Exporting your KU Leuven class schedule and calendar

This guide will explain how your KU Leuven calendar, which you can see on Toledo, can be made more accessible even outside of Toledo. The procedure can be done by synchronizing the KU Leuven calendar with your personal agenda (e.g. Google Calendar, Thunderbird, Outlook, Windows Calendar, etc.), following the steps below.

Synchronizing your KU Leuven calendar

Image 1 - Where to find Agenda Sync

Your first step will be to visit KU Loket via Toledo or by visiting kuloket.be . Using the tabs on top of this page, go to Agenda and select Agenda Sync below, as shown in the picture in image 1.

Now you will get an overview of your different agendas. Here you will need to select which one you wish to export. Next you will be presented a window with settings. The settings can be changed to your personal liking, but are not necessary to be edited for synchronizing your agenda so they will not be discussed further here.

Image 2 - Synchronisation status

The only necessairy step here is to make sure our synchronisation is on. We can check this at the top of the page. If the synchronisation is off, simply select restart sync at the top right. It's possible you will need to wait about 15 minutes, to make sure KU Loket saved all the settings correctly. It should look as shown in image 2.

Image 3 - Calendar in Outlook

The following step will be to visit your personal student email. This can be done via Toledo or by visiting owa.student.kuleuven.be. This should bring you to your personal KU Leuven mailbox. On the left side of the page, you should see several icons (Mail, Calendar, People). Here you will need to select 'Calendar' (Image 3), which should bring you to a page with an overview of the KU Leuven calendar (future tasks and courses that are put on Toledo by your professors, should also be shown here now). If the calendar is still completely empty, make sure they're selected within 'My Calendars' on the left of your calendar overview. If it doesn't show up in this list, check if your agenda settings in KU Loket are set correctly according to image 2 and that you are looking at time period where classes are scheduled (not a holiday period).

Image 4 - Sharing your agenda

Continuing in the top right corner of the page, below the menu bar, there should be 2 buttons (share, print), as shown in the screenshot. You will need to select the share button. This will open a dropdown where you can select which agenda you would like to share (Image 4) (In this case we want to select UURROOSTER).

Next you'll be shown a 'Sharing and permissions' window. In here simply enter a personal (non-KU Leuven) email address. When you have filled in the address, make sure 'Can view all details' is selected from the dropdown menu (this should be done by default).

Now you will need to check the mailbox of the email address you entered before. Normally you should have received an email. In this email you want to click the blue box with 'Accept and view calendar'.

Image 5 - iCal link in Outlook sharing-mail

At the top of this window you'll find a link ending on .ics, (Image 5) this is your iCal link. You'll want to copy this so you'll be able to import the agenda into your personal calendar. Importing the iCal link to your chosen personal agenda can vary widely depending on which personal agenda you are using. We list a few links here on how to import iCal into the agenda for the most common services:

• Google Calendar: https://support.google.com/calendar/answer/37648?hl=en
• Outlook Calendar: https://www.howtogeek.com/661142/how-to-add-an-icalendar-link-to-your-outlook-calendar/
• Thunderbird: https://support.mozilla.org/en-US/questions/1105153

Almost all calendar services support importing iCal. If your chosen calendar service is not listed here, you can try searching the internet on how to import iCal for your service.