How to export an Outlook calendar as an .ics file

To print your Outlook calendar with PrintNicely you need a copy of it as an .ics file. How you get it depends on which Outlook you use, so start by working that out.

Which Outlook do I have?

• Classic Outlook (Windows): the desktop app with a File tab at the top left. Use Method 1.
• New Outlook for Windows: the newer desktop app with a New Outlook toggle or no File tab. Use Method 2.
• Outlook on the web / Outlook.com: you use Outlook in a browser. Use Method 2.
• Outlook for Mac: use Method 2 at outlook.com or your work web address.

Method 1: classic Outlook (Windows), about 2 minutes

1. Click the calendar icon at the bottom left (or left side) to open your calendar, and click the calendar you want.
2. Click File › Save Calendar.
3. In the save window, click More Options.
   • Date range: choose Specify dates… and pick the months you want to print.
   • Detail: choose Full details so titles, places and notes are included.
   • Click OK.
4. Choose where to save (for example Desktop) and click Save.

Check: there’s a file ending in .ics where you saved it, named after the calendar.

Method 2: new Outlook, Outlook on the web and Outlook.com, about 3 minutes

These versions can’t save a calendar as a file directly. The workaround is to publish the calendar for a moment, which gives you a download link, then unpublish it.

1. Open Settings (the ⚙ gear at the top right). In Outlook on the web, click View all Outlook settings if you see it.
2. Go to Calendar › Shared calendars.
3. Under Publish a calendar, choose the calendar and Can view all details, then click Publish.
   You’ll see: two links appear, HTML and ICS.
4. Click the ICS link and choose Copy link.
5. Easiest: paste the link into Or paste a calendar link on Print Outlook Calendar and click Load. Or: paste it in your browser’s address bar to download the .ics file.
6. Go back to Settings and click Unpublish. This switches the link off again.

Privacy: while a calendar is published, anyone who has the link can see it. Unpublish as soon as you have the file.

What might confuse you

• “There’s no File › Save Calendar.” You’re in the new Outlook or Outlook on the web. Use Method 2.
• “Publish a calendar is missing or greyed out.” Your work or school admin has turned publishing off. Use classic Outlook if you have it, or ask IT for an .ics export.
• “Opening the ICS link opened my calendar app instead.” Your computer handed the link to a calendar app. Paste the link into our Or paste a calendar link box instead; that always works.
• “The file only has busy blocks, no titles.” You chose a lower detail level. Choose Full details (Method 1) or Can view all details (Method 2).
• “I need several people’s calendars.” Export each one, then add them all to the printer; each gets its own color.

Next: print it

Go to Print Outlook Calendar, add the file (or paste the link) and choose month, week, list or year. Nothing is stored.

Print your Outlook calendar →