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How to Insert Google Calendar, Apple Calendar & Outlook Event Invites Into Your Marketing Emails

March 01, 2017

By (Niti Shah)

Have you ever registered for a webinar and then totally forgotten about it? Or perhaps you got an email about an upcoming workshop, but you were busy and forgot to put a reminder in your calendar for it? Yep, I’m guessing that’s happened even to the most type-A of us.

Well, if you’re an email marketer, you’ve been on the other side of this, when half of the registrants for an event you promoted never showed up. It sucks.

Luckily for you, you don’t have to worry about that anymore, because we’re about to share a marketing hack with you: how to insert Outlook, Apple Calendar, and Google Calendar invites right into your email in a few easy steps. That way, registrants can add the event directly to their calendars, and then be much less likely to forget about your event.

Download our free guide here for even more tips to optimize your email marketing.

Unless you somehow magically know what type of calendar your target audience uses, your best bet is to include all three major calendar invites in your email, giving recipients a choice that works for them. Outlook and Apple Calendar users will get an .ics file and Google Calendar users will use a URL-based custom invitation.

Note: All screenshots and steps were taken on a Mac, but if you’re on a PC, the process is similar.

Step 1: Create a New Event

If you have a Mac, you can create your invitation in Apple Calendar. If you have a PC, you can create it in Outlook. For Google Calendar, you’ll create the URL directly from your calendar application (you’ll need to be logged into your Google account to do this) — it doesn’t matter which type of computer you have.

Apple Calendar

Open Apple Calendar and click on the “+” sign in the top left corner of the window. A pop-up will appear. Enter the name of your event in the “Create Quick Event” box and hit return/enter on your keyboard. This will create an event on your calendar, but it will place the event on the current date and time and leave the rest of the details blank. You’ll need to change this information to reflect the details of your event (more on that in the next section).



Open up Outlook Calendar, then click on the “New Items” icon or click “New Appointment” in the navigation bar and select it from the dropdown. You’re setting up an appointment, not a meeting, because this is an individual invite and other people from your recipient’s calendar will not be included on it. A calendar invite will pop up for editing.


Google Calendar

Open Google Calendar in a new browser window. You’ll need to be logged into your Google account. Click the red “Create” button on the top left side …read more

Source:: HubSpot Blog