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Adding an event to an external calendar

Any event in Wild Apricot can be added to calendar programs such as Microsoft Outlook, Microsoft Office, Apple iCal, Yahoo, and Google Calendar, and to calendar apps on smart phones and tablets.

Your calendar program will automatically use the timezone of the event to set the equivalent event time in your calendar.

Adding events to calendars

To add an event to a calendar program, go to the event page in public view and open the event details. In the top-right corner of the event details, click the Add to my calendar dropdown and choose the calendar program you want to add the event to.

If you choose an online calendar (e.g. Google Calendar), you'll be asked to sign in. If you chose any other calendar, an .ICS file will be automatically downloaded that you can use to import the event into your calendar program. For instructions on importing .ICS files into calendar programs, see the appropriate section below.

For instructions on adding an event to your mobile device calendar, click here.

Importing .ICS files into MS Outlook

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

  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:

  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.

Adding an event to a mobile device calendar

To add an event from your Wild Apricot site to the calendar on a smart phone or tablet, open our mobile app for members, then display the event details within the app and click the Add to calendar option within the event details.

For more information on Wild Apricot's mobile app for members, click here

Emailing event calendar links

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:

  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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