Ever needed to share your Outlook calendar with a colleague, friend, or family member? Or perhaps you just want a backup copy for safekeeping? Learning how to export outlook calendar is simpler than you might think, and we’re here to guide you through it!
Exporting your calendar allows you to keep important events and appointments accessible, even when you’re offline or switching to a new calendar system. Let’s jump into the step-by-step process of how to export outlook calendar.
1. Understanding Why and How to Export Outlook Calendar
There are several reasons why you might want to export your Outlook calendar. Maybe youre switching to a different email provider, collaborating with someone who uses a different platform, or simply backing up your data.
Exporting creates a file (usually in .pst or .ics format) that contains all your calendar information. This file can then be imported into another calendar application or stored as a backup.
The most common method is to export as a .pst file (Outlook Data File), which is great for backing up or transferring to another Outlook account. Another option is exporting as an .ics file (iCalendar file), which is more universally compatible.
2. Step-by-Step
First, open your Outlook application on your desktop. This process works best with the desktop version, as the web version has limited export functionality.
Next, click on “File” in the top left corner of the Outlook window. This opens the backstage view, where you can manage your account settings and data.
Then, select “Open & Export,” then click on “Import/Export.” This will launch the Import and Export Wizard, guiding you through the process.
In the wizard, choose “Export to a file” and click “Next.” Select “Outlook Data File (.pst)” as the file type and click “Next” again.
Choose the calendar you want to export. You can select your entire mailbox to include everything, or just choose your calendar folder for a specific export. Check the box to include subfolders if necessary and then select “Next.”
Browse to choose a location to save the .pst file and give it a name. You can also set a password to protect the file, if desired. Click “Finish” to start the export process.
3. How to Export Outlook Calendar to an .ics File
Exporting to an .ics file is a great way to share your calendar with people who use different calendar programs, like Google Calendar or Apple Calendar.
In Outlook, navigate to your calendar view. Right-click on the calendar you want to export and select “Share” then “Email Calendar.”
A new email window will open. Specify the date range you want to include in the .ics file and choose the level of detail you want to share (availability only, limited details, or full details).
Click “OK,” and Outlook will attach the .ics file to the email. You can then send the email to yourself or whomever you want to share the calendar with.
The recipient can then import the .ics file into their calendar application of choice, adding your events to their calendar. It’s a simple way to ensure everyone stays on the same page!
4. Troubleshooting Common Export Issues
Sometimes, the export process may encounter issues. One common problem is a large .pst file, which can take a long time to export. Try exporting smaller date ranges to speed up the process.
Another issue might be corrupted data in your Outlook profile. Running the Scanpst.exe tool (Outlook Inbox Repair Tool) can help fix these errors before exporting. You can usually find this tool in the Microsoft Office installation directory.
If you’re still having trouble, consider checking your Outlook permissions or consulting Microsoft’s support documentation for more specific troubleshooting steps.
Now that you know how to export outlook calendar using different methods, you can confidently share your schedule, create backups, and transition to new platforms with ease. Take a moment to practice these steps, ensuring you’re ready whenever the need arises. Consider exporting your calendar regularly for peace of mind, knowing your important dates are always protected and accessible.