365 or Outlook.com users, while the desktop method works with any Outlook data file.
What Gets Exported
The export includes most event details. This covers the subject, start and end dates, times, descriptions, and locations. Recurring event patterns are also preserved. However, attachments or custom categories might not transfer to all external calendar services.
Steps to Export from Outlook on the Web
Use this method if you access Outlook through a browser like Chrome or Edge. This works for calendars in Outlook.com or Microsoft 365.
- Open your calendar view
Go to outlook.office.com or outlook.live.com and sign in. Click the calendar icon in the bottom-left navigation pane to switch to the calendar view. - Open the export settings
In the main calendar pane, find the “My calendars” section on the left. Hover over the calendar you want to export and click the three-dot menu icon that appears. Select “Export calendar” from the menu. - Choose your date range
A small dialog box will appear. Use the dropdown menu to select a date range, such as “Next 30 days” or “Whole calendar.” For a custom range, choose “Select date range” and pick your start and end dates. - Download the .ics file
Click the “Export” button. Your browser will download a file named “calendar.ics” or with your calendar’s name. Remember the folder where you save this file, as you will need it for import.
Steps to Export from the Outlook Desktop App
This method uses the Import/Export wizard in the full Outlook application for Windows. It exports the contents of a specific calendar folder you select.
- Launch the Import/Export wizard
In Outlook, click File > Open & Export. Then, click “Import/Export.” This opens the Import and Export Wizard dialog box. - Select the export action
In the wizard, choose “Export to a file” from the list of actions and click Next. On the next screen, select “iCalendar format (.ics)” and click Next again. - Choose the calendar folder
You will see a list of your Outlook folders. Expand the “Calendar” section and select the specific calendar you want to export. Click Next to continue. - Save the output file
Click the “Browse…” button to choose where to save the .ics file. Name the file something recognizable and click OK. Click Finish to complete the export. A progress bar will show the export status.
Common Mistakes and Limitations
Export Fails or Creates an Empty File
If the export creates a very small or empty file, your selected date range may have no events. Try exporting the “Whole calendar” range or a broader custom date range. Also, ensure you have selected the correct calendar folder in the desktop app, not just the parent “Calendar” icon.
Imported Events Show Incorrect Times
Time zone information is included in the .ics file. However, the importing service may interpret it differently. Before exporting, check your Windows and Outlook time zone settings. When importing to Google Calendar, you will be given an option to match the event times to your current Google time zone.
Recurring Events Appear as Many Single Events
Some basic calendar import tools may not fully support the iCal recurrence rules. They might expand the series into individual events. For best results, use the official import function of Google Calendar or Apple Calendar, as they handle standard .ics recurrence correctly.
File Size is Too Large for Import
Services like Google Calendar have a limit on the file size or number of events you can import at once. If you are exporting years of calendar data, the file may be too big. Split the export into smaller date ranges, such as one year at a time, and import them separately.
Outlook on the Web vs Desktop App Export
| Item | Outlook on the Web | Outlook Desktop App |
|---|---|---|
| Primary use case | Quick export from Outlook.com or Microsoft 365 | Export from local PST files or any configured account |
| Date range selection | Predefined or custom ranges in a simple menu | Exports all items in the selected folder by default |
| File naming | Automatically named (e.g., calendar.ics) | You choose the name and save location |
| Access requirement | Requires an active internet connection | Can be done offline with the local application |
You can now move your schedule from Outlook to another calendar service. Save your calendar as an .ics file using the web or desktop method. Next, try importing that file into Google Calendar or Apple Calendar to see all your events appear. For advanced sharing, use Outlook’s publish feature to generate a web link that updates automatically.