How To Create an "Add to Calendar" Link in an Email

By Indeed Editorial Team

Published October 18, 2021

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Many professionals send invitations to events, such as meetings or training sessions, by using email. Using Google calendar during this process can help increase the attendance and organization for your event. To get this effect, it's helpful to know how to integrate your Google Calendar events with your email. In this article, we explain why you might use calendar links in emails and share the steps you can take to add a Google calendar link to your email when informing professionals about your event.

Why use calendar links in email messages?

Using calendar links in email messages can help increase the attendance of your event. This is because when you add a calendar link to your email, the recipient can click on the link to add it to their personal calendar, which then allows them to receive a notification to remind them about the event later. This allows the recipients of the invitations to organize their schedules better.

Using calendar links in your email messages can also help you share more information about the event, as it gives you an opportunity to provide context for the link. This can help your invitation feel more personal and ensure that the professionals you invite to the event have plenty of information about it. You can use this function in your personal and professional emails, including sharing details about internal staff meetings or marketing an event to consumers.

Related: 11 Tips for Planning Successful Events

How to create an "add to calendar" link in an email message in Gmail

If you want to include an "add to calendar" link in your emails for the recipient to interact with, follow these steps:

1. Create the event in the Google calendar application

Before you can share your event, create it in your Google Calendar application first. To do this, follow these steps:

  1. Log in into your Google Calendar account and click on the large plus sign icon on the homepage.

  2. Select the "event" option from the pop-up menu.

  3. Fill in the details for the event, including its name, date and location.

  4. Select people to invite to the event by adding their email addresses to the text box in between the time and location bars.

  5. Write a description of the event.

  6. Save your work by clicking on the blue "save" icon on the bottom right of the pop-up window.

Read more: Google Calendar: Setting It Up and Maximizing Its Functions

2. Change your Google Calendar share settings

Once you create your event, it's important to ensure that you are able to share its link. To do this, click on the event and enter edit mode by interacting with the pencil icon on the top of the pop-up menu. This summons more details about your event. Find the "default visibility" options, which are usually below the notification section of the event, and click on it to reveal a drop-down menu. From this menu, select the "public" option and save your edits by clicking on the blue "save" icon near the top of the window.

3. Copy the event's link in your calendar

Next, you can find a link to the event. To find this link, click on the event in your calendar. This prompts a pop-up window to display the event's details. Near the top of this window, near the top right corner, you can find an icon that consists of three vertical dots. Click on this to display more options. Then, select the "publish event" option.

Choosing this option summons a window in which you can find the link to your Google event. To copy this link, left-click with your computer mouse or trackpad and pull your cursor across the text, highlighting it in blue. Once you highlight all of the text within the link, right-click and select "copy" from the pop-up window. You can also hold "ctrl" and "c" on your keyboard to complete this action.

Related: 20 Google Calendar Tips To Maximize Your Time

4. Write your email

Now that you have a copy of your link, write your email in whichever format is most appropriate for your intentions. For example, if you are sending the email to your internal colleagues, you might not need to include as much formal or introductory language. When writing your email, consider where you want to place your link for the recipient to interact with, as it's important for the next step.

5. Insert the link as a hyperlink

There are two main ways you can insert your link into your email. The first option is a hyperlink, which means the link can embed in the normal text of your email but allow your audience to click on it. Often, this option can give your email a more professional look. It also allows you to reference the link without making additional formatting steps to accommodate it, as applications usually bold or change the color of the hyperlink text automatically.

If you want to use a hyperlink, find the text you want the reader to see instead of the actual link address, also known as the anchor text. Typically, professionals can call attention to the hyperlink by writing something like "You can RSVP for this event by adding it to your calendar", placing the hyperlink on the bolded words. To place a hyperlink, highlight the anchor text and hold "ctrl" and "k" on your keyboard. You can also complete this function by clicking on the chain-link icon on the bottom toolbar of your email.

6. Insert the link as is

If you don't want to create an "add to calendar" link by using hypertext, you can skip step five and follow this one instead. If you already created a hyperlink, skip to step seven. To insert the link as is, you can just right-click with your mouse and select "paste" from the pop-up menu. You can also hold "ctrl" and "v" on your keyboard to accomplish this task.

If you are leaving the link as is, it's often best to separate it from the rest of the text and write a sentence to introduce it. For example, you could write something like this:

Click the link below to add this event to your calendar:

7. Send the email

Proofread your email to ensure that it is error-free. Once you're happy with how your calendar link looks in your email, create a subject line and address it to the appropriate professionals before sending it. When the recipients read the email, they will be able to click on the calendar link to add the event to their personal schedule.

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