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

Have you ever logged in and forgotten about a conference? Or maybe you had an email with a workshop but were busy and you forgot to add a memo to your calendar? I think this has happened to most of us at least once.

Well, you were on the other side of the email marketer when half of the registered people who were advertised for an event never appeared. It's sweating.

If your target audience does not know what sort of calendar you use, your best bet is to include all three of your big calendars in your inbox. A.ics file is sent to Outlook and Apple Calendar users and a custom URL invitation to the Google Calendar user is sent.

Note: All screenshots and steps have been taken on a Mac, but the procedure is identical if you are on a PC.

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

Step 1: New event development

If you're a Mac owner, in the Apple Calendar you can build your invitation. You can build a PC in Outlook if you have a computer. You generate a URL for Google Calendar directly from your calendar app – it doesn't matter what kind of device you have – you have to log in to your Google account to do that.

Calendar of Apple

Click on "+" at the bottom right of the window to open Apple Calendar. Click on it. There's a pop-up. Enter the event's name and press return/entry on your keyboard in the text box "New Event." This creates an occurrence on your calendar, but puts the event on the current date and time and leaves the rest blank. To reflect your event details, you need to update this information (more on that in the next section).


Click the icon "New Event" in the top left corner to open the Outlook calendar. An event pop-up is available to edit-only add the event description, time and date, location, and whether you want to send an alert or not. Click on "More Choices" to find the choice "Invite participants".

Calendar of Google

Open a new browser window to Google Calendar. Your Google account needs you to be logged in. top left of the screen, click on the "Create" button. It is supposed to open a new event window.

Step 2: Set your event's details

If you have slightly different formats for Outlook and Google Calendar activities, you still need the same components:

  • The title of the event
  • The location
  • The time
  • Description of the event
  • The address of your event's landing page
  • Optional event notification

Details lnclude; 

The Name Of Your Event:

Check that your name matches the names of your actual events on your website and other promotions (it's not a brainer, but we are thorough). You will also want to add the company name at the end of the program so that registrants can easily recall who hosted the event later on their calendar.


Physical event address (one line, such as' 455 ETC Ave, The Bronx, NY ') or landing page URL, if an event occurs online.


Enter the beginning and end of the real case date and times. When you create a the.ics file for the time zone, specify the time of the occurrence. It changes the time automatically to match the time zone of each individual. You can, for example, enter the starting time of 1 p.m. EST when creating the event file in Boston for a San Francisco webinar starting at 10 a.m. PST.


You should set up reminders so that the participants don't forget the event between the invitation and the time of the event. You can set a time in Outlook to leave one reminder (such as one hour before). You can set several reminders in the Apple Calendar and Google Calendar.

People with so many warnings mustn't be overwhelmed, as this causes an intrusive, unpleasant experience. 

Event Page Landing URL

Do you have an event or webinar-related landing page? Include the URL as an update for those who may be flippant about the specifics of the case. Including it in the URL portion of the invite to Apple Calendar and the Gmail or Outlook body text when the location section has not included it.


A snippet of the specifics should be included here. This is in your Apple calendar "notice" section, in the corporate box of your invite Outlook or the Google Calendar "summary" text box.

In this section, it is also helpful to supply your contact information. Thus, if they have concerns, people should reach out.

Step 3: Save Your Event And Submit lt

Once you've completed the editing process, you can save the call as an attachment to your marketing email.


Choose "Edit" and then "More Options" to click on your event in Outlook. When you see the pop-up (see below), type in the text bar "Invite attendants" the emails of the people that you would like to invite. If you're ready to send the call to people on your list of recipients, click on the top left of the screen to send.

Calendar of Apple

Double-click on the "Invitees" textbox for the opening of your Apple case. Click "OK" when you are ready, and the invitation will automatically be forwarded to the emails included in the event information.

Calendar of Google

In your Google calendar, click on your event and click on "Modify event." Type email in the text box "Add guests" to the right of your event information (next to "Rooms"). Click "Save" when you are ready. If this is the right one, Google Calendar will reveal that you want to submit the event to guests with a pop-up confirmation. To ensure that it is sent to your included emails, click "Send."

Step 4: Enter Your E-mail Marketing lnvitations

The best way to email an event for Outlook, Apple, and Gmail is to do so from the event. You can enter emails for your event directly from any of these email providers and add additional texts, attachments, etc.

At best, the invitation that you receive is clean and provides the chance to accept or reject the invite directly from your email address. However, if you want to include the event URL in a marketing email, you can try a few workarounds.

Calendar of Gmail

To open the event in a new window, click "Edit" to pick the "More Acts" dropdown for the Gmail calendar. Click on "Publish case" from there:

The HTML code or connection to the event is shown on the pop-up screen. Only click on the link "Copy," then open the email you want to send and paste your URL. You can also copy it.

However, you would like to ensure that every email recipient is included in the invitation list.

Calendar of Apple

Alternatively, if you use Apple Calendar, you would have to get a little more adventurous. Send the event to your e-mail only to send the event to a recipient directly from the event information. You will see a connection with .ics attached to your email when the invite is opened:

Only download and drag and drop the appendix to the .ics and email it to the recipients of a calendar case.

Calendar of Outlook

Finally, you will need to open your inbox and pick "New Items" > "Meeting" if you are using Outlook. Click on "New meetings" and pick "Meeting responses" within an email. 

You can use these tips to send leads, prospects, and client marketing activities. See the ultimate event marketing guide to learn how to build events to engage potential customers and entertain them. For more information about event marketing please contact  wtih Cinema8.