Open Gmail and click the Google Calendar icon

A calendar invite is a message that proposes a meeting time and adds it to someone else's calendar if they accept. Gmail does not send calendar invites directly from the inbox — you have to use Google Calendar, which is a separate tool in the same Google account.

Log into Gmail. In the top right corner, you will see a grid of nine dots (the Google Apps menu). Click it. A dropdown menu appears with options including Gmail, Calendar, Drive, and others. Click Calendar. This opens Google Calendar in a new tab or window.

If you do not see the grid of dots, you may be using an older Gmail layout. Look for the word "Calendar" in the left sidebar under "More" or scroll down in the left menu until you find it.

Key Takeaways

  • Calendar invites are sent through Google Calendar, not through the Gmail inbox, even though both are part of the same Google account.
  • You create an event in Google Calendar, add the other person's email address, and they receive an email invitation that adds the event to their calendar if they accept.
  • The person you invite sees the meeting time, location, and description you provide, and can respond with "Yes," "No," or "Maybe."
  • You can invite multiple people at once, and Google Calendar shows you their responses and any scheduling conflicts.

Create a new event and fill in the basic details

In Google Calendar, click the Create button on the left side of the screen. A box appears asking what you want to create. Click Event. A form opens with fields for the event title, date, time, and other details.

Type the event title in the first field — for example, "Team Meeting" or "Coffee with Sarah." Then set the date by clicking on the date field. A calendar picker appears. Click the date you want. Set the start time by clicking on the time field and typing or selecting the hour and minute. Do the same for the end time.

If the meeting is all day (no specific time), check the All day box instead of setting specific times. If it repeats weekly or monthly, click Does not repeat to open a menu of recurrence options.

Add the other person's email address in the "Guests" field

Scroll down in the event form until you see the Guests field. Click in it and type the email address of the person you want to invite. As you type, Gmail suggests email addresses from your contacts. Click the correct one, or finish typing the full address and press Enter.

To invite multiple people, type the first email address, press Enter, and then type the next one. You can add as many guests as you need. Each person will receive a separate invitation email.

If you want to invite someone but do not want them to see who else is invited, scroll down further and look for Modify event or More options. In the full event editor, you can find a setting to hide the guest list from other invitees.

Add a location and description (optional)

Below the Guests field, you can add a Location — type the meeting room name, address, or video call link here. People invited to the event will see this information in their invitation email.

Click Add description to include more details about the meeting — agenda items, what to bring, or background information. This text appears in the invitation email and in the calendar event itself.

If you are using a video call, paste the meeting link (Zoom, Google Meet, Teams, etc.) in the Location field or in the description so guests know where to join.

Send the invitation by clicking "Save"

Once you have filled in the event title, date, time, and at least one guest email address, click the Save button at the bottom of the form. Google Calendar saves the event and automatically sends an email invitation to each guest.

The invitation email includes the event title, date, time, location, and description. It also includes three buttons: Yes, Maybe, and No. When a guest clicks one of these buttons, their response appears in your Google Calendar, and you receive a notification.

If you need to change the event after sending it — for example, to move the time or add a guest — open the event in Google Calendar, click Edit, make your changes, and click Save. Google Calendar notifies all guests of the change.

Check guest responses and manage conflicts

After you send an invitation, open the event in Google Calendar to see who has responded. The event shows a summary of responses: how many people said yes, maybe, or no. Click on the event to see the full list of guests and their individual responses.

Google Calendar also alerts you to scheduling conflicts. If a guest has another event at the same time, you will see a warning icon next to their name. This helps you spot times when people cannot attend before the meeting happens.

If someone declines or you need to reschedule, you can edit the event and send an updated invitation to all guests or to specific people only.

Frequently Asked Questions

What happens if the person I invite does not have a Google account?

They still receive an email invitation with the meeting details. They can click "Yes," "Maybe," or "No" in the email without logging into Google. Their response appears in your Google Calendar the same way.

Can I send a calendar invite from the Gmail inbox instead of Google Calendar?

Not directly. Gmail's inbox does not have a calendar invite feature. You must use Google Calendar. However, you can open Google Calendar from the grid menu in Gmail without leaving your browser.

What if I want to invite someone but they should not see the other guests?

Click More options when creating the event to open the full editor. Scroll down and uncheck Show guest list. Now each guest sees only their own invitation, not the names of others invited.

How do I know if someone has seen my invitation?

Google Calendar shows you whether each guest has responded (Yes, No, or Maybe), but it does not tell you whether they have opened the email. You only know their response once they click one of the three buttons.

Can I send a calendar invite to a group email address?

Yes. Type the group email address in the Guests field the same way you would type an individual email. Everyone in that group receives the invitation, but Google Calendar may not track individual responses from group members.