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In O365 Webmail how to let people add a webinar to their calendar

Luck, Cathy 0 Reputation points
2026-06-12T12:15:09.0433333+00:00

I'm creating a flyer with a webinar invite for people in my organization; we use O365 Webmail. How do I sent it up so that the webinar can be added to peoples' calendars?

Microsoft Teams | Microsoft Teams for business | Calendar | Other

Answer accepted by question author

Liora D 16,225 Reputation points Microsoft External Staff Moderator
2026-06-12T14:24:02.1333333+00:00

Dear @Luck, Cathy,

I hope you’re having a good day.

Thank you for your question.

I understand that you would like to share a webinar invitation and make it easy for people to add the event to their calendar when they receive it in O365 Webmail (Outlook on the web).

Based on how Outlook and Microsoft 365 are designed, a flyer (PDF, image, or plain email text) cannot be automatically added to a calendar, because it does not contain structured meeting information.

In practice, Outlook only allows users to add events to their calendar when they receive either a meeting invitation, or a calendar file/link (.ics). This is why simply sending a flyer alone will not create an “Add to calendar” experience.

Recommended approach 1: Send a calendar invite

This is the simplest and most reliable method.

Steps in Outlook on the web:

Open Outlook (webmail) > go to Calendar > Click New event

User's image

Enter:

  • Title (webinar name)
  • Date and time
  • Description (agenda / details)
  • Add your audience in Invite attendees
  • Turn on Teams meeting if it’s online
  • lick Send

User's image Recipients receive an invitation email then they can click Accept

User's image

The webinar is automatically added to their calendar

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Recommended approach 2: Use Microsoft Teams webinar

If your event is more structured (registration, many attendees), you can use Teams Webinar.

Create the webinar in Teams Calendar and Set date, time, presenters

User's image

Publish the registration page

User's image

After publishing attendees can register, they receive event details and reminders by email. You can share the registration link along with your flyer

Alternative approach: Add an “Add to calendar” link (.ics)

If you prefer to keep your flyer/email format, you can add a calendar file.

Create the event in Outlook Calendar

Save or send it as an.ics (iCalendar) file

User's image

Attach it to your email or upload it and insert a link like: “Add to calendar

When users click or open it, it opens the event in their calendar app, and they can add it manually

Practical recommendation

The most effective setup is usually sending your flyer (for information), at the same time include a calendar invite (best) or an "Add to calendar” (.ics) link

This ensures users can both read the webinar information easily add it to their calendar

I hope this information helps point you in the right direction. If you run into any issues while trying the steps, or if something still doesn’t feel quite right, please don’t hesitate to reach out again. I’ll do my best to support you however I can.  

Looking forward to hearing back from you with any updates or additional details. 

Warm regards, 

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  1. AI answer

    2026-06-12T12:15:25.6666667+00:00

    Use a calendar event or meeting invite that recipients can add directly to their calendars.

    Option 1: Send a normal meeting invitation (simplest)

    1. In Outlook on the web (O365 webmail), go to Calendar.
    2. Select New event.
    3. Enter the webinar title, date/time, and any details (Teams link, description, etc.).
    4. In Invite attendees, add the people or distribution lists in the organization.
    5. Select Send.
      • Recipients receive a meeting invitation they can Accept, which adds it to their calendar.

    Option 2: Create an event and share the calendar entry If the flyer is being emailed and a clickable “Add to calendar” is needed:

    1. In Outlook (desktop), create an appointment for the webinar and Save & Close.
    2. Open that appointment again, select Forward > Forward as iCalendar.
    3. In the new message, right‑click the attached .ics file and select Save As.
    4. Save the .ics file to a shared location that everyone can access (for example, an internal website or shared network location).
    5. In the email that contains the flyer:
      • Click in the message body where the link should appear.
      • On the Insert tab, choose Link or Hyperlink.
      • In Text to display, type something like “Add this webinar to your calendar”.
      • In Address, paste the URL/path to the saved .ics file.
      • Select OK, then send the email.
      • When recipients click the link, the event is added to their calendar program.

    If preferred, an image (e.g., a button on the flyer) can be inserted and turned into a hyperlink pointing to the same .ics file, so clicking the image adds the webinar to the calendar.

    References:

    AI-generated content may be incorrect. Read our transparency notes for more information.

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