Adding calendar links is a great way to help your subscribers remember and attend your events. Here is a simple workflow to generate and add these links to your emails.
Step 1: Write your event details
Before linking out to a calendar, make sure the event information is clearly stated in the body of your email so your readers know exactly what they are signing up for. Right above where you plan to place your links, be sure to include:
Event Title: A clear, concise name for the event.
Date and Time: Include both the start and end times, and be sure to specify the time zone.
Description: A brief summary of what the event is about.
Location: A physical address or a link to the virtual meeting (like Zoom or Google Meet).
Step 2: Decide which calendars you need to support
Not everyone uses the same calendar app. To provide the best experience for your subscribers, it's a good idea to offer links for the most popular calendar services. We recommend supporting:
Google Calendar
Apple Calendar
Microsoft Outlook
Yahoo Calendar
Step 3: Generate the calendar links
Since different calendar services require different link structures, the easiest way to create them is by using a free third-party link generator. You just plug in your event details from Step 1, and the tool will generate the specific URLs you need.
Here are two popular tools you can use to generate these links:
Note: These are both third-party services, and this is not a formal endorsement, but they are widely used and reliable options for email communications.
Step 4: Add the links to your email
Once you have your generated URLs, head back to our email editor. You can now add these URLs as hyperlinks below your event details.
Use clear anchor text specifying the calendar type so your users know which one to click. For example:
Add to Google Calendar
Add to Outlook
Add to Apple Calendar
Alternative Method: Host an .ics file
If you have your own website, you can use an alternative method. You can create the event in your own Outlook or Apple calendar, save the event as an .ics file, and upload that file to your website.
Once published, you can simply grab the URL of that file and link to it in your email (e.g., "Download Calendar Invite"). When a subscriber clicks the link, it will download the file and automatically open in their default calendar app. If you are unsure how to host a file on your website, reach out to your IT support department for help!