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Add Meetings to Calendar

Learn how to add a single meeting to an external calendar.

Phoenix Robertson avatar
Written by Phoenix Robertson
Updated over a week ago

TABLE OF CONTENTS

I. Introduction to Add to calendar

II. How to use Add to Calendar

III. Updating Add to Calendar Events

I. Introduction to Add to calendar

For most people, using the Add to calendar feature is not needed. Meeting events are created automatically in the calendars linked to login addresses of all meeting invitees. To learn more about this, please see Related Articles.

However, Add to calendar can accomplish a couple infrequent goals:

  • Creating meeting events in calendars other than the one linked to an invitee's login address—for example, making a meeting event in a Google/Gmail calendar for someone whose login address is serviced by Outlook.

  • Creating meeting events in the calendar of someone not invited to the meeting, who can access its meeting page—for example, an admin who wants to see the time and date of a meeting in their calendar, and will not attend.

Only admins can use this option for all meetings. Members and observers can only use this option for published meetings they are invited to. To learn how to publish meetings, please see Related Articles.

Meeting guests (invitees who are not added to the organization) cannot use this option.

Calendar events created via this option are not automatically updated when a meeting is edited. For more on this, please see section III.

Add to calendar can only create Google calendar events for the following meeting types:

  • Single-date meetings

  • Individual installments to meeting series

  • The first day in a multi-day meeting

Add to calendar cannot create Google calendar events for any day in a multi-day meeting after the first.

This option can only be used for the following calendar types:

  • Google

  • Yahoo

  • Outlook

  • Apple Calendar

II. How to Use Add to Calendar

Google Calendar

To add a meeting to a Google calendar:

  1. Navigate to the desired meeting page

    1. To learn how to do this, please see Related Articles

  2. Click Add to Calendar

  3. Click Google from the drop down menu

    1. Google calendar event creation menu opens in a new tab or window

      1. Event details are pre-filled in this menu

  4. Click Save

Yahoo Calendar

To add a meeting to a Yahoo calendar:

  1. Navigate to the desired meeting page

    1. To learn how to do this, please see Related Articles

  2. Click Add to Calendar

  3. Click Yahoo from the drop down menu

    1. Yahoo calendar event creation menu opens in a new tab or window

      1. Event details are pre-filled in this menu

  4. Click Save

    1. Event is added to Google calendar

Outlook Calendar

To add a meeting to an Outlook calendar:

  1. Navigate to the desired meeting page

    1. To learn how to do this, please see Related Articles

  2. Click Add to Calendar

  3. Click Outlook from the drop down menu

    1. An .ics file is downloaded to the device

      1. File is stored where the device places downloads (likely in a Downloads folder)

  4. Upload this file to Outlook calendar

    1. Open Outlook calendar

    2. Open device directory and locate downloaded .ics file

    3. Drag file from device directory in to Outlook calendar

      1. To drag and drop:

        • Click file title in device directory

        • Hold down the mouse button while moving the cursor to the Outlook calendar

        • Release mouse button when cursor reaches Outlook calendar

      2. Upload from file menu opens

    4. Click field labeled Select a calendar

    5. Click desired Outlook calendar from the options this drops down

    6. Click Import

      1. Event is imported to Outlook calendar

Apple Calendar

To add a meeting to an Apple Calendar:

  1. Navigate to the desired meeting page

    1. To learn how to do this, please see Related Articles

  2. Click Add to Calendar

  3. Click Apple Calendar from the drop down menu

    1. An .ics file is downloaded to the device

      1. File is stored where the device places downloads (likely in a Downloads folder)

  4. Upload this file to Apple calendar:

    1. Open Apple calendar

    2. Open device directory and locate downloaded .ics file

    3. Drag file from device directory to Apple calendar

      1. To drag and drop:

        • Click file title in device directory

        • Hold down the mouse button while moving the cursor to the Apple calendar

        • Release mouse button when cursor reaches Apple calendar

      2. Add event menu pops out

    4. Use default calendar selection, or click the field labeled Please select destination calendar to drop down other options

    5. Click OK

      1. Event is imported to Apple calendar

III. Updating Add to Calendar Events

Calendar events created via this option are not automatically updated when a meeting is edited.

To force an event created this way to reflect recent edits, it is necessary to complete the Add to calendar process again as described in Section II. This replaces the existing calendar event with one which includes more up-to-date meeting details.

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