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How to publish your outlook calendar from outlook. com

In Outlook, when you want to invite people to attend a meeting or event, you usually send a meeting request. The recipient can then accept the request and the item is added to his or her calendar.

There is an alternative method that works more broadly with Outlook and other calendar programs. An Internet calendar (iCalendar) attachment or a link to an iCalendar file can be added to the message body. When the recipient opens the attachment or clicks the link, the event is added to his or her calendar program.

Note: Unlike Outlook meeting requests, when using iCalendar attachments and links you do not receive confirmations when people accept or decline.

Step 1: Create an appointment

If you already created the appointment on your calendar, skip to the next section, Step 2: Send an iCalendar attachment.

In Calendar, on the Home tab, in the New group, click New Appointment.

In the Subject and Location boxes, type the subject and location information.

Enter the Start time and End time.

On the Appointment tab, in the Actions group, click Save & Close.

Step 2: Send an iCalendar attachment

On your calendar, click the appointment.

On the Appointment tab, in the Actions group, click the down arrow on the Forward command.

How to publish your outlook calendar from outlook. com

Click Forward as iCalendar.

A new message window appears and an iCalendar is attached.

Step 3: Add a link to the message body

The link can be text or any image that you choose.

Do one of the following:

Add a text link to the message body

In the open appointment window, right-click the iCalendar .ics attachment, and then click Save As.

Select a location that all of your recipients can access.

For example, within an organization, you can select a shared network location. The most common scenario is to save the iCalendar .ics file to a website. Remember, when selecting a place to save the file it is important that any recipient has access to that location.

Click in the message body.

On the Insert tab, in the Links group, click Hyperlink.

In the Text to display box, type the text that you to appear as the link.

In the Address box, enter the location where you saved the iCalendar .ics file. If you saved it to a website, enter the Web address or URL for that location.

Continue to complete the message as you normally would, including adding recipients, and then click Send.

Add an image link to the message body

In the open appointment window, right-click the iCalendar .ics attachment, and then click Save As.

Select a location that all of your recipients can access.

For example, within an organization, you can select a shared network location. The most common scenario is to save the iCalendar .ics file to a website. Remember, when selecting a place to save the file it is important that any recipient has access to that location.

Click in the message body.

On the Insert tab, in the Illustrations group, click Picture.

Click the picture you want to insert, and then click Insert.

Click the inserted image.

On the Insert tab, in the Links group, click Hyperlink.

In the Address box, enter the location where you saved the .ics file. If you saved it to a website, enter the Web address or URL for that location.

Continue to complete the message as you normally would, including adding recipients, and then click Send.

What you can learn in this topic:

You can publish to a Trumba® calendar any iCal calendar that you can edit. For an overview of how publishing works, see Overview: iCal subscribe and publish.

Best practices for publishing iCal calendars to Trumba Connect

When you publish an iCal calendar to Trumba Connect, the iCal calendar is the active calendar. The published Trumba calendar is just a passive recipient of events from iCal. Any event information on the Trumba calendar that doesn’t appear on the iCal calendar is deleted when you publish.

Because of this active/passive relationship, we recommend the following:

  • Before you publish, create a new blank calendar in Trumba Connect and publish the iCal events to that blank calendar.
  • Give the Trumba calendar a name that reminds you that it is not an active calendar that you update. For example, you might name the calendar Copy iCalcalendarname, where iCalcalendarname is the calendar’s name in iCal.

How to publish an iCal calendar to Trumba Connect

  1. In Trumba Connect, under Tasks, click Create a new calendar.
  2. In the Calendar Name section of the Calendar Settings form, type a Calendar name and a Web name.

If you aren’t sure how to find the web name, see Find a calendar’s web name.

  • Choose any other options you want, and then click OK.
  • In iCal, on the Calendar menu, click Publish.
  • In the dialog box, for:

    Publish calendar as, type the web name for the calendar you just created in Trumba Connect.

    Publish on, choose a Private Server.

    Base URL, type https://www.trumba.com/service.

    Login and Password, type your Trumba Connect sign in email address and password.

    Click Publish.

    Events from the iCal calendar appear on the new Trumba calendar.

