Office 365 - Import class schedule from PASS CX using Outlook desktop client (students)

These instructions will take students through the process of exporting a class schedule from PASS CX as an iCal and importing it into Office 365 using Outlook desktop client. To complete the process, the newly-imported class schedule will need to be moved to the default calendar so that others can view free/busy times.

NOTE: This process is only possible with the Outlook desktop client.  You cannot import an iCal into Office 365 through the Outlook Web App.  

1. To get the Outlook desktop client installed on your personal computer, log into Outlook Web App.
2. Click on the "gear" icon (Settings)
3. Select Office 365 Settings.  
4. Go to Software and follow the instructions for downloading Outlook to your personal device.

To export the iCal from PASS CX

  1. Log into PASS

  2. Click Schedule from the Dashboard menu.
    PASS CX Dashboard Schedule image

  3. Click Download Schedule.
    PASS CX Dashboard Download Schedule image

  4. Select the term from the drop down for the schedule to be downloaded.
    PASS CX Dashboard Schedule Terms image

  5. Different browsers will react differently at this point:
    * In Firefox, a download window will open - "Opening [seleccted term]" showing the iCalendar File chosen with the action to perform - Open with Outlook (default)..
        PASS CX Download Schedule Opening With image
    * In Google Chrome, the file will download automatically and the iCal file will be found in the user's Downloads folder. To complete loading, follow steps included below in the "To import  the saved iCal into Office 365" section.
    * In Microsoft Edge, the process will be similar to Firefox, but formatting may be visually different.

  6. Outlook Desktop Client - downloaded PASS CX Schedule opens as "Untitled"
    PASS CX Untitled Calendar in Outlook image

  7. Untitled calendar will show under Other Calendars:
  8. Right-click on Untitled label under Other Calendars on left side of screen (as shown above); Click Properties and type whatever you choose to name this calendar.

To import the saved iCal into Office 365

You can only import a calendar into Office 365 with the Outlook Desktop Client. You may download Outlook as part of the free licenses that come with your Office 365 account.

The following instructions use Outlook desktop client.
1. Open the Outlook Desktop Client.
2. Go to File, then select Open & Export.

3. Select Import/Export.

Import iCal

4. Select Import an iCalendar (.ics) or vCalendar file (.vcs), Press Next.

5. Select the iCal file you wish to import.
6. Select Import.


If you have questions, please contact the ITS Help Desk at 608.342.1400 or  You may also visit the Help Desk on the first floor of the Karrmann Library.


This process does not result in a “live” sync; meaning, if you change your schedule in PASS, the change will not be reflected in Office 365 automatically.  You may handle changes by going to Office 365 and deleting or adding a course to the new calendar manually.

You will need to repeat the process after each new registration period (November and April).

The iCal will contain your calendar data from week/term you are viewing and everything going forward.  For example, if you have summer and fall classes, and you open the calendar in the summer term, your schedules for summer and fall should populate in Office 365. If you open PASS in your fall schedule, only your fall schedule will populate.  If you attempt to create the iCal from a term in which there are no classes, you will receive a message saying there is no information.  Simply arrow forward to a week with classes and try again.

Alternate method
If you do not have the desktop client installed on your computer, you may create events from scratch on your default calendar in OWA. 

If you have questions, please contact the ITS Help Desk at 608.342.1400 or  You may also visit the Help Desk on the first floor of the Karrmann Library.

Keywords:PASS CX calendar transfer outlook web app spring fall summer winterim alternate owa mail ical class desktop client Microsoft schedule office 365   Doc ID:101827
Owner:Christine G.Group:UW Platteville
Created:2020-05-07 15:25 CDTUpdated:2020-06-01 10:39 CDT
Sites:UW Platteville
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