Google: Embed "Add to Google Calendar" Link in Gmail

Environment

U-M Google, Google Calendar

Issue

How do I embed an "Add to Google Calendar" link in an email?

Resolution

Important: The calendar's sharing settings affect whether someone with the embed link will be able to access the event's details (including description, Zoom links, etc.). You can check how you're sharing your calendar under the "Access permissions for events" section of your Google Calendar settings:

• If "Make available to University of Michigan" is toggled OFF, no one can access the event.
  • If it's toggled ON and set to "See only free/busy (hide details)," U-M accounts won't be able to access the event's details, and the only information the event will have is the title "busy."
  • If it's toggled ON and set to "See event details," U-M accounts will receive the full event details when using your embedded link. This is the only option that will work as intended. However, keep in mind that this means that everyone at U-M will be able to see all details of every event on your calendar.
    • We recommend creating a separate calendar that you use only for these public-to-U-M events to prevent other U-M accounts from seeing all your event information all the time.
• If "Make available to public" is toggled OFF, external (non-UM) accounts will receive an error when attempting to access the event ("Could not find the requested event").  
  • If it's toggled ON and set to "See only free/busy (hide details)," external (non-UM) accounts won't be able to access the event's details, and the only information the event will have is the title "busy."

To proceed with embedding an "Add to Google Calendar" link in a Gmail message:

1. Open Google Calendar and create the event.
2. Click the event on your calendar, then click the three-dot icon in the top-right corner of the pop-up.
3. Select Publish event.
4. Click Copy beside the bottom link under "Or copy this link."
5. Open Gmail and enter Add to Google Calendar in the message field.
6. Highlight what you just typed and press CTRL/CMD + K to insert a link. (Alternatively, you can click the Insert link icon in the bottom message toolbar.)
7. Click Send after you've finished drafting the rest of your email.

Recipients can click the "Add to Google Calendar" link in the email and add it to their calendar (if they are a U-M account and your calendar is set to show all details).

Additional Information

Need additional information or assistance? Contact the ITS Service Center.