    Notes about refreshing published calendars

    • To add or update events after the calendar is published, make changes in iCal and refresh. If you make changes in Trumba Connect, they’ll be deleted next time you refresh from iCal.
    • If you get an error when you try to refresh a calendar you published to Trumba Connect, wait about 10 or 15 minutes and try refreshing again. Trumba Connect limits the frequency with which you can update a published calendar.

    iCal features not supported by Trumba Connect

    When you publish an iCal calendar to Trumba Connect, most of the information publishes successfully. Some iCal features that are not fully supported are listed in the following table.

    How to publish your outlook calendar from outlook. com

    Outlook lets you share your calendar with individual people, but you can also publish your calendar so that anyone with the right link can see it. Here’s how to do that and why you might find it useful.

    What’s the Difference between Sharing and Publishing?

    You can make your Outlook calendar available to other people in two ways:

    Share your calendar. When you share your calendar, only the person you share it with can see it. You can share your calendar multiple times and manage each share individually. For example, you can share your calendar with Alice and then share it with Bob; later on, you can remove Bob’s access while keeping Alice’s access. Sharing is the best option if you want to be certain that only people you choose can see the calendar.

    Publish your calendar. When you publish your calendar, anyone with the link can see it. Anyone finding the link by accident is all but impossible, although people could share the link with others. Publishing is all or nothing, so if you remove the publishing link, it won’t work for anyone. Publishing is the best option for a public calendar that multiple people need access to, such as your project team at work, or a sports team you organize on the weekend.

    A quick note for people using corporate IT: A lot of companies make their staff calendars internally visible by default. This allows everyone in your organization to see each other’s calendars, which makes booking meetings much easier. This is not the same as publishing your calendar, which is primarily used for sharing your calendar with people outside your organization.

    How to Publish Your Outlook Calendar

    In previous iterations of Outlook, you could publish your calendar from the Outlook client on your laptop. But since the introduction of Office 365 (O365), Microsoft allows you to publish a calendar with people outside of your organization only by using the Outlook web app.

    Log in to your O365 account and navigate to Outlook by clicking on the app launcher (the 9 dots in the top-left corner) and selecting the Outlook icon.

    How to publish your outlook calendar from outlook. com

    Click on Settings > View All Outlook Settings.

    How to publish your outlook calendar from outlook. com

    Open Calendar > Shared Calendars.

    How to publish your outlook calendar from outlook. com

    In the “Publish a Calendar” section, choose the calendar you want to share (if you have only one Calendar set up, it will just be called “Calendar”), select “Can View All Details” in the second dropdown, and click “Publish.”

    How to publish your outlook calendar from outlook. com

    This will create two links: an HTML link and an ICS link.

    The HTML link allows people to view your calendar in a browser. Use this if you want people to view the calendar separately from their own calendar. This is especially useful if you want a public-facing calendar as you can embed the link in a web page.

    The ICS link allows people to import your calendar into their calendar programs. ICS is the file type for the iCalendar (.ics) format. It’s an open format for calendar information that’s been around for over 20 years. Every calendar app you’re likely to use will accept an .ics format calendar. The link will work in Google Calendar, Apple Calendar, Yahoo! Calendar, Lightning for Thunderbird, or any other calendar app you use.

    Click either the HTML link or the ICS link and a menu will appear. Select the “Copy Link” option to copy the link to your clipboard.

    How to publish your outlook calendar from outlook. com

    How to Unpublish Your Outlook Calendar

    “Unpublish” and “Reset Links” are your two option in the Calendar > Shared Calendars > Publish a Calendar section.

    How to publish your outlook calendar from outlook. com

    “Unpublish” will unpublish the calendar, meaning that both the HTML and ICS links will stop working. Anyone going to the HTML link will see an error page instead of your calendar (specifically an HTTP 503 error page, which is shown when a server is unavailable). Those who have added the ICS link to their calendar won’t be able to see your appointments anymore (whether a message or error page is displayed depends on their email program).

    “Reset links” will also unpublish your calendar but provides new links for both HTML and ICS. This is useful if you’re concerned that people have access when they shouldn’t. (For example, when the members of your team have changed, and you want to make sure that only current members have access to the calendar.) The old links will no longer work, but new links are provided for you to use or send out to people.

