Email a Calendar Event File

To easily share a meeting/appointment from your calendar with others, you can create an event file and attach it to an email message.  The recipient(s) can then easily save the meeting/appointment to their calendar.  Below are a few methods to create and attach an event file to an email in Microsoft Outlook on a Windows or Mac.  Choose the method that works best for you!

Note: Unlike using the Invite Attendees option in Outlook Calendar, you do not receive confirmation if the recipient(s) chooses to add the event to their calendar

For Windows

Method 1

  1. In Outlook Mail, open up a New Email.
  2. Go to your Outlook Calendar and drag and drop the desired meeting/appointment into the body of the New Email you opened in step 1.
    file, message: from, to, cc, subject. send.
  3. The meeting/appointment file will show up in the Attachments field of the email.
    file, message: from, to, cc, subject, attached: test event, use adobe send & track yes, no. send.

Method 2

  1. In Outlook Calendar, drag and drop the meeting/appointment to your desktop, this will create an event file saved to your desktop.
    test event
  2. Create a New Email message in Outlook Mail and attach the file using the Attach File option in the Message tab.
    file, message: address book, check names, attach file, attach items, signature, attach file via adobe send & track, follow up, high importance, low importance.

Method 3

  1. In Outlook Calendar, right-click on the meeting/appointment and select “Forward”.  This will open a new email message with the meeting/appointment file attached.
    File, home, send/receive, folder, view, adobe pdf, appointment (calendar tools), open, delete forward, meeting notes, invite attendees, Show all, reminder, reoccurance, complete, private, high importance, low importance. quick post, invite attendees, forward, private, show as, categorize, meeting notes, delete.

For Mac

Method 1

  1. In Outlook Mail, open up a New Email.
  2. Go to your Outlook Calendar and drag and drop the desired meeting/appointment into a greyed-out area in the message header of the New Email you opened in step 1.  Note:  Be sure to drag and drop the meeting/appointment onto a grey area, such as the one outlined below, and not within the actual To, CC, or Subject fields, which will copy the text of the event into the respective field rather than attach the file.
    Untitled 2. Messages: to, cc, subject.
  3. The meeting/appointment will appear as a .ics attachment.
    Untitled 2. Message: to, cc, subject, test event.ics (1.5 KB)

Method 2

  1. In Outlook Calendar, drag the meeting/appointment to your desktop, this will create a .ics file saved to your desktop.
    test even.ics
  2. Create a New Email message in Outlook Mail and attach the file.
    untitled 2. Message: attach, picture, signatures, hyperlink, high priority, low priority, check names.