Schedule events in Gmail

Schedule events and negotiate times to meet directly with someone in Gmail.

Create an event from a Gmail message

Create a Calendar event from Gmail

  1. On your computer, go to Gmail.
  2. Open a message.
  3. At the top, above the message, click More and then Create event.
    • A new tab opens in your browser to Calendar.
  4. Confirm the event title, attendees, time, and other details.
    • Calendar:
      • Creates an event.
      • Copies the Gmail subject and message text.
      • Automatically adds the recipient on the Gmail message as an invitee.
    • To invite more people, add their email addresses.
  5. Once done, click Save.

Tip: The event title and description are automatically added based on the Gmail subject and email message.

Create & insert an event in a Gmail message

  1. On your computer, go to Gmail.
  2. Create or reply to an email.
  3. At the bottom, click Set up a time to meet  and then Create an event.
    • Tip: If you can’t find Set up a time to meet , at the bottom, click More options .
  4. On the right, confirm the event title, attendees, time, and other details.
    • Calendar:
      • Creates an event.
      • Uses the Gmail subject as the event title.
      • Automatically adds the recipient on the Gmail message as an invitee.
    • To invite more people, add their email addresses.
  5. Click Save and then Send

Tips:

  • A summary of the event is automatically added back into the email message.
  • If you delete the event summary from the message, the event isn’t deleted from Calendar.

Offer available times to meet in a Gmail message

  1. On your computer, go to Gmail.
  2. Create or reply to an email.
  3. At the bottom of your message, click Set up a time to meet and then Offer times you're free.
    Tip: If you can’t find Set up a time to meet , click More options .
  4. On the right, select the event duration.
  5. Choose multiple times in the calendar grid. You can select times across different days.
  6. Click Next.
  7. Add an event title.
    • Expand the "More info" box to add details.
  8. Click Add to email and then Send.
    • When the recipient selects a time for the event, the event is automatically created and added to your calendar. A confirmation email is also sent with the event details.

      Important: This feature only works for 1:1 meetings. If multiple recipients are copied in your email, only the first person to book an appointment will be added to the event. Additional participants must be added separately.

Tips:

  • The event’s permissions are set to "See guest list" by default. You can modify guest permissions after the recipient confirms the event.
  • The proposed times in the Gmail message are shown in the event creator’s timezone. On the booking page, the times are shown in the recipient’s timezone. Once created, the event shows on Calendar in the local time zone. Then, confirmation emails are sent with the event details in each participant’s timezone.
  • Booked times can only be scheduled on your primary calendar.
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