Easy methods to Ship a Calendar Invite with Google Calendar, Apple Calendar & Outlook


As a marketer, few issues are extra irritating than half the registrants for an occasion you promoted by no means exhibiting up.

Fortuitously, you are about to discover ways to ship a calendar invite by way of Google Calendar, Apple Calendar, or Outlook, so registrants can add the occasion to their calendars and be much less more likely to overlook about your occasion.


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Until you by some means magically know what sort of calendar your audience makes use of, your finest wager is to incorporate all three main calendar invitations in your electronic mail, giving recipients a selection that works for them.

Outlook and Apple Calendar customers will get an .ics file, and Google Calendar customers will use a URL-based customized invitation.

Observe: All screenshots and steps had been taken on a Mac, however should you’re on a PC, the method is analogous.

Step 1: Create a New Event 

Apple Calendar


Google Calendar 

Step 2: Set Details for Your Event

Apple Calendar 


Google Calendar

Step 3: Save and Send Your Event

Apple Calendar 


Google Calendar 

Step 4: Insert Invites Into Your Marketing Email




Step 1: Create a New Occasion

When you have a Mac, you possibly can create your invitation in Apple Calendar. When you have a PC, you possibly can create it in Outlook.

For Google Calendar, you may create the URL straight out of your calendar software (you may have to be logged into your Google account to do that). It would not matter which sort of pc you could have.

Apple Calendar

Open Apple Calendar and click on on the “+” signal within the backside proper nook of the window. A pop-up will seem. Enter the title of your occasion within the “New Occasion” textual content field and hit return/enter in your keyboard.

This can create an occasion in your calendar, however it should place the occasion on the present date and time and depart the remainder of the small print clean. You will want to vary this data to mirror the small print of your occasion (extra on that within the subsequent part).

the apple calendar homepage with an arrow to the new event button in bottom right corner; how to send a calendar invite


Open up Outlook Calendar, then click on on the “New Occasion” icon within the high left nook.

An occasion pop-up will open for enhancing — merely embrace the occasion’s title, time and date, location, and whether or not or not you wish to set a reminder. To search out the choice to “Invite attendees,” click on “Extra choices.”

outlook calendar homepage with arrow pointing to new event button

Google Calendar

Open Google Calendar in a brand new browser window. You will have to be logged into your Google account. Click on the “Create” button on the highest left facet of the display screen. A brand new occasion window ought to open.

google calendar homepage with arrow pointing to create button; how to send a calendar invite

Step 2: Set Particulars for Your Occasion

Whereas Outlook, Apple Calendar, and Google Calendar occasions have barely totally different codecs, you may nonetheless want the identical parts for each:

Under are examples of how these particulars look within the totally different functions, in addition to a clarification of what data and format to make use of for every of those parts.

Apple Calendar

apple calendar event; how to send a calendar invite


outlook calendar event; how to send a calendar invite

Google Calendar

google calendar event; how to send a calendar invite

The Particulars You Have to Embrace

Occasion Identify 

Be sure that the title displays what your precise occasion title is named in your web site and in your different promotions (it is a no-brainer, however we’re being thorough right here).

It’s possible you’ll wish to additionally embrace your organization title on the finish so registrants can rapidly bear in mind who’s internet hosting the occasion after they come across it of their calendar later.


The bodily tackle of the occasion (one line, equivalent to “123 Enterprise Ave, Springfield, TX”) or the touchdown web page URL, within the case of a web-based occasion.


Enter the beginning and finish dates and occasions of the particular occasion. Modify the occasion’s timing to your time zone, as you are the one creating the .ics file. It’ll routinely change the time to correspond with every particular person’s time zone. For instance, should you’re creating the occasion file in Boston for a webinar in San Francisco that begins at 10 a.m. PST, you must enter the beginning time as 1 p.m. EST.

Alert (Non-compulsory)

You may arrange alerts so attendees remember in regards to the occasion between while you despatched the invite and the time of the occasion. In Outlook, you possibly can set a time for one reminder to go off (equivalent to one hour earlier than).

In Apple Calendar and Google Calendar you possibly can set a number of alerts.

It is necessary to not overwhelm individuals with too many alerts, as this creates a destructive, intrusive expertise. Under is an instance of an alert sequence in Apple Calendar that reminds of us about your occasion however is not in-your-face:

hubspot alerts on calendar; how to send a calendar invite

URL of Occasion Touchdown Web page

Do you could have a particular touchdown web page on your occasion or webinar? Embrace its URL, because it acts as a refresher for many who could also be fuzzy on the small print of what the occasion is about.

