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Insert calendar invites into marketing emails

Last updated: January 18, 2019

Applies to:

Marketing Hub  Professional, Enterprise
Legacy Marketing Hub Basic

Learn how to create a calendar invitation and add it to a HubSpot marketing email. If you're unsure what type of calendar software your contacts are using, you can create links for each calendar type. Any .ics file will work for both Outlook and Apple Calendar users, and a Google calendar link will work for Google Calendar users. 

Insert an Outlook calendar invite

To create the calendar invite:
  • Open your Outlook calendar.
  • Click New Appointment or click New Items and select Appointment from the dropdown menu. Set up the calendar event as an Appointment, not a meeting, since this invite will be going to an individual recipient and not other contacts on your calendar.
User-added image
User-added image
  • Add relevant details for the event (Event name, Location, Time, Event description, URL of your event's landing page, Optional event alert.).
  • In the upper left, click Save and Close to save the event to Outlook Calendar.
  • Find the event on your Outlook calendar. 
  • Click and hold on the event, then drag it out of Outlook calendar and release on your desktop. This will create an .ics file on your computer desktop.

To add the .ics file to a marketing email:

  • In your HubSpot account, navigate to Marketing > Files and Templates > Files.

  • Click Upload Files, then select the .ics file from your computer.

  • Once uploaded, click on the file name.

  • In the pane that appears on the right, click Copy URL.

  • In your HubSpot account, navigate to Marketing > Email.

  • Hover over the email you want to update and click Edit.

  • Insert an image or type the text that you'd like the recipient to click on to add the event to their calendar.

  • Click on the inserted image or highlight the text, then click the Insert dropdown in the rich text toolbar and select Link.

  • Paste the .ics file's URL you copied from the file manager into the Link URL text box.

  • Click Add link.

Insert an Apple Calendar invite

To create the calendar invite:

  • Open Apple Calendar and click on the + button in the top left corner.
User-added image
User-added image
  • In the dialog box, enter the name of the event, then press Enter or Return. This will create the event on the current day you are making it, without any other details, which need to be filled in.
  • Click on the event to add additional event details.
  • Click Done to save calendar event.

  • To create the .ics file, click and hold on the event in Apple Calendar, then drag it out of your calendar and release on your desktop.

To add the .ics file to a marketing email:

  • In your HubSpot account, navigate to Marketing > Files and Templates > Files.

  • Click Upload File and select the .ics file from your computer.

  • Once uploaded, click on the Gear Icon next to the file's name > select Get file URL > copy the .ics file's URL.

  • In your HubSpot account, navigate to Marketing > Email.
  • Hover over the email you want to update and click Edit.
  • Insert an image or type the text that you'd like the recipient to click on to add the event to their calendar.
  • Click on the inserted image or highlight the text, then click the Insert dropdown in the rich text toolbar and select Link.
  • Paste the .ics file's URL you copied from the file manager into the Link URL text box.
  • Click Add link.

Insert a Google Calendar invite

Please note: the Google calendar you use to create your invite must be public for the link to be accessible to your email recipient.

To create the calendar invite:
  • Open Google Calendar in your browser.
  • Click the plus icon + in the lower right.google-create-calendar-event
  • A new event dialog box will open where you can add relevant event information.
  • Click Save making sure the event is visible to the Public or using default calendar share settings.
  • Open the event in Google Calendar. Click the More actions dropdown menu and select Publish event.
  • In the dialog box, click Copy next to the Link to event field. Copy and paste this URL into a text editor for easy access.google-calendar-publish-event

To add the calendar event to your marketing email:

  • In your HubSpot account, navigate to Marketing > Email.
  • Hover over the email you want to update and click Edit.
  • Insert an image or type the text that you'd like the recipient to click on to add the event to their calendar.
  • Click on the inserted image or highlight the text, then click the Insert dropdown in the rich text toolbar and select Link.
  • Paste the calendar URL you copied earlier into the Link URL text box.
  • Click Add link.
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