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How do I insert a Calendar Invite into an Email?

Last updated: December 14, 2016

Available For:

Product: HubSpot Marketing
Subscription: Basic, Professional, & Enterprise

With HubSpot's email tool you are able to insert an Outlook, Apple Calendar, or Google Calendar invite into marketing and automated emails. This trick is especially helpful for the email marketers out there who want to follow up a form submission for an event, webinar, or are simply reaching out to their contacts database using HubSpot emails.

Please follow directions for the particular calendar app being used to create an .ics file to insert into email:

Outlook

Step 1: Create a Calendar Event

  • Open up Outlook Calendar > click on the Appointment icon or click New in the navigation bar and select it from the drop-down.
User-added image
User-added image
  • Set up 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.
  • Add relevant details for calendar event (Event name, Location, Time, Event description, URL of your event's landing page, Optional event alert.).

Step 2: Create .ics file

  • Click Save and Close in top-left corner 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.

Step 3: Insert .ics file to email

  • Navigate to Content > File Manager
  • Click Upload File > 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.
  • Navigate to Content > Email, find the email in question and access it for editing.
  • Insert an image (or type out a line of text) you want the recipient to click on to add the event added to their calendar.
    • Place your cursor where you want to insert the image.
    • Select Insert from the WYSIWYG editor > Image > select the desired image > click on Use Image.
  • Once the image in inserted into the email, click on it and go to Insert within the WYSIWYG editor one more time, select Link, and paste the .ics file's URL in the Link URL text box.
  • Click on Add link.

Apple Calendar

Step 1: Create a Calendar Event

  • Open Apple Calendar and click on the + button in the top left corner.
User-added image
User-added image
  • In the pop-up 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 fill out relevant details (Event name, Location, Time, Event description, URL of your event's landing page, Optional event alert.)

Step 2: Save Event and Create .ics file

  • 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.

Step 3: Insert .ics file to email

  • Navigate to Content > File Manager
  • Click Upload File > 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.
  • Navigate to Content > Email, find the email in question and access it for editing.
  • Insert an image (or type out a line of text) you want the recipient to click on to add the event added to their calendar.
    • Place your cursor where you want to insert the image.
    • Select Insert from the WYSIWYG editor > Image > select the desired image > click on Use Image.
  • Once the image in inserted into the email, click on it and go to Insert within the WYSIWYG editor one more > select Link > paste the .ics file's URL under the Link URL text box > click on Add link.

Google Calendar

Step 1: Create a Calendar Event

  • Open Google Calendar in your browser.
  • Click the Create button in the top left side of the Calendar screen.
User-added image
User-added image
  • A new event window will pop up allowing you to fill out relevant information for the event (Event name, Location, Time, Event description, URL of your event's landing page, Optional event alert.)

Step 2: Save Event and Create Link

  • Click Save making sure the event is visible to the Public or using default calendar share settings.
  • Open the event in Google Calendar and click Publish Event. A pop-up should appear with an embed code. You will only want the link within the quotation marks after the href= portion of the code.
  • Copy and paste this URL into a text editor for easy access. Please be aware that the Google calendar the event is tied to needs to be public, and not just the event itself.

Step 3: Link calendar event within your HubSpot email message

  • Navigate to Content > Email, find the email in question and access it for editing.
  • Insert an image (or type out a line of text) you want the recipient to click on to add the event added to their calendar.
    • Place your cursor where you want to insert the image.
    • Select Insert from the WYSIWYG editor > Image > select the desired image > click on Use Image.
  • Once the image in inserted into the email, click on it and go to Insert within the WYSIWYG editor one more > select Link > paste the Google Calendar URL from the text editor under the Link URL text box > click on Add link.

If you are unsure what Calendar software your contacts are using you can create links in your email for all three calendar types. You only need to create one .ics file, which will work for both Outlook and Apple Calendar. Google Calendar does not create Calendar events from an .ics file, which means you will want to create a Google specific link if your customers use Google Calendar. This means a Google Calendar event will need to be created independently of Outlook or Apple Calendar events.