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Attaching .ics Files to Distribution Emails

  • Updated

Metadata: Updated February 2026, Cision Distribution Email Module

Introduction

This article provides instructions on how to create and attach a calendar invite (.ics file) to emails sent through the Cision Distribution Email Module. Use this method to ensure recipients can easily add your event to their personal calendars.

This addresses the need to include functional calendar invitations in mass email distributions.

Step-by-Step Guide

Phase 1: Create the .ics file

Option A: Using Microsoft Outlook

  1. Open the specific event in your Outlook calendar.
  2. Click File, then select Save As...
  3. Set the file format to Calendar Format (*.ics).
  4. Name the file and save it to an accessible location, such as your Desktop.

Option B: Using iCal/Calendar (Mac)

  1. Locate the event in your calendar application.
  2. Drag and drop the event directly onto your desktop.
  3. The .ics file will be created automatically.

Option C: Using 3rd Party Websites If you do not use the apps above, use one of these generators:

 

Phase 2: Add the file to the Distribution Email

Choose one of the following two methods:

Method 1: Hyperlink (Hosted File)

  • If the .ics file is hosted online, highlight your desired text in the HTML editor and create a link to the file URL.

Method 2: Direct Attachment

  • Navigate to the Additional Files section of the Distribution window.
  • Click Choose File and select the .ics file you saved in Phase 1.

FAQs

Q1. Can I use a Mac to create these files? A1. Yes, you can simply drag an event from your Mac Calendar to your desktop to generate the file.

Q2. What if I don't have Outlook or a Mac? A2. You can use third-party web tools like iCal Event Maker to generate the file manually.

Troubleshooting

  • Issue: Recipient reports the .ics attachment is missing or blocked.
  • Solution: This is likely due to the recipient's internal IT settings or firewall. The recipient should contact their IT staff to allow .ics file types.
  • Issue: The calendar invite doesn't show the correct time.
  • Solution: Re-open the original event in your calendar and verify the time zone settings before re-saving the .ics file.