My calendar basically dictates how I spend each and every moment of my work day. It helps me prioritize my tasks, prepare for meetings, and lets me know when I have downtime to get specific things done.
But none of that is possible—or as streamlined—without the help of automation. From cross-posting events to my different calendars (I have several) to blocking out time in my calendar for specific projects, Zapier helps me stay on top of my schedule.
With Zaps—our word for Zapier's automated workflows—you can automatically connect your calendar tool to your other apps (think spreadsheets or project management tools). Here are some of the best ways to do that.
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Table of contents:
Cross-post events across multiple calendars
Are you a Google Calendar user forced to use Outlook at work? Or does your company use multiple calendars for different types of events?
If you need a way to keep your meetings on the same page (literally), you can use these Zaps to cross-post new events automatically.
With automation, you can display your appointments, meetings, and events across your calendars of choice. No more juggling multiple schedules or letting a meeting slip through the cracks.
Copy new Google Calendar events to a different Google Calendar
Google Calendar
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If you ever needed to keep certain Google Calendars up to date with each other, this integration can help. Automatically create a copy of a new Google Calendar event into any different Google calendar of your choosing.
Add Microsoft Outlook events to Google Calendar
Microsoft Outlook + Google Calendar
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Some people prefer to use Google Calendar, but others like to have their email, contacts and calendar in Microsoft Outlook. If you're reading this, you probably use both, and need a way to keep them on the same page. Use this Zapier automation to add detailed events in Google Calendar whenever new events are created in Microsoft Outlook.
Add Microsoft Outlook events from new Google Calendar events
Google Calendar + Microsoft Outlook
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Stop flipping between Google Calendar and Microsoft Outlook. See all of your scheduled appointments at a glance with this Zapier integration. Every time you create a new event in Google Calendar, Zapier automatically adds the event in Microsoft Outlook.
Create events in bulk from spreadsheets
If you regularly create events in bulk (for events planning or for managing customer appointments), you know what a hassle it is to do manually—especially if you're copy-pasting event info from a database tool like Google Sheets or Airtable.
These Zaps will automatically create calendar events every time a new row is added to Google Sheets or Airtable. That way, you can save yourself the time and potential for human error.
Generate Google Calendar events from new Google Sheets rows
Google Sheets + Google Calendar
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Ever need to create calendar events in bulk? Or let others easily add calendar events for you? Or perhaps you just find it easier to manage your calendar in a spreadsheet. If so, this integration makes it easy: it will create new Google Calendar events straight from new rows whenever they're added to a Google Sheet, so you don't have to worry about adding them twice.
Create detailed events in Google Calendar from new Airtable records in views
Airtable + Google Calendar
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If you have a view in Airtable that is dedicated to events, this integration will be a perfect fit for you. Once set up, when new records are uploaded to the selected view in Airtable, this Zap will automatically create a detailed event in Google Calendar. Create new events right from your Airtable database!
Create Microsoft Outlook events for new or updated Google Sheets rows
Google Sheets + Microsoft Outlook
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Effortlessly manage your events with this seamless workflow between Google Sheets and Microsoft Outlook. Whenever a new or updated row appears in your spreadsheet, this automation will create an event in Outlook for you. With this integration in place, you'll never miss a deadline or appointment, and keep your schedule organized with ease.
Use AI to help prioritize your day
Keeping track of important events throughout the day while your meeting requests pile up can easily lead to you being unprepared. Whether you need help prioritizing your tasks or you'd like to receive detailed event reminders, AI tools can help you stay on top of your day.
These Zaps will pull new calendar events, analyze them, and then send you AI-generated reminders with extra context to help you prepare and prioritize your workload.
Create memories in Personal.ai from new Google Calendar events
Google Calendar + Personal AI
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Keep track of important events with this efficient automation that connects Google Calendar to Personal.ai. When an event starts in your Google Calendar, it creates a Sync Memory action in your Personal.ai. Stay organized and never miss any crucial details of your appointments, meetings or personal events by leveraging this seamless workflow.
Receive event reminders from ChatGPT in Slack
Google Calendar + ChatGPT (OpenAI) + Slack
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Receive Slack reminders whenever a new event is added to your Google Calendar. ChatGPT will craft a message based on those event details and remind you in Slack on what the meeting is about.
Receive event reminders via SMS with information from ChatGPT
Google Calendar + ChatGPT (OpenAI) + SMS by Zapier
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If you find it helpful to receive SMS reminders before Google Calendar events happen, you can use this integration to get ChatGPT to craft SMS messages with all the event details. Be fully prepared for any meeting.
