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Tips to manage Calendar events in Gmail

Google Workspace productivity guide

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Create events from your inbox

In an email, you can add a Google Calendar event or add times you're available to meet. The recipient can reply to your event or choose a time that works for them. When they choose a time, both people get an email invitation.

Note: Currently, suggesting times to meet only works for 1:1 meetings in your primary calendar.

Learn how

Create an event

  1. In Gmail, compose an email.
  2. Click More and thenSet up a time to meetand thenCreate an event.
  3. Add details to your new event and click Save.

Suggest times to meet

  1. In Gmail, compose an email.
  2. Click More and thenSet up a time to meetand thenOffer times you're free.
  3. Select times in the calendar and click Next.
  4. Click Add to email.

 

Automatically add flights and other events from Gmail

Keep track of all your reservations, meetings, or travel dates by viewing the synchronized events from your Gmail inbox in Google Calendar. 

When you get an email about an event like a flight, concert, or restaurant reservation, it's added to your calendar automatically. You can choose who can view these events in your calendar.

If you don't want events from Gmail on your calendar, you can delete a single event, or change your settings so that events aren't added automatically.

Learn how
Important: Starting January 25, 2021, if you're based in Europe, you must indicate how we can use your Gmail, Google Chat, and Google Meet data. Through certain Gmail settings, you control, for example, whether we can share your data with other Google products. These settings are off at first and unless you turn them on, various Google product features, such as in Gmail, won’t work. For more information, see Smart features & personalization controls in Gmail, Chat, Meet, and other Google services.

Step 1: Turn on smart personalization

For Gmail, Chat, and Meet:

  1. Go to Gmail.
  2. Click Settings and then See all settings.
  3. In the “General” tab, scroll to “Smart features and personalization.”
  4. To turn smart features on or off, check or uncheck the box.

For other Google products:

  1. Go to Gmail.
  2. Click Settings and then See all settings.
  3. In the “General” tab, scroll to “Smart features and personalization in other Google products.”
  4. To turn data sharing for other products on or off, check or uncheck the box.
  5. Scroll down and click Save Changes.

Step 2: Show automatic events in Calendar

  1. Open Calendar and go to Settings and thenSettings.
  2. Scroll to Events from Gmail
  3. Check the box next to Show events automatically created by Gmail in my calendar.
  4. In the Privacy of Gmail events field, choose an option:
    • Calendar default—Anyone who has access to view event details on your calendar can see the name and time for your event from Gmail. Only people who have access to make changes to your events can see other details from your email, such as confirmation numbers, flight status, or phone numbers.
      Note: If you share your calendar publicly, choosing this option also makes your Gmail event publicly visible.
    • Private—Only people who have access to make changes to your calendar can see your event details. Anyone else who can view your calendar but can't make changes sees the event as "Busy".
    • Only me—Access to events on your calendar are only visible to you.

 

Get your daily agenda in Gmail

Start your day with a daily agenda in your Gmail inbox, based on your Google Calendar schedule. You can even give your daily agenda to your team or an assistant so they know the best times to reach you.

Learn how
  1. In Calendar, go to Settings and thenSettings.
  2. On the left under Settings for my calendars, click your name and go to Other notifications.
  3. In the Daily agenda field, click the Down arrow next to None and select Email.

 

Filter calendar responses from your Gmail inbox

Getting Google Calendar responses you don’t want in your inbox? Let Gmail automatically filter them so you can keep a clean inbox.

Learn how
  1. Open Gmail.
  2. In the search box at the top, click Show search options .
  3. In the To field, enter your email address.
  4. Next to Has the words, enter invite.ics OR invite.vcs.
  5. Check the Has attachment box.
  6. Click Create filter.
  7. Check the Apply the label box and choose a label to automatically sort incoming event response messages.
  8. Check the Skip the Inbox (Archive it) box to move response messages out of your inbox. Don’t worry, you can still view them later if needed.
  9. Click Create filter.

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Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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