    How to publish your outlook calendar from outlook. comScheduling meetings with people outside your organization can be a pain, to say the least – especially if you’re in a role like sales, where you frequently meet with people from other companies.

    Thankfully, Outlook in Office 365 has a few features to make it a little easier on you, including the ability the publish your calendar to the web. Being able to send someone a link to your calendar, showing your free times, can save a lot of the back and forth of trying to find a time that works for both of you.

    Here’s how to do it.

    Step 1: Go to your calendar

    Open the Outlook desktop app and go to your Calendar. Make sure you’re on the ‘Home’ tab. In the main ribbon, you’ll see a button that says Publish Online. If you’re using Outlook 2016, you can also just search for “Publish Online” in the “Tell me what you want to do” search bar.

    How to publish your outlook calendar from outlook. com

    Click this and select “Publish this Calendar.” If you’ve never published your calendar before, this will likely be your only option. If you have previously published your calendar online and just need to make changes, select “Configure This Published Calendar.”

    Step 2: Select your calendar

    You’ll be taken to an options screen online:

    How to publish your outlook calendar from outlook. com

    If you have more than one calendar, select the calendar you want to publish.

    Step 3: Set your permissions

    This will determine how much people can see when they view your calendar online.

    How to publish your outlook calendar from outlook. com

    You have a few options:

    • Not shared: This is the default and means your calendar isn’t shared online.
    • Availability only: This will only show whether you are free, busy, or have something tentative on your calendar.
    • Limited details: This shows when you have meetings scheduled and what the meeting’s subject is (whatever subject line was sent to you).
    • Full details: This shows when you have meetings scheduled, the meeting’s subject and any details put into the body of the meeting invitation.

    You’ll likely want to choose Availability Only, unless you want to give someone outside your organization specific details about your full calendar. If you’re looking to start that information with someone inside your organization, you’re better off just sharing your calendar with them inside Outlook.

    Step 4: Save and Share

    Click save. Two links will appear: an HTML link and an ICS link. If you just want to send your calendar to others so they can see when you are available or busy, use the HTML link. If you want the recipient to subscribe to your calendar, use the ICS link.

    That’s it! If you need to make change to your settings, start the process over again, but in Step 1, select “Configure this Published Calendar” instead of Publish This Calendar.

    If publishing your calendar doesn’t sound appealing, or if you just need to share a couple days worth of your calendar, you can also insert your calendar into an email. We covered how to do that in this blog post.

    Publish Microsoft Outlook 2016 to webDAV Server using our WebDAV Calendar Hosting service.

    1. HomeHelpHostingWebDAV Outlook 2016 Publishing

    Login to continue your session.

    For security reasons your session will time out. Unless you Continue.

    Our WebDAV Server works with Microsoft Outlook 2016! PC Users can now share their calendars with other PC Users or Apple iCal users using Microsoft Outlook 2016 and our WebDAV Hosting.

    Our WebDAV Hosting can be used with Microsoft Outlook 2016 to publish .ics files to our WebDAV Server. View Microsoft Outlook 2016 Calendars on PC’s or Mac’s. Updates can be set to automatically publish. Calendars can also be viewed with either a public or private (password protected) web site address, which is included with our iCal WebDAV Hosting accounts.

    Step 1) Open Outlook and click the Calendar tab towards the bottom in the left column.

    Step 2) If you don’t have an existing calendar that you intend to publish, create a new calendar.

    Step 3) Once you are ready to publish your calendar select Publish Online > Publish to WebDAV Server.

    How to publish your outlook calendar from outlook. com

    Step 4) For the location, copy the Publish to address found in your setup letter. Note that each account includes a Private (passowrd-protected) address and a Public (non-protected) address. Do NOT include the file name. The address should end as shown in the example. . /calendars/

    How to publish your outlook calendar from outlook. com

    Step 5) Click Advanced and uncheck the Update Frequency which will be checked by default. Automatic Uploads should be selected.

    How to publish your outlook calendar from outlook. com

    Step 6) You will be prompted for the username and password. Use the information provided in the set up letter.