Create Todoist tasks from Google Calendar events and get ChatGPT recommendations on priorities
Google Calendar + ChatGPT (OpenAI) + Todoist
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Need help prioritizing your day based on your calendar events and tasks? Use this integration to create tasks in Todoist from Google Calendar events, then use ChatGPT to create personalized recommendations based on the info provided, then add as a comment to each Todoist task. That way, you'll know exactly what's expected of you every day.
Block out time for your projects and tasks
Your calendar isn't just for managing meetings with other people. You might want to block out time on your calendar so you can freely work on specific tasks or projects—without getting bombarded with messages from your teammates.
Any time a new project or task gets added to your project management tool, you can set up a Zap that will automatically create an event in your calendar. Whether you need that time to focus or you just want it to show up on your schedule, these Zaps will do the heavy lifting for you.
Generate detailed events in Google Calendar from new Notion database items
Notion + Google Calendar
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Set up this integration to keep your schedule up to date, effortlessly. As soon as you add an item to a specified Notion database, this Zap will automatically create a detailed event in your Google Calendar, making sure that you’re always on top of your projects and workflows.
Create Microsoft Outlook events when new tags are added to Asana tasks
Asana + Microsoft Outlook
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Stay on top of your tasks and events by automatically creating an event in Microsoft Outlook when you add a tag to a task in Asana. This quick and seamless workflow will ensure that important tasks are scheduled right away, keeping you organized, and helping you manage your time efficiently. With this automation, you'll never miss important deadlines and tasks due to scheduling conflicts or overlooked items.
Create detailed Google Calendar events from new Microsoft To Do tasks
Microsoft To Do + Google Calendar
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Looking for an easy way to keep your schedule up to date with your to-do list? This Zap does the tedious work for you, without the need for manual updates. Once it’s active, this integration automatically adds a detailed event to your Google Calendar as soon as a new Microsoft To Do task is created.
You can also flip this workflow on its head and create projects or tasks when a new event is added to your calendar. That can be handy if you need to create a document ahead of a meeting, for example, or if you need to catch up on some project-specific reading beforehand.
Add new Google Calendar events to databases in Notion
Google Calendar + Notion
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Prep your follow-up workflows and stay organized effortlessly when you activate this Zap. Once it’s in place, this integration automatically adds an item to a specified database in Notion as soon as a new event is created in your Google Calendar.
Create tasks in Microsoft To-Do from new calendar events in Microsoft Outlook
Microsoft Outlook + Microsoft To Do
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This integration creates tasks in Microsoft To-Do from new calendar events in Microsoft Outlook.
Streamline your customer appointments
If you work in customer service or have a role where you spend a lot of time speaking with leads, it's likely that you use a scheduling app like Calendly so folks can easily book time with you. Alternatively, your leads might request a meeting through a form app like Google Forms or Typeform.
The problem, of course, is when your work calendar doesn't reflect the time you'll be busy. Using automation to add appointments directly to your work calendar means your whole team will know when you're unavailable—and double-booking will be a thing of the past.
Create Google Calendar events from new scheduled Calendly events
Calendly + Google Calendar
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When you schedule a time to meet with someone, not adding that to your calendar means you very well might miss the meeting. If you have trouble remembering to add meetings to your calendar, let Zapier help! This integration automatically generates a new event in Google Calendar from the details of each new scheduled Calendly event.
Create Microsoft Outlook events for new invitees created in Calendly
Calendly + Microsoft Outlook
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When you have people scheduling time to meet with you, you'll want your personal calendar updated with the details. This integration helps by automatically creating an event in Microsoft Outlook with the details of an invitee created event in Calendly. It's never been easier to coordinate your calendars.
Create Google Calendar events from new Google Forms submissions
Google Forms + Google Calendar
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Forms are a great way to capture information, including scheduling meetings and other kinds of events. Let this integration handle those tasks for you, automatically converting a new Google Forms response into an event directly on your Google Calendar. Get step-by-step directions in
Add new Typeform entries as detailed events in Google Calendar
Typeform + Google Calendar
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Integrate your forms with your Google Calendar to easily capture form entries as scheduled events. This integration will automatically create a detailed Google Calendar event based off of form entries from Typeform. Sit back and relax whilst your form and calendar schedule events for you.
Supercharge the way you manage your time
These are just a few of the many ways Zapier users are connecting their calendars with other applications. You can automate almost any workflow you can imagine. Click here to get started building a Zap.
This article was originally published in November 2019, written by Justin Pot. It was most recently updated in February 2024 by Elena Alston.