Embrace it within the URL part of an Apple Calendar invite in addition to within the physique textual content of your Gmail or Outlook invitations if you have not already included it within the Location part.


Right here, you must embrace a snippet of the occasion’s particulars. This goes within the “observe” part of your Apple Calendar invite, within the physique of your Outlook invite, or within the “description” textual content field in Google Calendar.

It is also useful to offer your contact information on this part. That approach, individuals can attain out if they’ve any questions.

Step 3: Save and Ship Your Occasion

When you’re all set enhancing the invite, it can save you it to make use of as an attachment in your advertising and marketing electronic mail.


Click on in your occasion in Outlook, choose “Edit,” after which click on “Extra choices.” When you see the pop-up (proven beneath), sort the emails of individuals you need to ask into the textual content bar “Invite attendees.”

If you’re prepared, click on “Ship” within the high left of the display screen to ship the invite to individuals in your recipient checklist. 

outlook save and send; how to send a calendar invite

Apple Calendar

Double-click in your Apple occasion to open it up, after which sort emails into the “Invitees” textual content field. If you’re prepared, click on “OK,” and the invite will routinely be despatched to the emails you’ve got included within the occasion particulars.  

apple save and send; how to send a calendar invite

Google Calendar

Click on in your occasion in your Google calendar and click on “Edit occasion.” Then sort emails into the “Add company” textual content field to the suitable of your occasion particulars (subsequent to “Rooms”). If you’re prepared, choose “Save.”

If you happen to’ve carried out it accurately, Google Calendar will present you a pop-up confirming you’d prefer to ship the occasion to company. Click on “Ship” to make sure it will get despatched to the emails you’ve got included. 

gmail save and send; how to send a calendar invite

Step 4: Insert Invitations Into Your Advertising E mail

The simplest technique to ship an occasion by way of electronic mail for Outlook, Apple, and Gmail is to do it straight from the occasion invite itself.

Every of those electronic mail suppliers provides you the chance to sort emails straight into the occasion and embrace extra textual content, attachments, and so on.

Better of all, the invite you may obtain is clear and provides you the chance to simply accept or deny the invite straight out of your electronic mail inbox: 

Screenshot of webinar invite; how to send a calendar inviteNevertheless, there are a number of workarounds you possibly can strive should you’d favor to incorporate the occasion URL in a advertising and marketing electronic mail. 

Gmail Calendar

For the Gmail calendar, click on “Edit” to open the occasion in a brand new window, after which choose the “Extra actions” dropdown. From there, click on “Publish occasion”: 

Screenshot of HubSpot Webinar (Gmail); how to send a calendar invite

Within the pop-up display screen, you may see an HTML code or a hyperlink to the occasion. Merely click on “Copy” beside the hyperlink to repeat the hyperlink, after which open the e-mail you plan to ship and paste the URL.

Gmail calendar publish event

You will wish to guarantee, nonetheless, that every electronic mail recipient has been included on the occasion invite checklist, as effectively. 

Apple Calendar

If you happen to’re utilizing Apple Calendar, alternatively, you may have to get slightly extra inventive.

To workaround the choice of sending the occasion to a recipient straight from the occasion particulars, merely ship the occasion solely to your individual electronic mail. If you open the invite, you may see a .ics hyperlink hooked up to the e-mail:

Screenshot of ics. link; how to send a calendar invite

Merely obtain the .ics attachment, after which drag-and-drop that calendar occasion into an electronic mail to ship it to recipients. 

Outlook Calendar

Lastly, should you’re utilizing Outlook, you may have to open your inbox and choose “New Objects” > “Assembly”:

Screenshot of meeting tab in Outlook; how to send a calendar inviteImage Source

Click on “New Assembly”, and eventually, choose “Reply with Assembly” from inside the electronic mail itself: 

Screenshot of "reply with meeting' feature; how to send a calendar inviteImage Source

And that is it! You are all set. Use these tricks to ship advertising and marketing occasions to leads, prospects, and clients alike.

Check out The Ultimate Guide to Event Marketing to study extra in regards to the sorts of occasions you may think about creating to interact and delight potential clients. 

Editor’s Observe: This put up was initially revealed in June 2014 and has been up to date for freshness, accuracy, and comprehensiveness.

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