4 Ways to Turn a Gmail Email into a Google Calendar Event

Often an email discussion triggers the need for a meeting. When this happens it can be helpful to have the information contained in the email as part of the calendar event so all attendees have the context and any relevant information for the meeting.

Here are four different ways you can add information from a Gmail email to a Google Calendar event.

Option 1: Use the ‘Create Event’ Feature in Gmail

The ‘Create event’ feature in Gmail will generate a Google Calendar event based on an email. This includes turning the subject of the email into the title of the calendar event, putting the the first ~30 lines of the email message into the event description and adding the recipients of the email as event guests.

1. Open the email you want to turn into a calendar event.

2. Click the three dots button at the top of the email message (see image below). Choose the Create event option.

Note: If you do not see the ‘Create event’ option, it is because you are using the Preview pane. To access the option, you will need to open the email in a new window. You can do this by clicking the ‘In new window’ button (top right corner of email message).

3. A new Google Calendar event will open, with some details from the email copied across as shown below.

4. Change the date and time of the event, and add other details as required.

Note: Be sure to remove any email recipients you don’t want to invite from the Guests list!

5. Save the event.

Option 2: Use the Side Panel in Gmail

You can also use the side panel in Gmail to start a calendar event from an email. At the time of writing, this method only copies the subject of the email into the title of the calendar event. However, it’s highly likely this functionality will grow.

1. Open the email you want to turn into a calendar event.

2. Click the Calendar icon in the Gmail side panel to open calendar.

Tip: If you do not see the side panel, you have probably collapsed it. Click the small arrow in the bottom right corner of the Gmail window to expand it again.

3. Navigate to the date and timeslot you want to schedule the event. Click once on the timeslot to create the event.

4. A new event will launch. The email subject becomes the event title. Add all other required information and invite the appropriate guests. Click Save when you are finished.

Tip: You can also copy and paste information from the email body into the description box.

Option 3: Add a Link to the Email in the Calendar Event

This option simply involves creating an event in Google Calendar and including a link to the email in Gmail. The great thing about this option is that the link is to the entire email conversation. For an even quicker workflow, combine this option with using the side panel, as described in option 2.

Note: This option is only suitable for emails and calendar events that are in your own Google account and just for you. Other people will not be able to access your email via the link. If you are working with another person’s email and calendar (e.g. as a delegate), this option will not work unless you have access to directly login to that person’s account.

1. Open the email you want to turn into a calendar event.
2. Copy the URL (link) to the email from the address bar.

Note: You must make sure the email is open on the screen when you copy the link.

3. Start a new Google Calendar event and populate the details as per normal.

Tip: To speed up this process, create the event from the side panel as described in option 2.

4. Paste the URL copied in step 2 into the description box.

5. Save the calendar event. When you open the event and click on the link, it will take you straight to the email in Gmail.

Option 4: Save the Email to Google Drive and Add it as an Attachment

This option requires the most effort, but is the best choice if you want to include an entire email conversation in a calendar event in a way that all guests can access it.

1. Open the email you want to attach to a calendar event.

2. Click the Print button in the top right corner of the email message.

3. Change the Destination to ‘Save to Google Drive’.

4. Click More settings and then Advanced settings.

5. Name the file something suitable and click Apply.

6. Click Save to save the email. It will be located in your My Drive. You may now like to find the email and move it to a folder.

Tip: If you are using Google Drive File Stream, you may prefer to use the ‘Save as PDF’ option and download the PDF file to Google Drive via Drive File Stream. This lets you choose a filename and save location in one go.

7. Create the new calendar event and add the required information and guests. Attach the PDF created in step 6 to the description.

8. When prompted, share the file with the meeting attendees by choosing a sharing option and clicking Invite.

Related Post

How well do you use the
Apple Apps Google Workspace Microsoft 365
tools in your workplace?

Find out if you’re working with the tools OR if you’ve got the
tools working for you.

What Industry Are You In?

Using Apple Apps, Google Workspace or Microsoft 365?

What Type of user are you?

🫣 Entry User | 🤹 Skilled User | 👑 Elite User

Take the quiz to find out. 

Privacy Policy

Using Technology Better Privacy Commitment

Introduction

We hold the privacy of your personal information in the highest regard.

Using Technology Better regards customer privacy as an important part of our relationship with our customers. The following privacy policy applies to all Using Technology Better users, and conforms to Internet privacy standards.

This policy will be continuously assessed against new technologies, business practices and our customers’ needs.

If you have questions or concerns regarding this statement, you should first contact the support team on our Contact Us Page.

Collection of Information

In order to use the Using Technology Better website, we may require information from you in order to provide the best service possible.

All correspondence may also be collected and stored, particularly in regard to sales, support and accounts, including Email.

Any information collected by Using Technology Better is collected via correspondence from you or your company. This may be via the telephone, Email, mail, fax or directly through our website.

Visitors and customers of japan.usingtechnologybetter.com will have their information shared back to DAIWABO INFORMATION SYSTEM CO., LTD. and DIS Service & Solution Co., Ltd.

Use of Collection Information

Any details collected from Using Technology Better customers is required in order to provide you with our

products and/or services, and a high level of customer service.

