Send an email with an "Add to my calendar" link included

Posted on 2005-04-28
Last Modified: 2010-04-08
We have a website request form on our intranet that has a few dates:

Desired Delivery Date
Desired Go Live Date

When the form is filled out, it (formmail.php) sends an email to a list of specified recipients.

The email format looks like this:
The website request form submitted:
RecordID..................: 04/27/2005 15:29:21
First name................: john
Last name.................: smith
Phone...................: 555-1212
Department................: HR
Desired completion date...: Fri Apr 29 2005

What i'd like to accomplish is:

Somewhere in the email body, have a link that i could click on and have some/all of the above info added to a calendar item/event in Outlook.  Ive seen links in web pages to "Add to My Favorites" and thought it may be possible to do the same for Add to Outlook. Any suggestions? Thanks.

Question by:nriddock
    1 Comment
    LVL 76

    Accepted Solution

    Hi nriddock,

    Yes, there are ways to accomplish this, though they may not be very practical.  Here are the ways I know of.

    1.  Create a script, e.g. using VB Script,  for adding the task.  Store the script in a central location that anyone receiving the email can access.  Create a link to that script and include it in the email.  When the recipient clicks on the link the script is launched and it adds the item to the calendar.  The downside to this of course is that it isn't really safe computing.  Anyone with access to the central location can add a script and send a link to it.  Staff who are used to receiving such links and acting on them will click without thinking.  The results could be disasterous.  This approach also isn't practical for anyone who cannot access the central location.  And of course this method requires writing a script for every item and keeping it in the central location for as long as someone may need to add the item to their calendar.  It may also run into problems with anti-virus software which could see the script as a virus.

    2.  If you have someone with programming skill, then they could write a central application that would send out the calendar items.  Clicking on the link would send a request to this central application and it would respond by sending a calendar request to the requestor.  This method solves most of the problems in the first approach.  

    3.  Use a third-party tool like Infuzer (  It will require installing a client application on each recipient's computer and your calendar items will go through a third-party service, which could be a problem, but it works quite well.  Another alternative would be to create your own Inuzer-like application.  It's not as difficult as it might seem so long as the intended audience is just your own organization.  

    I hope these help.  Let me know if there's anything more I can do.


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