    How to publish your outlook calendar from outlook. com

    If you are using Windows Active Directory there will be a Domain visible under the password, and you will need to put a backslash in front of the username. Example: \username.

    How to publish your outlook calendar from outlook. com

    Step 7) If you published your calendar successfully you will receive a confirmation notification.

    How to publish your outlook calendar from outlook. com

    Publishing Frequency: Outlook will publish the updates when you click Send/Receive or when it automatically Sends/Receives, whichever comes first. You can monitor the calendar in a browser using the Calendar View Link to verify if Outlook successfully published.

    Update Frequency: In Outlook right click anywhere on the calendar and select Calendar Options. In the left panel select Advanced. Scroll down to Send and receive. Click the Send/Receive. button. Edit the group and make sure the top checkbox Include Published Calendars in this Send/Receive group is checked. Also make sure this calendar is checked in the list of calendars. We’ve noticed if you don’t have at least 1 email account configured then automatic Send/Receive does not run. Also, see Step 5 above to make sure these settings were saved.

    The following video illustrates the step to publish.

    Your browser does not support the video tag.

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    Original KB number: В 3187580

    Symptoms

    Office 365 users can’t publish their calendar in Outlook on the web because the Publish calendar option is missing from Calendar settings.

    Cause

    This problem can occur if the Anonymous domain isn’t set in the sharing policy that’s assigned to the user.

    Resolution

    To resolve this problem, follow these steps:

    Determine the sharing policy that’s assigned to the user.

    Connect to Exchange Online by using remote PowerShell. For more information, see Connect to Exchange Online PowerShell.

    Run the following command, and note the policy that is returned:

    Update the sharing policy for the user. To do this, follow these steps:

    1. Open the Exchange admin center.
    2. Select Organization.
    3. Under Individual Sharing, double-click the policy that’s assigned to the user. This is the policy that was returned in step 1.
    4. On the Sharing Rule page, select Sharing with a specific domain under Specify the domains that you want to share with, and then type Anonymous.
    5. Under Specify what information you want to share, select the calendar sharing level that you want to allow, and then select Save.
  • Trying to Publish (not Share) a calendar in new version of Outlook.com. I get an error

    “User record already exists in store” “current session has MbxReadMode flag NoMbxRead” “need to read existing user from Store”

    I have no idea what this means, and certainly not how to read a user from Store.

    I want to get an .ics file of the appointments as backup as I saw them disappear from Outlook 2016’s view of them. Hopefully they will reappear when this new version settles down.

    Replies (12) 

    * Please try a lower page number.

    * Please enter only numbers.

    * Please try a lower page number.

    * Please enter only numbers.

    We’d like to get the following information:

    • Are you able to publish a calendar before using outlook.com without encountering this issue?
    • What browser are you using in opening your Outlook.com?
    • Does this issue persists with other browsers?

    Looking forward for any information that you may provide.

    Was this reply helpful?

    Sorry this didn’t help.

    Great! Thanks for your feedback.

    How satisfied are you with this reply?

    Thanks for your feedback, it helps us improve the site.

    How satisfied are you with this reply?

    Thanks for your feedback.

    1 – This is the first time I’ve tried with the new version. It was only rolled out to my account a couple of days ago. And the first sign of that was the appointments disappearing from my desktop Outlook 2016, so I wanted to grab a backup asap.

    I have “shared” calendars before on the old version. I’m not sure that “Publish” was a separate option.

    3 – Don’t know. Should I not be able to rely on IE 11?

    2a – I have now tried with Edge

    3a – yes, exactly the same error with Edge.

    Was this reply helpful?

    Sorry this didn’t help.

    Great! Thanks for your feedback.

    How satisfied are you with this reply?

    Thanks for your feedback, it helps us improve the site.

    How satisfied are you with this reply?

    Thanks for your feedback.

    You may check Jenith_James’s reply through this link for possible workaround to recover your lost appointment in Outlook 2016.

    To backup your appointment, you may check this article: Export or backup email, contacts, and calendar to an Outlook.pst file. You may also check this link to check the difference between Sharing or publishing your calendar.

    Was this reply helpful?

    Sorry this didn’t help.

    Great! Thanks for your feedback.

