How to populate outlook meeting invitation and automatically enter into recipient's calendar.

Posted on 2009-02-13
Last Modified: 2013-11-19
We would like to send out bulk email to invite people to a meeting through outlook 2007.
How can we populate the meeting date into the recipient's email calendar automatically.
We would like to do the same thing on our web event registration.  when they click on our calendar on the web site, it will automatically entered into their outlook calendar.
Question by:chencharlie1
    LVL 76

    Expert Comment

    by:David Lee
    Hi, chencharlie1.

    "How can we populate the meeting date into the recipient's email calendar automatically."
    The answer depends on what you mean by "automatically".  If that means that they open the message and something appears on their calendar, then that's impossible (thank heavens or the spammers of the world would fill our calendars with junk).  If instead that means that you want to include something that they can click on and add the item to their calendar, then you have two options.

    1.  Send the appointment as a vCal/iCal attachment.  That involves creating the appointment on a calendar and then exporting it to a file in iCal/vCal format.  You then attach that to you rmessage.

    2.  Pretty much the same as 1 only you place the vCal/iCal file on a server of yours and include a link to it in the message.

    Author Comment

    Thanks for your comments and it is very helpful.
    Do you know any vCal/iCal software are worth of purchasing?  Any free Shareware we can download from internet?
    LVL 76

    Accepted Solution

    That's all built into Outlook.  You don't need anything else.  Create an appointment on a calendar.  Now, click the Office button and select Save As.  When the Save As dialog appears change the "Save as type" choice to "iCalendar Format (*.ics)".  Click the Save button.  Voila, you have creaed your vCal/iCal file.  You can attach it to a message or drop it on a server and send a link to it.

    Author Closing Comment

    Thanks a lot
    LVL 76

    Expert Comment

    by:David Lee
    You're welcome.  Glad I could help.

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