How to Send 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.

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 instantaneous entry to our free assembly scheduling software program. No extra losing time with back-and-forth emails or organising calendar invitations.

Until you someway magically know what sort of calendar your target market 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.

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

Step 1: Create a New Occasion 

Apple Calendar


Google Calendar 

Step 2: Set Particulars for Your Occasion

Apple Calendar 


Google Calendar

Step 3: Save and Ship Your Occasion

Apple Calendar 


Google Calendar 

Step 4: Insert Invitations Into Your Advertising E mail




Step 1: Create a New Occasion

When you’ve got a Mac, you’ll be able to create your invitation in Apple Calendar. When you’ve got a PC, you’ll be able to create it in Outlook.

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

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.

It will create an occasion in your calendar, however it is going to place the occasion on the present date and time and depart the remainder of the main points clean. You will want to vary this info to mirror the main points 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 need to set a reminder. To seek 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 must 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 elements for each:

  • Occasion title
  • Location
  • Time
  • Occasion description
  • URL of your occasion’s touchdown web page
  • Elective occasion alert

Beneath are examples of how these particulars look within the totally different purposes, in addition to a clarification of what info and format to make use of for every of those elements.

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 Embrace

Occasion Title 

Be certain that the title displays what your precise occasion title is known as in your web site and in your different promotions (this can be a no-brainer, however we’re being thorough right here).

You might need to additionally embrace your organization title on the finish so registrants can shortly bear in mind who’s internet hosting the occasion after they locate it of their calendar later.


The bodily handle of the occasion (one line, resembling “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 instances of the particular occasion. Regulate the occasion’s timing to your time zone, as you are the one creating the .ics file. It would mechanically 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 is best to enter the beginning time as 1 p.m. EST.

Alert (Elective)

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

In Apple Calendar and Google Calendar you’ll be able to set a number of alerts.

It is necessary to not overwhelm individuals with too many alerts, as this creates a adverse, 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 have got a selected touchdown web page in your occasion or webinar? Embrace its URL, because it acts as a refresher for individuals who could also be fuzzy on the main points 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, it is best to embrace a snippet of the occasion’s particulars. This goes within the “notice” 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 supply 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 electronic mail.


Click on in your occasion in Outlook, choose “Edit,” after which click on “Extra choices.” When you see the pop-up (proven under), 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 high left of the display 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. Once you’re prepared, click on “OK,” and the invite will mechanically 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 correct of your occasion particulars (subsequent to “Rooms”). Once you’re prepared, choose “Save.”

If you happen to’ve performed it appropriately, Google Calendar will present you a pop-up confirming you’d wish 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 E mail

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

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

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

Screenshot of webinar invite; how to send a calendar inviteNonetheless, there are a couple of workarounds you’ll be able to attempt should you’d want to incorporate the occasion URL in a advertising 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, 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 need to guarantee, nevertheless, that every electronic mail recipient has been included on the occasion invite checklist, as nicely. 

Apple Calendar

If you happen to’re utilizing Apple Calendar, alternatively, you may have to get just a little extra artistic.

To workaround the choice of sending the occasion to a recipient immediately from the occasion particulars, merely ship the occasion solely to your individual electronic mail. Once 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 Gadgets” > “Assembly”:

Screenshot of meeting tab in Outlook; how to send a calendar invitePicture Supply

Click on “New Assembly”, and at last, choose “Reply with Assembly” from throughout the electronic mail itself: 

Screenshot of "reply with meeting' feature; how to send a calendar invitePicture Supply

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

Check out The Final Information to Occasion Advertising to be taught extra concerning the sorts of occasions you may contemplate creating to have interaction and delight potential prospects. 

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

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