Effortless Ways to Convert and Save Your Outlook Calendar to ICS

Updated On - October 22, 2024 by Savita Sharma | Reading Time: 7 minutes

Outlook is a popular email client that has a built-in calendar feature. This feature allows users to schedule meetings, appointments, and events in their calendar. However, there may be times when you need to share your calendar with someone who doesn’t use Outlook. In such cases, saving your Outlook calendar to an ICS file can be a convenient solution. In this blog, we will discuss what an ICS file is, the benefits of saving an Outlook calendar to an ICS file, and the steps to save and import an ICS file into Outlook.

What is an ICS File?

ICS stands for iCalendar file format, and it is a standard format used to share calendar information. It’s an open format that is compatible with most calendar applications, including Google Calendar, Apple Calendar, and Microsoft Outlook. The ICS file format contains information such as event title, start and end times, location, description, and attendee information. ICS files can be sent as email attachments or uploaded to a server, making it easy to share calendar information with others.

Differences between PST and ICS file formats

PST (Personal Storage Table) and ICS (iCalendar) are two different file formats that are used for storing and sharing calendar data. Here are some of the key differences between these file formats:

• File Size: PST files are larger in size compared to ICS files. This is because PST files contain more than just calendar data, such as emails, contacts, tasks, and notes. ICS files, on the other hand, only contain calendar data.
• Compatibility: PST files are proprietary to Microsoft Outlook and can only be opened in Outlook. ICS files, on the other hand, are a universal file format that can be opened in a variety of email clients and calendar applications, including Google Calendar, Apple Calendar, and Microsoft Outlook.
• Functionality: PST files offer more functionality than ICS files. For example, PST files allow you to set reminders, recurring appointments, and color-coded categories for your calendar events. ICS files, on the other hand, are more limited in terms of functionality, but they can still display basic information such as event title, date, time, and location.
• Accessibility: ICS files are more accessible than PST files. Because ICS files are compatible with a wider range of applications, they can be easily shared and accessed by different users and devices. PST files, on the other hand, require Microsoft Outlook to access the calendar data.
• Import/Export: Importing and exporting ICS files is generally easier than PST files. Most calendar applications support the import and export of ICS files, while PST files require a more complex process of exporting and importing using the Microsoft Outlook software.

Overall, while PST files offer more functionality within the Outlook application, ICS files provide greater compatibility and accessibility across different calendar applications and devices.

Benefits of Saving Outlook Calendar to ICS File

Converting PST files to ICS format can be beneficial for a few reasons:

• Compatibility: ICS is a widely accepted calendar file format that can be used across different email clients and operating systems. By converting PST files to ICS format, you can share your calendar data with others who use different calendar applications.
• Portability: ICS files are smaller in size compared to PST files, making them easier to transfer and store. You can save your calendar data as an ICS file and then import it into any calendar application that supports this file format.
• Backup: By saving your Outlook calendar as an ICS file, you can create a backup of your calendar data. If anything happens to your PST file, you can still access your calendar data from the ICS file.
• Accessibility: ICS files can be accessed from anywhere with an internet connection. You can save your ICS file to a cloud storage service, such as Google Drive or Dropbox, and then access your calendar data from any device with an internet connection.

Overall, converting PST files to ICS format can make your calendar data more accessible and compatible with other applications. It can also provide an extra layer of backup for your important calendar data.

Manual Method to Save Outlook Calendar to ICS file

Pre-requisites

Before we dive into the steps to save an Outlook calendar to an ICS file, let’s take a look at the pre-requisites.

• A computer with Microsoft Outlook installed.
• An active internet connection.

Step1: Steps to Save Outlook Calendar to ICS File

1. Open Microsoft Outlook on your computer.
2. Click on the Calendar tab in the bottom left-hand corner of the screen.
3. Click on File in the top left-hand corner of the screen.
4. Click on Save Calendar from the drop-down menu.
5. Select the date range for which you want to save the calendar. Choose the “iCalendar Format” option from the “Save as type” drop-down menu.
6. Choose the location where you want to save the ICS file and click on Save.