    How satisfied are you with this reply?

    Thanks for your feedback, it helps us improve the site.

    How satisfied are you with this reply?

    Thanks for your feedback.

    You may check Jenith_James’s reply through this link for possible workaround to recover your lost appointment in Outlook 2016.

    To backup your appointment, you may check this article: Export or backup email, contacts, and calendar to an Outlook.pst file. You may also check this link to check the difference between Sharing or publishing your calendar.

    These all refer to the desktop Outlook 2016. Forget I mentioned Outlook 2016. I want to be able to publish from Outlook.com’s Outlook Calendar. It doesn’t work. I see this, every time.

    So there is some issue with the Store. Please fix it.

    Individuals and teams in organizations are always looking to get more things done within the shortest time possible. In this regard, Microsoft Planner comes in handy as a means to quickly get organized and collaborate effortlessly on projects, particularly where remote teams are concerned.

    In its drive to make Office 365 ever more useful to its clientele, Microsoft has constantly rolled out new features for its Planner. These features are designed to provide users with greater visibility into project schedules, allow them to receive notifications of upcoming deadlines as well as let users filter and group tasks accordingly.

    The latest and one of the most amazing features added to Microsoft Planner enables you to publish tasks to your Outlook calendar.

    This feature is really handy if you want to see your personal calendar items alongside the calendar items in your Microsoft Planner. Chances are that you are not already much familiar with this functionality – allow us to show you how it works.

    First things first: what you need to know about Microsoft Planner

    This is a simple work management app that Microsoft offers as a part of its Office 365 subscriptions – the company’s cloud-based environment that includes different lightweight versions of apps like Word, PowerPoint, Excel and OneNote.

    Microsoft Planner lets users organize their projects, assign tasks, share files, publish and view tasks, as well as chat and collaborate with other users. The full functionality of the app is available to premium, business and educational users subscribed to Microsoft Office 365.

    Microsoft Planner and Outlook Calendar

    You can now view Planner tasks on your Outlook calendar. This feature allows you to import Planner tasks into Outlook via an iCalendar feed. From the My Tasks page, there is the option to pick specific plans to publish, or simply select the Tasks that are assigned to you by a different owner.

    Viewing a Planner task in Outlook Calendar

    To be able to see your Planner calendar in Outlook, the owner of the plan must first add it to the Outlook calendar using an iCalendar format feed. Adding a plan to the Outlook calendar generates a link that each member can use to add the plan to their own Outlook calendar.

    Publishing an iCalendar feed

    Supposing that you are the plan owner, to add the plan to the Outlook calendar, tap the ellipsis (…) at the top of your plan, then select the “Add plan to Outlook calendar” option on the dropdown menu that appears.

    Notice that you should be able to see the “Add plan to Outlook calendar” option as long as you are the plan owner. If it is missing from the dropdown menu then chances are that your admin has turned off the Outlook calendar sync feature in Planner for your organization.

    If the feature is available for your organization however, a dialog box with the Add plan to Outlook calendar with an iCalendar feed title should pop up. In the dialogue box are two options, Unpublish and Publish. The “Unpublish” option is the default state that you’ll find in the dialog box. Select “Publish” to automatically publish your plan’s schedule information to anyone with whom you’ll share the generated iCalendar link.

    Anyone you share the iCalendar link with can open up the plan in their own Outlook.

    Adding iCalendar link to Outlook

    To add your plan to your own Outlook calendar, simply tap the “Add to Outlook” option in the dialog box.

    This prompt opens up your own Outlook calendar in Outlook on the web. It also opens a Calendar Subscription dialog with the “Subscribe online and keep up to date” description.

    The dialog box also contains the same iCalendar link and the calendar name (which you can change to rename the plan if you so wish).

    Notice that you can also copy your iCalendar link and paste it into any calendar app that connects using iCalendar. Anyone who has this link can see your plan’s task information without needing to sign in.

    Adding a plan to your Outlook calendar if you are not plan owner

    If a plan owner has shared an iCalendar link with you and you wish to add it to your own Outlook calendar, simply tap the ellipsis (…) at the top of your plan then select “Add plan to Outlook calendar” in the dropdown menu that follows.

