Keeping your Rotary club template web calendar on Outlook with Auto-updating

Login to your club template website as a member

click the future programme link

Navigate to the Future Programme page

select the 31 button

Left Mouse click (select) the 31 calendar icon at the top of the page

Select the dropdown menu "Click here to copy the URL for the iCal file into the clipboard"

This will copy the address of the web calendar to your clipboard (it might take a few moments)

e.g.  http://www.rotary-ribi.org/genics.php?ics=true&ClubID=XXX&mx=true where XXX is your club ID

Open Outlook Home tab and click on the icon and go to your Calendars Page

Go to Other Calendars

Right click on Add Calendar …then ... Pick from Internet

calendar

Enter the "location of the internet calendar" that you want to add to Outlook in the box as follows:

Paste your address link from step 6 above as webcal://www.rotary-ribi.org/genics.php?ics=true&ClubID=XXX&mx=true where XXX is your club ID.

new subscription

You will be asked if you want ADD THIS Internet Calendar to Outlook and subscribe to updates click on YES

You can also divert here and use the Advanced tab first and change the Calendar name from “Genics” to “Rotary”, although you can also do this afterwards by right clicking your mouse on the calendar name and selecting rename.

options

You should find then your calendar updates with any intervening changes made to the template club calendar when you first start up or if you do a Send / Receive.
 

calendar

NB: With an iPhone or iPad you need also to go through the same routine as it will not link this calendar which is external to Outlook nor update it automatically through the iCloud.  It will however keep you updated if you separately load the web calendar link individually onto each iPad or iPhone you have as below.

To Add the Club template Calendar to your own iPhone, IPad etc.

  • Open the Safari Browser on your mobile phone and Login to your club template website as a member
  • Navigate to the Future Programme page
  • Left Mouse click (select) the 31 calendar icon at the top of the page
  • Select the dropdown menu "Click here to copy the URL for the iCal file into the clipboard"
  • This will copy the address of the web calendar to your clipboard (it might take a few moments)
  • e.g.   http://www.rotary-ribi.org/genics.php?ics=true&ClubID=XXX&mx=true&mx=true where XXX is your club ID
  • Next on your iPhone
  • Go to Settings
  • Mail Contacts Calendars
  • Add Account
  • Other
  • Add Subscribed Calendar
  • Put in the address as above or just www.rotary-ribi.org/genics.php?ics=true&ClubID=XXX&mx=true where XXX is your club ID.
  • Give it a User Name like Rotary
  • Then save it
  • Make sure the slide for Account is set to ON

iPhone and Outlook Sync of Address Book

1.       This is another problem area which has been solved after a lot of frustration with duplicate addresses left in the address book.  Once sorted it works well with sync across two iPhones and an ipad.  Always back up your Outlook Address Book first on to your computer in case of trouble later so you can start again.

2.       Never ask the Apple iPhone to leave your addresses on the phone if you are doing this as it treats this as a need to keep both - the combined list of iCloud and your original mobile's contact details stored and as you soon start backing both up to iCloud you end up with doubling and tripling of your addresses etc.


Thanks to Hugh Barnard, RC Basingstoke for writing this tutorial.