Correspondence is recorded in order to provide service references, and to assist in our staff development.

Web Site Use Information

Similar to other commercial Web sites, our Web sites utilize a standard technology called “cookies” (see explanation below, “What Are Cookies?”) and web server log files to collect information about how our Web site is used.

Information gathered through cookies and Web server logs may include the date and time of visits, the pages viewed, time spent at our Web site, and the Web sites visited just before and just after our Web site.

Storage of Collected Information

The security of your personal information is important to us. When you enter sensitive information (such as credit card numbers) on our website, we encrypt that information using secure socket layer technology (SSL).

When Credit Card details are collected, we simply pass them on in order to be processed as required. We never permanently store complete Credit Card details.

We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it.

If you have any questions about security on our Website, you can email us at <ContactEmail>.

Access to Collected Information

If your personally identifiable information changes, or if you no longer desire our service, you may correct, update, delete or deactivate it by emailing us at <ContactEmail>.

Orders

If you purchase a product or service from us, we may request certain personally identifiable information from you.

You may be required to provide contact information such as:

Name

Email

Postal address

Your school or organisation

Financial information (such as credit card number, expiration date, name on card, card billing address).

We use this information for billing purposes and to fill your orders. If we have trouble processing an order, we will use this information to contact you.

Communications

Using Technology Better uses personally identifiable information for essential communications, such as

Emails

Accounts information

Critical service details.

We may also use this information for other purposes, including some promotional Emails.

If at any time a customer wishes not to receive such correspondence, they can request to be removed from any mailing lists by contacting support.

You will be notified when your personal information is collected by any third party that is not our agent/service provider, so you can make an informed choice as to whether or not to share your information with that party.

Third Parties

Using Technology Better may at its discretion use other third parties to provide essential services on our site or for our business processes.

We may share your details as necessary for the third party to provide that service.

These third parties are prohibited from using your personally identifiable information for any other purpose.

Using Technology Better does not share any information with third parties for any unknown or unrelated uses.

What Are Cookies?

A cookie is a very small text document, which often includes an anonymous unique identifier. When you visit a Web site, that site’s computer asks your computer for permission to store this file in a part of your hard drive specifically designated for cookies.

Each Web site can send its own cookie to your browser if your browser’s preferences allow it, but (to protect your privacy) your browser only permits a Web site to access the cookies it has already sent to you, not the cookies sent to you by other sites.

Browsers are usually set to accept cookies. However, if you would prefer not to receive cookies, you may alter the configuration of your browser to refuse cookies.

If you choose to have your browser refuse cookies, it is possible that some areas of our site will not function as effectively when viewed by the users.

A cookie cannot retrieve any other data from your hard drive or pass on computer viruses.

How Do We Use Information We Collect from Cookies?

As you visit and browse our Web site, the site uses cookies to differentiate you from other users. In some cases, we also use cookies to prevent you from having to log in more than is necessary for security.

Cookies, in conjunction with our Web server’s log files, allow us to calculate the aggregate number of people visiting our Web site and which parts of the site are most popular. This helps us gather feedback to constantly improve our Web site and better serve our clients.

Cookies do not allow us to gather any personal information about you and we do not intentionally store any personal information that your browser provided to us in your cookies.

Legal

We reserve the right to disclose your personally identifiable information as required by law and when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served on our Website.

Links

Links on the Using Technology Better site to external entities are not covered within this policy. The terms and conditions set out in this privacy statement only cover the domain name of usingtechnologybetter.com

Changes to Privacy Policy

If we decide to change our privacy policy, we will post those changes to this privacy statement, and other places we deem appropriate so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it.

We reserve the right to modify this privacy statement at any time, so please review it periodically. If we make material changes to this policy, we will not use the personal information you have submitted to us under this Privacy Policy in a manner that is materially inconsistent with this Privacy Policy, without your prior consent

Delivery Policy

Most goods are digitally delivered instantly via email.  Our services may be delivered either via an online medium or live in person.

For our online delivery see below.  For services delivered live onsite, please refer to our speaker agreement form which is emailed to you on confirmation of booking.

Refund Policy

We do not offer refunds or returns unless we cannot supply goods or services or the goods or services are not delivered as promised.

Australian law is the governing body for all work, goods and services supplied by Using Technology Better.

Marketing Release

Using Technology Better (UTB) may film, record, and photograph me (the results of which are the “Recordings”). UTB may also incorporate into any production(s) any separate content (e.g., quotes, testimonials, biographical information, profiles, photos, videos, sound recordings, artwork, etc.) I provide to UTB or approve in writing (“Materials”).

1.License

I grant to UTB an irrevocable, perpetual, worldwide, royalty-free license to, in its sole discretion, (i) edit, translate, and modify the Recordings and the Materials, (ii) attribute the Recordings and Materials to me by my name, age, and city and state of residence, (iii) incorporate the Recordings and the Materials into content to promote UTB, its programs, or products (“Content”), and (iv) publicly use, distribute, reproduce, create derivative works from, and perform/display the Content, and any excerpts thereof, in any language.

2. No Compensation.

I grant this permission without any financial or other obligation of any nature.

 

For any issues or concerns please contact us