(Legacy) Microsoft Outlook 2007: Creating Save-the-Date Buttons

This document shows you how to create a clickable icon that will create an appointment on the user’s Outlook calendar. This can be used when advertising events on your website or in html email announcements.

Step 1: Schedule an Outlook Appointment

You can create the appointment on your own Outlook calendar, on a shared calendar, or on an extra calendar in your Calendar folder.

Step 2: Save as an ICS File

Once you have created an appointment, you will need to save it as an iCalendar (ICS) file in a location that is accessible to the people to whom you are advertising your event. The ICS file is nothing more than a file that users will be opening. If you are advertising an event to the entire campus, you will need to save the ICS file where it is publicly available (e.g., in a folder on your website). If you are advertising an event to your department only, you could save it in a folder on your department’s shared drive.

1. In the Outlook calendar, open the appointment

2. In the appointment dialog box, from the OFFICE button, select Save As
   The Save As dialog box appears.

3. Using the Save in pull-down menu, navigate to and select the desired location

4. In the File name text box, type the desired filename
   
    

5. Verify that the Save as type is iCalendar Format (*.ics)

6. Click SAVE

Step 3: Insert an Image

You can use any image to indicate a save-the-date button. If you will be using them frequently, you will want to use the same image consistently so that your users will recognize it as a save-the-date option.

1. In the application you are using to advertise your event, insert the save-the-date image you are using

If you would like to use a familiar Outlook icon, you may save the one shown here to your directory.

1. Right click this image: 

2. Select Save Picture As…
   The Save Picture dialog box appears.

3. Using the Save in pull-down menu, navigate to and select the desired location

4. In the File name text box, type the desired filename

5. Click SAVE

Step 4: Link the Image to the ICS file

The link that you create is what makes your save-the-date icon clickable. When users click the linked image, they are opening the ICS file, which allows them to save the appointment to their calendar.

1. In the application you are using to create the advertisement for your event, select the image

2. Create a link from the image to the ICS file
   
   NOTES:
   For information on creating links, refer to Newsletter/Announcement Manager: Using the HTLM Editor or Dreamweaver CS3: Linking to Internet Resources
   The link must use an absolute reference (i.e., the complete path/address)
   The link will look something like this: http://www.uwec.edu/lts/outlook/ExcelPresentation.ics

Using a Save-the-Date Button

When you see an icon that is indicated as a save-the-date button, you can add the appointment to your calendar with just two clicks.

1. Click the icon
   The File Download dialog box appears.

2. Click OPEN
   The Outlook Appointment dialog box opens.

3. Make any desired adjustments to the appointment

4. Click SAVE AND CLOSE 
   The appointment is added to your Outlook calendar.