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Tips to manage Calendar events in Gmail

Google Workspace productivity guide

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Create events right from your inbox

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When you receive email with dates or times, add them as Google Calendar events without leaving your inbox.

Learn how
  1. In Gmail, open the email.
  2. At the top, in the header below the search bar, click More ""and thenCreate event.
  3. Add details to your new event and click Save.
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Automatically add flights and other events from Gmail

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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 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 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.

Step 2: Show automatic events in Calendar

  1. Open Calendar and go to Settings Settingsand thenSettings.
  2. Scroll Events from Gmail
  3. Check the box next to Show events automatically created by Gmail in my calendar.
  4. In the Visibility 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.
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Get your daily agenda in Gmail

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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 Settingsand 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 Down arrow next to None and select Email.
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Filter calendar responses from your Gmail inbox

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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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