How to Create Calendar Files (.ics) that can be Shared/Emailed/Downloaded?


For all those who rely on their electronic calendar as much as I do – You know, that receiving a calendar file (.ics)  for events/parties/online-meetings is very convenient! So as an organizer – next time, when you want to invite a bunch of people to an event – How about adding a calendar file (.ics) file in your email? People who got invited could just open and save “meeting details” stored in .ics file attached with your email. And once saved, their calendar would “remind” them about your event. Do you think it is useful? Yes? Great!

For this blog-post, I am going to show how you can do this via my favorite email client: Microsoft Outlook. Here are the steps for Outlook 2010:

1. Press “ctrl + 2″ to switch to calendar.

OR outlook > Bottom Left Corner > Calendar.

2. Select the calendar and click on NEW Appointment.

3. Enter Meeting Details. Select Date & Time.

Regarding Timezone: I just set it based on my timezone. If your recipients are in different timezone, Don’t worry – when they receive the file, it would show their timezone.

enter outlook calendar meeting details timezone

4. Save and close the appointment.

5. switch to calendar and select the appointment.

6. Go to file > Save As > save it as “.ics” file

how to create an ics file


You have the file now and This calendar file (.ics) is ready to be emailed/shared/downloaded!


If you are organizing online meetings, events, parties, talks, etc and need to invite people to it – next time, consider including an electronic calendar to it. And in this blog-post, you learned how to do it via Outlook. If you’re not using Outlook as your email client, sorry that the steps were not helpful but here’s the idea: Include electronic calendar files for the convenience of the prospective attendees!

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