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Timetable iCalendar Subscription

UCL Online Timetable iCalendar subscription help page

The UCL Timetable now allows you to "subscribe" to your personal timetable. This provides a dynamic link from your calendar application to the timetable. As events (e.g. lectures and tutorials) are booked or rescheduled your online calendar will be updated automatically.

What is an iCalendar subscription?

The UCL Timetable now allows you to "subscribe" to your personal timetable. This provides a dynamic link from your calendar application to the timetable. As events (e.g. lectures and tutorials) are booked or rescheduled your online calendar will be updated automatically.

How do I create a calendar subscription to the Timetable?

Open the UCL online timetable and log in. Go to your personal timetable from the homepage or via the drop-down menu at the top right of the page. From there, click the “Add to Calendar” link, in the top right of the page.

In the pop-up window, click the link “Click here to load your unique calendar URL.” You will then be given a URL which you can use to subscribe. In most browsers, clicking the link will launch the default mail application on that computer. Doing this will attempt to create a subscription on that computer, so please ensure you are using a trusted machine. Alternatively, click the copy to clipboard icon and set up the subscription manually.

To subscribe manually, or if using a web-based calendar, you will need to copy the URL. This will then need to be entered into your calendar's subscribe option.

Instructions for subscribing via Outlook are below; once you have copied the unique URL generated from your personal timetable, continue as follows...

  1. From Outlook Web Access, go to your calendar by selecting the Calendar option on the left of the screen.

    Outlook Web calendar option circled

  2. Click on "Add Calendar" on the left of the screen. A pop-up should appear, choose the option to "Subscribe from Web".

    Outlook Web add calendar circled

  3. Paste the unique calendar URL generated by your personal Timetable into the field. Give the calendar a name, you can select an optional colour or Charm and (if you have any) choose what location the calendar should appear under. Then press Import.

    Outlook Web subscribe URL circled

  4. The calendar will now be populated with the events in your personal timetable (this may take a moment). You can modify the name or colour of the calendar. To do this, right click it in the list of calendars on the left and select Rename or Colour.

For instructions on how to subscribe within other calendaring systems, see the relevant help pages for those systems. For example, here is the information for Google Calendar

Which online calendars can I use?

You will be able to subscribe to your timetable through both the online web access version of Microsoft Outlook as well as the desktop client version of Microsoft Outlook (for example, as accessed on UCL managed desktops). The iCalendar subscription feed is a web standard format which is compatible with most calendar software, both stand-alone applications and online services. Please note, however, that support can only be provided by UCL for using Outlook.

Will events appear in my personal calendar?

Given the way subscription via iCalendar works, the timetable will appear as a separate calendar that you can open and view through the application. The settings in Outlook allow you to overlay the timetable events in your main person calendar or display them alongside in a second window. It is possible to copy timetable events across into your main personal calendar but note, copies will not be kept synchronised. The exact range of options (such as mobile phone integration) will depend on the type of calendar you use. For more information on how to use you Outlook Web Access calendar, see the UCL information services guides - https://www.ucl.ac.uk/isd/

Mobile phone integration is not covered by UCL support, however it can be possible to have your subscribed calendar appear on your device. Other solutions, such as subscribing via Google Calendar, or Apple calendar are available but cannot be supported by UCL.

What data will I see once I have subscribed?

The information that you see in your calendar will be for your own personal timetable and the subscription service works in the current academic year only. As some students and staff work right up to the last week of the academic year, you can only subscribe to the new year’s timetable after the last week in August, when the timetable rolls forward.

How frequently will my calendar be updated?

Unlike the Timetable, which displays real-time information, calendar subscriptions services generally have a time lag. It could be that it refreshes every few minutes or may take hours – check your own applications settings. Please be aware of this when referring to your subscribed timetable.

How do I unsubscribe from my calendar?

You can unsubscribe from a calendar via your calendaring service. For example, in Outlook Web Access, from the calendar section, find the calendar on the left hand side, right click and select remove/Delete calendar.

If you are worried that someone else has access to your calendar subscription using the unique key generated via your personal timetable, you can invalidate that calendar link in the same pop-up used to subscribe. This will mean anyone else subscribed via that link will get a blank calendar the next time it refreshes. It won't affect your own live timetable and you can subscribe again simply by refreshing your personal timetable and following the original subscription steps.

Visit the ISD Computer Security Team's website for more information on keeping your details safe.

Where can I get help with the iCalendar subscriptions?

All questions, comments and suggestions relating to the Timetable and calendar subscriptions to it should be directed to the Timetable Support Desk.