November 11, 2023

In this article, we will show you how to efficiently schedule meetings using Gmail’s new meeting-scheduling feature. Scheduling meetings can often be a challenging task, especially when dealing with busy individuals or when you have a packed schedule yourself. However, with this new feature, you can easily find available time slots directly from your inbox, eliminating the need to navigate to your Google Calendar separately. Not only can you find open time slots, but you can also create detailed calendar events right from your email. Say goodbye to the frustration of scheduling meetings with people whose calendars you can’t see!

How to use Gmail’s new meeting-scheduling feature

Are you tired of the never-ending email chains when trying to schedule a meeting? Do you find it difficult to coordinate with busy colleagues or clients? Well, Gmail’s new meeting-scheduling feature is here to save the day! This handy tool allows you to find available time slots and create calendar events directly from your inbox, making scheduling meetings a breeze. In this article, we will walk you through the step-by-step process of using this feature to make your work life a little easier.

How to use Gmail’s new meeting-scheduling feature

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Compose a new email or reply to an email

The first step in using Gmail’s meeting-scheduling feature is to compose a new email or reply to an existing email. This is where you’ll initiate the meeting request or respond to someone else’s request. Simply click on the compose button or open the email you want to reply to.

Click the Calendar icon

Once you have the email open, look for the Calendar icon at the bottom of the message. This icon is a small calendar image and serves as the gateway to the meeting-scheduling feature. If you can’t locate the icon, don’t worry! Just click on the More options icon (the three dots) and hover over “Set up a time to meet.” This will reveal the Calendar icon.

Select ‘Offer times you’re free’

After clicking on the Calendar icon, a new pane will open on the right side of your email. In this pane, you’ll see options for scheduling the meeting. Look for the “Offer times you’re free” option and select it. This will allow Gmail to analyze your calendar and suggest available time slots for the meeting.

Select open time slots

Once you’ve chosen the “Offer times you’re free” option, Gmail will display your calendar with open time slots highlighted. You can select one or more time slots that work for you by simply clicking on them. If you need to schedule multiple meetings on different days, feel free to add additional time slots.

How to use Gmail’s new meeting-scheduling feature

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Fill out relevant fields

After selecting your desired time slots, click on the “Next” button to proceed. You will then be prompted to fill out relevant fields such as the title of the meeting, duration, location, and description. Providing accurate and detailed information will help your recipients understand the purpose and logistics of the meeting.

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Send proposed times to email recipients

Once you’ve filled out the necessary fields, it’s time to send the proposed meeting times to your email recipients. Click on the “Add to email” button, and Gmail will include the list of proposed times in your email. Your recipients can then choose the time that works best for them, and once they make their selection, the event will automatically appear on both your calendars.

How to use Gmail’s new meeting-scheduling feature

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Create an event from any email

In addition to using the meeting-scheduling feature, Gmail also allows you to create a calendar event directly from any email in your inbox. This is particularly useful when you receive an email that requires a meeting but didn’t initiate the scheduling process yourself. To do this, simply open the email and look for the More options icon (the three dots) at the top of your inbox. Click on it and select “Create event.” Gmail will then create a calendar invite with pre-filled details for you.

Create a Calendar event while composing an email

Furthermore, Gmail now offers a seamless way to create a Calendar event while you’re composing an email. This feature is particularly handy when you’re already discussing the meeting within the email thread and want to quickly create the event without navigating away from your inbox. To use this feature, compose a new email or reply to an existing email, and then click on the Calendar icon at the bottom of the message. If you can’t see the Calendar icon, click on the More options icon (the three dots) and hover over “Set up a time to meet.” Next, select “Create an event,” and Gmail will open a pane on the right side of your email with the calendar. The event’s title and guests will be pre-filled from the email, and you can fill out additional fields as needed. Once you’re done, simply click “Save” to send the calendar invitation, which will also insert a summary of the event into the email body.

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How to use Gmail’s new meeting-scheduling feature

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Save and send the calendar invitation

After filling out all the necessary event details, it’s time to save and send the calendar invitation. Click on the “Save” button, and Gmail will automatically send the invitation to the selected recipients. The recipients will receive the invitation in their emails, and the event will be added to their calendars. This ensures that everyone is on the same page regarding the meeting details and availability.

With Gmail’s new meeting-scheduling feature, scheduling meetings has never been easier. Whether you’re initiating the meeting request or responding to one, you can now seamlessly find available time slots and create calendar events directly from your inbox. So say goodbye to the frustration of lengthy email chains and the hassle of coordinating schedules. Give Gmail’s meeting-scheduling feature a try, and enjoy the simplicity and efficiency it brings to your work life.

About the author 

Dipankar Raha

Greetings! I'm Dipankar Raha, and I hail from the beautiful city of Rangpur, Bangladesh. Since 2010, I've been savoring life in Dhaka, the vibrant capital of our wonderful country. At "DIPANKARRAHA.COM," I'm all about helping bloggers and aspiring entrepreneurs transform their passions into thriving online businesses. My aim is to empower you with valuable insights, free content on effective blogging strategies, and a curated selection of top-notch internet marketing tools and programs. Explore my blog for detailed product reviews, personal experiences, and tutorial videos. Join me on this exciting journey as we navigate the world of online marketing together!

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