Create ics file: You have to take this into account when setting up

Calendar entries are saved in an ICS file. We'll tell you what to look for when building such a file.

ICS file: meaning and basic structure

• Whether meetings, events or private appointments - calendar entries can be easily created and sent with an ICS file. The advantage of this format is that it is compatible with almost all calendar applications.
• It was originally created for Mac OS X and has the file extension "iCal" for iOS devices. The extension .icl is provided for all other operating systems.
• Thanks to the simple structure, the format has prevailed among developers and users. It is now most commonly used in Google Calendar and Microsoft Outlook Calendar. However, it can also be read from any other calendar program.
• An ICS file consists of a few lines of code that can be easily created with the text editor. The basic structure is extremely simple. Such a file can be created without prior knowledge of coding. Fill in the desired information on the location, time, duration and additional information of your calendar entry.
• Dates can be created just as well in the calendar programs themselves. Find out everything about managing appointments in Outook here.

Create your own file - how it works

• Open a new blank document in a text editor of your choice. The pre-installed "editor" is sufficient. This article lists the best text editors.
• If you do not work on a PC but want to create an ICS file with a cell phone, this is not a problem at all. Use an app specially developed for 'coding on a cell phone', such as Turbo Editor.
• Fill this file according to the ICS scheme. Make sure that you do not include any typing errors in the code. Otherwise the file will quickly become unusable. You can read how the information is divided between the specific lines of code in the third paragraph.
• Once your document is complete, all you have to do is export it correctly. Give the file an individual name and the extension ".ics" when saving.
• Now open your calendar program to import the calendar entry there. Click on the appropriate field and upload your appointment file from your directory. The entry already appears in the calendar.

Filling the individual parameters

In the graphic on the right you can see a typical ICS file. There are numerous templates like this on the Internet, but they are also easy to write yourself. The following parameters must be included in every iCalender document:

• BEGIN: VCALENDAR opens every iCalender file.
• VERSION: Enter the version of the format here. You should leave this at "2.0".
• PRODID: The so-called Pro-ID indicates the instance that created the document.
• METHOD: Specifies how it is transmitted to the user. There are basically two options: on the one hand PUBLISH, which makes the entry appear immediately, on the other hand REQUEST, which packs the entry in a request to the user.
• BEGIN: VEVENT defines the beginning of the area, which then contains the relevant data of the appointment.
• UID: Is the unique ID of an ICS file. Every calendar entry needs its own unique ID.
• LOCATION: The location of the event must be specified here.
• SUMMARY: reproduce the content in a few words. This information is already displayed in the calendar overview.
• DESCRIPTION: The detailed description comes here. It is only visible after you have opened the entry in the calendar.
• CLASS: Decide whether you want to save the appointment publicly or privately. Enter PUBLIC or PRIVATE accordingly.
• DTSTART indicates the start of the calendar entry, DTEND the end and DTSTAMP the time at which the entry was created.
• All 3 parameters have the same structure. The first 4 numbers correspond to the year, the next 2 to the month, and the next 2 to the day. The T separates the date from the time. This consists of the other 6 numbers (2 for the hour, 2 for the minute and 2 for the second). the Z decides the date.
• END: VEVENT and END: VCALENDAR stop executing the ICS file.

ICS file: Linking several appointments in one calendar

• It can often happen that your appointments are spread over several different calendars. But only when all appointments are on a calendar, you have a complete overview. With ICS files, you can unify a calendar much faster and do not have to re-enter every entry.
• To do this, first export the first calendar to be integrated into the second. To do this, first open your calendar program.
• Select the correct calendar and right click on it. Now you can choose whether you want to download the file under "Save as" on the computer or send it via "Share" via e-mail.
• Use the import button of the calendar program to load the exported calendar into the second calendar.
• If you are using Outlook, you must first click on "Add Calendar" and then on "From a file". After you have uploaded the ICS file, you can still activate the "Do not import duplicates" checkbox under Options. The purpose of this is that appointments that are already in the old calendar are not imported again.

An iCalender file is easy to integrate into Outlook. In the next article, however, you will learn how to export an Outlook calendar.