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Sending appointments with Outlook


As the behavior of Controls & inspections and Meetings is identical, the following article describes how to send appointments for both roles.


Sending appointments with Outlook

Once a meeting or inspection has been created, the appointment can be linked to Outlook or another calendar program. As a result, the participants receive a calendar invitation and the appointment is entered in the calendar. It can be sent directly after creation or subsequently via the options.




There are two options available. You can either download the appointment file or send the appointment directly via Outlook Online. Downloading the appointment file is particularly suitable if it is to be sent via a local calendar program such as the classic Outlook or MacOS calendar. With both options, changes to the title, date, time and participant list are automatically applied.


Changes to the appointment must be made directly in the Outlook appointment, not in buildagil. New participants are automatically added to the meeting in buildagil if the contact exists in the project.



If the appointment file is downloaded, it can be opened or imported in the desired calendar program.


In the new Outlook, ".ics files" must be imported as they cannot be opened directly.



After opening, the appointment is displayed in Outlook. It can be customized and sent. The invitation text contains the project title of the respective meeting.


Important: The contact "events@buildagil.com" must not be removed from the recipient list.



Outlook 2016 uses the "Text only" format by default. In order for links to be displayed correctly, the format must be changed manually to "HTML".



Calendar invitation, calendar synchronization, Outlook appointments

Cancellation of appointments

If an appointment (e.g. For a meeting or inspection) is canceled and is linked to a calendar program, the cancellation can be made directly in the appointment program. If necessary, the associated meeting or inspection can also be deleted in buildagil. If the cancellation should be visible in buildagil, this can be noted in the title.



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Procedure for recurring appointments

It is not possible to create recurring appointments in buildagil as in Outlook. If the appointment series are to be managed in Outlook anyway, the following procedure is recommended for recurring meetings or inspections & approvals. First, the appointment series is created in Outlook. This serves as a time blocker in the calendar for the participants. Then a new meeting or inspection is created in Buildagil as the basis for the series. The required follow-up appointments can now be created using the role "Create follow-up appointment". For the time being, these do not contain any content and only the organizer is entered as a participant. As soon as an appointment is due, the actual participants and the Meeting contents or the control / inspection can be added. The appointment can then be sent to the participants via "Inform participants". This procedure enables flexible planning of content with simultaneous calendar synchronization via Outlook.


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Troubleshooting appointment invitations for the Mac mail program

When using the Mac mail program, it can happen that appointment invitations are received as "winmail.dat" instead of an ".ics file". This file cannot be read in the Mac mail program and cannot be opened as a calendar invitation. The cause usually lies in the configuration of the sender's or recipient's mail server.


The following solutions can help:

  • Change the mail format in Outlook to "HTML" or "Text only"
  • Check whether the appointment arrives correctly for another Mac user in the same company
  • Send the invitation to an Outlook account on the Mac as a test
  • Check the settings of the Mail app on the Mac


Updated on: 28/11/2025