How to download an ICS file to save an invitation to a meeting, webinar, or an MS Teams Town Hall in your Outlook calendar

Purpose of this Article: This solution article provides instructions on how to download an Internet Calendaring and Scheduling (ICS) file to save an invitation to a meeting, webinar, or a Microsoft (MS) Teams Live Event in your MS Outlook calendar.

Audience: All SF Controller Enterprise Systems Users

Author: Alexis Eusebio

Version/Update Date: 2.0/ April 2026

The Controller's Systems Division sends invitations for meetings, webinars, and Microsoft (MS) Teams Town Hall through Internet Calendaring and Scheduling (ICS) files. Follow the steps below to download ICS files and save appointments in your MS Outlook calendar.

Step 1. Our communications contain a button with an embedded link to an ICS file. Click the button to download and save the appointment in your Outlook calendar.

Step 2. After downloading, locate the ICS file in your browser’s download bar or tray, typically at the top right corner of your browser window. Proceed to Step 2a. If the file does not take you to the calendar appointment, proceed to Step 2b.

Step 2a. Click the downloaded file to open it.

Step 2b. If the file does not open to the calendar appointment, open your Downloads folder and open the file with Outlook (classic).

Step 3. Outlook will launch a new calendar appointment window containing the event details. Review the information, then click Save & Close.

Step 4. Access your Outlook calendar to ensure that you saved the appointment successfully.

You have learned how to download an ICS file to save an invitation to a meeting, webinar, or MS Teams Town Hall.

Questions?

Please contact sfemployeeportalsupport@sfgov.org if you have questions about downloading ICS files to save invitations in your Outlook calendar.

Still Having Trouble?
If you were unable to successfully save an invitation to a meeting, webinar, or MS Teams Town Hall after following the steps above, please send us a screenshot showing what went wrong and what prevented you from completing the task. This will help us provide more accurate assistance.