How to arrange a meeting from Gmail

In this post, we’re going to look at how we can arrange a meeting and create a calendar event right from Gmail. We will look at how we can offer invitees a selection of dates and times, for them to then select. Workspace then sets up the calendar events.

How to offer dates & times for a meeting

Open a new email in Gmail and click on the calendar icon on the toolbar.

You have two options:

1. To select dates and times when you are free to offer to your invitees.
2. Or create a calendar event and invite them to the event.

Here, we’re going to focus on offering some dates and times, so click on “Offer times that you’re free”.

This will open the calendar sidebar where you will select some dates and times.

Navigate to the date you want and click on the calendar and drag the block to make the slot you want to offer.

Here, I’ve made two possible slots. Note, to delete one, just click on the “X”.

At the bottom of the sidebar, you will see it’s created the blocks you want to offer. You can also add the blocks directly here. Then click “Next”.

Enter the details of the meeting

Enter a title for the meeting.

Enter the type of meeting it’ll be. By default, it’ll create a meeting with the option of joining via Meet.

Then, click “Add to email”.

This adds the options to the email body. Just type in a message and a subject line and send it to your invitees.

Responding to the meeting options

They will receive the email and they just need to click on a time that suits them.

You will be prompted to confirm the details. Here, you could change your name &/or email address. Then click “Confirm”.

This confirms the event.

Calendar events are then set up

This will creates the event in their main calendar.

It automatically adds the Meet link and that they’ll be attending.

You (as inviter) will also receive a confirmation email.

Plus, it will add the event on your calendar too.

This all starts from Gmail and connects to the calendars for you, making it quick and easy to arrange a meeting.

If anyone cancels, then this deletes the meeting and sends cancellation messages to all parties.

It’s a nice simple way to quickly arrange a meeting.

Want quick tips? Check out my YouTube shorts here.