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

calendar invites

Thankfully, you are about to learn 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 prone to overlook about your occasion.


Get instant access to our free meeting scheduling software. No more wasting time with back-and-forth emails or setting up calendar invites.

Except you in some way magically know what sort of calendar your audience makes use of, your finest wager is to incorporate all three main calendar invitations in your e-mail, giving recipients a alternative 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.

Be aware: All screenshots and steps have 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

You probably have a Mac, you may create your invitation in Apple Calendar. You probably have a PC, you may create it in Outlook.

For Google Calendar, you may create the URL instantly out of your calendar utility (you may should be logged into your Google account to do that). It would not matter which kind of laptop 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 identify of your occasion within the “New Occasion” textual content field and hit return/enter in your keyboard.

It will create an occasion in your calendar, however it’s going to place the occasion on the present date and time and depart the remainder of the small print clean. You may want to vary this info 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 prime 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 may should be logged into your Google account. Click on the “Create” button on the highest left facet of the display. 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 every one:

  • Occasion identify
  • Location
  • Time
  • Occasion description
  • URL of your occasion’s touchdown web page
  • Non-obligatory occasion alert

Beneath are examples of how these particulars look within the totally different functions, in addition to a clarification of what info 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 Must Embody

Occasion Identify 

Be certain the identify displays what your precise occasion identify 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 identify on the finish so registrants can rapidly bear in mind who’s internet hosting the occasion once they hit upon it of their calendar later.


The bodily tackle of the occasion (one line, similar 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. Regulate the occasion’s timing to your time zone, as you are the one creating the .ics file. It can 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, it’s best to enter the beginning time as 1 p.m. EST.

Alert (Non-obligatory)

You’ll be able to arrange alerts so attendees remember concerning the occasion between if you despatched the invite and the time of the occasion. In Outlook, you may set a time for one reminder to go off (similar to one hour earlier than).

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

It is necessary to not overwhelm individuals with too many alerts, as this creates a unfavorable, intrusive expertise. Beneath is an instance of an alert sequence in Apple Calendar that reminds people 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 to your occasion or webinar? Embody 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.

Embody 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, it’s best to embrace a snippet of the occasion’s particulars. This goes within the “be aware” 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 manner, 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 e-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 would like to ask into the textual content bar “Invite attendees.”

Once you’re prepared, click on “Ship” within the prime left of the display to ship the invite to individuals in your recipient record. 

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. Once you’re prepared, click on “OK,” and the invite will routinely be despatched to the emails you have 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 visitors” textual content field to the appropriate of your occasion particulars (subsequent to “Rooms”). Once you’re prepared, choose “Save.”

For those who’ve finished it accurately, Google Calendar will present you a pop-up confirming you’d prefer to ship the occasion to visitors. Click on “Ship” to make sure it will get despatched to the emails you have included. 

gmail save and send; how to send a calendar invite

Step 4: Insert Invitations Into Your Advertising Electronic mail

The simplest strategy to ship an occasion by way of e-mail for Outlook, Apple, and Gmail is to do it instantly from the occasion invite itself.

Every of those e-mail suppliers offers you the chance to sort emails instantly into the occasion and embrace extra textual content, attachments, and so forth.

Better of all, the invite you may obtain is clear and affords you the chance to simply accept or deny the invite instantly out of your e-mail inbox: 

Screenshot of webinar invite; how to send a calendar inviteNevertheless, there are just a few workarounds you may strive should you’d choose to incorporate the occasion URL in a advertising e-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, 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 may wish to guarantee, nonetheless, that every e-mail recipient has been included on the occasion invite record, as nicely. 

Apple Calendar

For those who’re utilizing Apple Calendar, alternatively, you may have to get slightly extra artistic.

To workaround the choice of sending the occasion to a recipient instantly from the occasion particulars, merely ship the occasion solely to your personal e-mail. Once you open the invite, you may see a .ics hyperlink connected 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 e-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 at last, choose “Reply with Assembly” from throughout the e-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 occasions to leads, prospects, and clients alike.

Check out The Ultimate Guide to Event Marketing to study extra concerning the kinds of occasions you may contemplate creating to have interaction and delight potential clients. 

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

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