Send Appointment Invitations in Newsletters

Send Calender Appointments

Send calender invitations for Google Calendar, iCalendar and Outlook

Have you ever signed up for a webinar and then completely forgotten about it? Or received an email about an upcoming workshop, but were busy and forgot to write a reminder in your calendar? You’re not alone.

If you manage your own email marketing, you’ve also experienced the other side. No doubt you’ve been disappointed when half of the people who have signed up for an event don’t appear.

No need to worry! We’ll show you in a few steps how to easily insert your email dates and invitations from Outlook, iCalendar and Google Calendar. Your contacts can enter appointments directly into their calendar and will be much less likely to forget about it.

Step 1: Create a new appointment


If you use a Mac, you can create your schedule in iCalendar. For PC users, you can create it in Outlook. In Google Calendar you’ll get the date URL directly in the application (you need to be logged in with your Google account) – no matter what kind of computer and operating system you use.

Open iCalendar and click the “+” – mark in the upper left corner of the window. This opens a pop-up. Enter a name for your appointment and press the Enter key. This creates an appointment in your calendar, but only the date and time of creation without further details. This information will still need to be adapted to reflect the details of your appointment. More on this in the next section.


Open your Outlook calendar and then click the “appointment” icon or on “New” in the navigation bar and select “date” from the dropdown menu. An appointment is used and not a meeting because this is a custom invitation and no other contacts will participate from the recipient’s calendar. Once a calendar invitation is open, you can edit.

Google Calendar

In Google Calendar, it is not possible to export individual appointments. If you want to send an appointment, you must create a new calendar for it and then export. Create “Create New Calendar”> a calendar via “My Calendars”. In this calendar, enter your appointment by clicking on the red “appointment add” button in the upper left corner. This will open a new appointment window.

Appointment invitations from Outlook, iCalendar and Google Calendar in #Newsletter: It's that easy Click To Tweet

Step 2: Schedule appointment details

Although appointments in Outlook, iCalendar and Google Calendar have slightly different formats, they include more or less the same components:

  • Title
  • Place
  • Time
  • Description
  • URL for an appointment Landing Page
  • Optional appointment notification

These details should be included:

It’s important that the name reflects the actual wording of the events on your website and in your other channels (which should be obvious, but better safe than sorry). You should also insert your company name at the end of the header so participants can quickly see whose event it is when they encounter it later on in their calendar.

The physical address of the event (one line, for example, 123 Main St., 10178 Berlin, Germany) or website URL for online events.

Specify the start and end of the actual date. Adjust the time of the appointment for your time zone because you are creating the .ics file. It is then automatically adjusted to the time zone of the recipient. If you create, for example, an appointment for a webinar from Germany , which is scheduled to begin by 15 clock in London (UTC), enter 16 clock (CET) for the start.

Notification (optional)
You can set up alerts, so that participants don’t forget the appointment in the period between the dispatch of the invitation and when it actually takes place. In Outlook, you can arrange a date for the dispatch of a set reminder (eg one hour before the deadline). In iCalendar and Google Calendar, you can set multiple reminders.

It is important not to overwhelm participants with too many reminders which leads to negative, intrusive experiences. Here is an example of a reminder which draws attention to your event, without overwhelming:

Message – 1 day ago

Open File – 15 minutes before

URL for appointment page
Have you set up a special page for your appointment or your webinar? Then, use the link to this page. It also acts as a reminder for what is at stake in this appointment. Add them to a the “URL” field from iCalendar or in the descriptive text of your Outlook and Google Calendar appointments.

You should quickly summarize the details of the event. This content is in iCalendar under “note,” in Outlook it’s in the content of the event, and in Google Calendar it’s in the description field.

It may be useful to include your contact information here. Participants can contact you with questions.

Step 3: Saving an appointment

When you’ve finished editing your appointment, you can save it to use as an attachment for your newsletter.

Click “Save & Close” in the upper left corner of your Outlook invitation to save on your calendar. Open the appointment again, and then click “File”, then “Save Target As”. Name your file with the distinguished name of the event, so that the recipient can see it clearly. Then, save the format “iCalendar format” (ICs).

Click “Done” to save the date in your calendar. Then navigate to the appointment in the Calendar box, click the event, and drag it to your desktop. You have already saved it as an ICS file.

Google Calendar
By clicking “Save” you save the event to your calendar. Now you must export the calendar, which is somewhat more complex. Open your Settings (gear icon) and go there on “Calendar”. There you click the calendar that you want to send. In the settings of this calendar click under the “Private Address” on the “ICAL” button. This opens a pop-up with a link. By clicking on this link you can download the .ics file of the calendar.

Step 4: Insert Date invitation in your newsletter

If you’ve created appointments in Outlook, iCalendar or Google Calendar, you can add them to your newsletter. You can install either a text link or a call to action button to your invitation. For the date invitations you must link the ICS file with a section of text or button.

For this, the ICS file must first be uploaded, which our support team will take over for you. Select the text or button and enter the link to the ICS file.

With Newsletter2Go, you can customize the text of your CTAs as desired.

But in the end, participants must still decide for themselves whether they attend the event or not. It is easy to forget appointments. Give your audience a calendar with the assistance of reminders, so that they remember the events or webinars that they’ve signed up for!

Über den Autor

Ian Roderick
Communications Manager at Newsletter2Go.

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