    You will then have the option to review the link and calendar name in the Outlook for Web Calendar Subscription dialog box. Once everything checks out for you, proceed to choose Save at the top of the page.

    This imports the details to Outlook. You can then find the name of your plan’s calendar to the left of your calendar, under People’s calendars. If you select it, you will see a new tab above your personal calendar with the plan’s name, along with the plan’s tasks on this calendar.

    For more information about getting the most out of your Microsoft solutions, be sure to keep an eye on our blog.

    How to publish your outlook calendar from outlook. com

    Outlook lets you share your calendar with individual people, but you can also publish your calendar so that anyone with the right link can see it. Here’s how to do that and why you might find it useful.

    What’s the Difference between Sharing and Publishing?

    You can make your Outlook calendar available to other people in two ways:

    Share your calendar. When you share your calendar, only the person you share it with can see it. You can share your calendar multiple times and manage each share individually. For example, you can share your calendar with Alice and then share it with Bob; later on, you can remove Bob’s access while keeping Alice’s access. Sharing is the best option if you want to be certain that only people you choose can see the calendar.

    Publish your calendar. When you publish your calendar, anyone with the link can see it. Anyone finding the link by accident is all but impossible, although people could share the link with others. Publishing is all or nothing, so if you remove the publishing link, it won’t work for anyone. Publishing is the best option for a public calendar that multiple people need access to, such as your project team at work, or a sports team you organize on the weekend.

    A quick note for people using corporate IT: A lot of companies make their staff calendars internally visible by default. This allows everyone in your organization to see each other’s calendars, which makes booking meetings much easier. This is not the same as publishing your calendar, which is primarily used for sharing your calendar with people outside your organization.

    How to Publish Your Outlook Calendar

    In previous iterations of Outlook, you could publish your calendar from the Outlook client on your laptop. But since the introduction of Office 365 (O365), Microsoft allows you to publish a calendar with people outside of your organization only by using the Outlook web app.

    Log in to your O365 account and navigate to Outlook by clicking on the app launcher (the 9 dots in the top-left corner) and selecting the Outlook icon.

    How to publish your outlook calendar from outlook. com

    Click on Settings > View All Outlook Settings.

    How to publish your outlook calendar from outlook. com

    Open Calendar > Shared Calendars.

    How to publish your outlook calendar from outlook. com

    In the “Publish a Calendar” section, choose the calendar you want to share (if you have only one Calendar set up, it will just be called “Calendar”), select “Can View All Details” in the second dropdown, and click “Publish.”

    How to publish your outlook calendar from outlook. com

    This will create two links: an HTML link and an ICS link.

    The HTML link allows people to view your calendar in a browser. Use this if you want people to view the calendar separately from their own calendar. This is especially useful if you want a public-facing calendar as you can embed the link in a web page.

    The ICS link allows people to import your calendar into their calendar programs. ICS is the file type for the iCalendar (.ics) format. It’s an open format for calendar information that’s been around for over 20 years. Every calendar app you’re likely to use will accept an .ics format calendar. The link will work in Google Calendar, Apple Calendar, Yahoo! Calendar, Lightning for Thunderbird, or any other calendar app you use.

    Click either the HTML link or the ICS link and a menu will appear. Select the “Copy Link” option to copy the link to your clipboard.

    How to publish your outlook calendar from outlook. com

    How to Unpublish Your Outlook Calendar

    “Unpublish” and “Reset Links” are your two option in the Calendar > Shared Calendars > Publish a Calendar section.

    How to publish your outlook calendar from outlook. com

    “Unpublish” will unpublish the calendar, meaning that both the HTML and ICS links will stop working. Anyone going to the HTML link will see an error page instead of your calendar (specifically an HTTP 503 error page, which is shown when a server is unavailable). Those who have added the ICS link to their calendar won’t be able to see your appointments anymore (whether a message or error page is displayed depends on their email program).

    “Reset links” will also unpublish your calendar but provides new links for both HTML and ICS. This is useful if you’re concerned that people have access when they shouldn’t. (For example, when the members of your team have changed, and you want to make sure that only current members have access to the calendar.) The old links will no longer work, but new links are provided for you to use or send out to people.