Step2: Importing ICS File to Outlook

Now that we have saved our Outlook calendar to an ICS file, let’s take a look at how to import the ICS file back into MS Outlook.

• Open Microsoft Outlook on your computer.
• Click on File in the top left-hand corner of the screen.
• Click on Open & Export from the drop-down menu.
• Click on Import/Export from the drop-down menu.
• Select the option “Import an iCalendar (.ics) or vCalendar (.vcs) file” and click on Next.
• Browse to the location where you saved the ICS file and select the file you want to import.
• Choose the calendar where you want to import the events from the ICS file. You can create a new calendar or import the events to an existing calendar. Once you’ve selected the calendar, click on OK.

An alternative method to Export Outlook Calendar to ICS file

If you have multiple PST files that you want to convert to ICS format, the manual method can be time-consuming. In such cases, you can use a third-party tool like Regain Outlook PST Converter. This tool is designed to convert Outlook PST files to various formats, including ICS, CSV, EML, and MSG.

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Features:

• Batch conversion: You can convert multiple PST files to ICS format in one go.
• Easy to use: The software has a user-friendly interface, making it easy for anyone to use.
• Accurate conversion: The tool converts PST files to ICS format without any data loss or corruption.
• Selective conversion: You can choose specific folders or items to convert, rather than converting the entire PST file.
• Cloud Migration: Allow user to Import PST files to Office 365, PST to Gmail, Yahoo Mail and IMAP email migration as well.

Steps of the Tool to Save Outlook calendar to ICS file

• Download and install Regain Outlook PST Converter on your computer.
• Launch the software and select the PST file(s) you want to convert.
• Choose the ICS format as the output format.
• Select the location where you want to save the converted ICS files.
• Click on the “Convert” button to start the conversion process.
• Wait for the software to complete the conversion process.
• Once the conversion is complete, you can import the ICS files into any calendar application that supports this file format.

Conclusion

Saving an Outlook calendar to an ICS file is a simple process that can be done in just a few steps. It’s an effective way to share your calendar with others who use different calendar applications and to create a backup of your calendar data. If you have multiple PST files that you want to convert to ICS format, you can use a third-party tool like Regain Outlook PST Converter for efficient and accurate conversion. Regardless of the method you choose, saving your Outlook calendar to an ICS file can be a valuable tool for managing your schedule and sharing it with others.

Frequently Asked Questions

Ques1. Why must I save my Outlook calendar to an ICS file?

Ans. Saving your Outlook calendar to an ICS file becomes useful when sharing your calendar with individuals using different calendar applications or when creating a backup for accessibility and portability.

Ques2. What is an ICS file, and why is it a standard format for sharing calendar information?

Ans. An ICS file is an iCalendar format widely accepted for sharing calendar information. It’s an open format compatible with various calendar applications, including Google Calendar, Apple Calendar, and Microsoft Outlook.

Ques3. What are the critical differences between PST and ICS file formats regarding functionality and compatibility?

Ans. PST files are larger and proprietary to Microsoft Outlook, offering more functionality within the application. In contrast, ICS files are universal, smaller, and compatible with a broader range of email clients and calendar applications.

Ques4. Is Regain Outlook PST Converter suitable for non-technical users?

Ans. Yes, Regain Outlook PST Converter features a user-friendly interface, making it accessible for users regardless of their technical expertise.

Ques5. Can I Export Outlook Calendar to Apple iCal using Regain Software?

Ans. With Regain Outlook PST Converter, you can now export your Outlook Calendar to Apple Mail. Our tool allows you to export the Outlook Calendar to an ICS file, a format that is compatible with almost all devices, including Apple Mail. Importing ICS files into Apple Mail is a straightforward process for users.