Calendar subscriptions

Overview

We know you rely on your calendar to remind yourself of scheduled meetings and personal commitments. We also know that you rely on your To-do lists to prioritise your work for the day. That’s why we’ve developed a way for you to add your opexo To-do list to your Outlook, Google or other desktop / web based calendar.

All calendars are different so we’ve provided some guidance for the two most common ones (Outlook and Google) below. If you use a different calendar, you can still make use of this feature if it has ‘iCalendar support’. Here’s a list of compatible calendars, so check to see if yours is there.

Instructions

Step 1 – Navigate to your To-do list

Open your full To-do list by hovering over the You tab on your main navigation menu, and clicking To-do list. Here you’ll see a list of all your Tasks and/or Activities. Scroll down to the bottom of the page and you will see a setting area for subscription settings for viewing your To-dos in Outlook or other Calendars.

Step 2 – Access your iCalendar URL

Your iCalendar URL is a special address for your calendar that is accessible over the web and can be read by your Outlook/Gmail calendar. To access your icalendar URL, click ‘Subscription settings for viewing your To-dos in Outlook or other calendars’ and you’ll see the box expand as pictured below.

Calendar URL

Copy this URL by highlighting the text, right clicking it and selecting ‘Copy’ – if you’re using Windows, a shortcut for this is CTRL + C.

Step 3 – Add to your calendar (Outlook)

There are a number of different versions of Outlook which handle things slightly differently. We’ve provided instructions for the Outlook.com version below.

If you use a different version of Outlook, you may also find these Microsoft resources useful:

Add the URL to your Outlook.com calendar

Open your Outlook.com calendar and click ‘Import’.

Calendar Help Guide

Ensure that you’ve selected the ‘Subscribe’ tab.

Paste your calendar URL into the box.

You can optionally select what colour you would like your To-list calendar to be.

Calendar Help Guide

Appearance Outlook.com

Your To-do list will now be added to your Outlook.com calendar, which should update every 24 hours. opexo has no control over how often your email client refreshes.

Your Tasks and Activities will appear like this:

Calendar Help Guide

Removal Outlook.com

If you want to remove your To-do list from your Outlook.com calendar, click the Settings button in the top right hand corner and untick your To-do list subscription.

Calendar Help Guide

Step 3 – Add to your calendar (Google)

Add the URL to your Google calendar

Open your Google calendar and click the small arrow next to ‘Other calendars’ as shown below. Then click ‘Add by URL’.

Gmail Calendar Guide

The box pictured below will then appear. Paste your icalendar URL you copied from your To-do list into the box then click ‘Add calendar’.

Calendar Guide

Note: to paste, right click the text box and select paste.

Appearance Google

Your To-do list will now be added to your Google calendar, which should update every 24 hours. opexo has no control over how often your email client refreshes.

Tasks will appear like this:

Calendar Help Guide

Removal Google

If you want to remove your To-do list from your Google calendar, click the black arrow next to it’s name in the Other calendars list and select ‘Hide this calendar from the list’.

Further information

Resetting your URL

Anyone can see your To-do list if they have access to your URL.

If you have shared this URL for any reason and wish to revoke this access, you can easily do so by clicking the ‘Update URL’ button in your To-do list – if you’re not sure where that is, you’ll see it pictured at the beginning of this help guide.

Note: some organisation policies and firewalls may prevent this calendar and To Do List integration from occurring.

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