Gemini AI is integrating with more of our favorite Google tools, including Google Calendar. So in this video I'm going to show you all of the ways in which you can integrate AI with your schedule so you can manage your calendar that much easier.
Hello everyone. Scott Friesen here at Simpletivity helping you to get more done and enjoy less stress.
Enabling the Calendar Extension
Now, the first thing that we want to do is open up your side panel. If it's collapsed, come up here and expand it.
Next, we're going to come down to settings and select extensions. You will need to have this Google Workspace extension turned on.
Now, don't let the examples fool you because if we go back to a new chat and come down here to the prompt area and hit the "at" symbol, you will see the full list of all the Google apps and Google tools that we can engage with here at the bottom.
I haven't enabled all of them, but at the top, I have enabled most of my productivity tools, including Google Calendar. Now, I can select Google Calendar and start to enter my prompt. However, in my examples today, I'm actually not even going to use it because all of my prompts are going to be related to a schedule or a calendar.
Getting Your Agenda
So let's start off with prompt number one. How many meetings do I have next week?
Remember, you don't always have to add that question mark. You also don't need to have perfect spelling, but AI is able to tell me in just a few seconds.
"Oh, here's sort of my agenda view. I've got seven meetings next week, and here they are. They're all outlined for me. Some of them will even include a Zoom meeting link or what's in the description."
And best of all, I'm just one click away from breakfast with Kelly. Oh, wait a minute, who's this with? I can click on this, and it will immediately take me to that particular event.
But what I'm going to show you is that you don't actually have to spend almost any time within your calendar.
Rescheduling an Event
Maybe I'm going to say, you know what? I need to move my weekly review meeting.
So my very next prompt is going to be the following: reschedule the weekly review meeting to 1:00 PM because maybe I already know that's not going to work, or I want to leave work a little bit earlier that day.
Now, just before it proceeds with changing any rescheduling or creating a new event, it's actually going to confirm with us. I think this is very, very helpful. It's showing me, "Okay, is this the meeting you were referring to?"
I'm going to simply say, "Yes, that's the one." And of course, it's going to go ahead and make those changes. Here you can see the date has now changed to 1:00 PM.
If I jump into my calendar, let's go to the 11th. Yep, here it is. It's at 1:00 PM. Correct, though.
Create a New Event
Let's see if we can create a new meeting. So this time we're going to create a brand new meeting: create a new meeting for this Thursday at 1:00 PM.
I'm going to say, "Let's just call it something simple like budget review," something like that.
So again, because I'm spending so much time here within Gemini for other things, for other tasks that I'm working on, why jump around to other tabs?
I'm thinking about something else. Yeah, this Thursday, 1:00 PM looks great. I'm just going to hit "Y." Remember, you don't even have to hit yes or give it a full answer.
"Yes, please go ahead and create that meeting." So now that's been added to my calendar as well. But how can AI be even more helpful?
Finding Past Events
Well, I find it's most helpful when we're looking at something that's not in the near term.
If you're like me, you're probably looking at the current week quite regularly, whether you prefer the weekly review or the daily view. You're probably looking at the things in the near term.
But what about if you're wanting to check in? When was the last time you met with someone? This can be especially helpful when you are dealing with sales or you're dealing with an important client.
So for example, I'm going to say, "When was the last time I met with Karen?" Okay, this was maybe an important person, but I know we haven't spoken in a while. How long has it been?
In just a few seconds, it's going to tell me, "Oh, the last time you met was almost two years ago: October 17th, 2022."
Down below, as we saw with our first prompt, it's actually going to show us the sources as well. Now, the first one here says "Email Karen about the meeting." That was a task, and it correctly identified that that wasn't an actual meeting. But this one here, "Meeting with Karen," was. That's the one it is referencing.
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Finding Details from the Past
Now, you're probably not surprised that Gemini does a great job of finding time and date information, but what about the other fields attached to our events?
For example, location. I have a monthly breakfast with my friend Tim. So I'm going to say, "Where did Tim and I meet last time?" I’ve got to keep it nice and short.
Let's see. It comes back in just a few seconds. It's going to find the last time we met back in August.
Finding the Next Specific Event
Oh, you met with Tim on this date, and you met at the Cow. That's where we had breakfast together.
Okay, fantastic. Where are Tim and I meeting this week?
Again, keep it nice and simple, nice and short. Just a matter of seconds. You have one event with Tim this week, and there is the location we are eating at: Ology.
So it can look for certain pieces of information as well. If you're wanting to search the description field, for example, something in the past or something in the future, it can do that very, very well.
Uploading Date Information
But there's one last prompt that I want to show you, which may just blow your mind and perhaps remind you of just how powerful AI is.
So this time, I'm going to come over here and upload an image. What I'm uploading here is actually a screenshot of all of the concert dates for an upcoming tour. Maybe I'm wanting to plan a special outing with my teenage son, and there's a lot of information in here. I don't want to have to sift through it myself.
So I'm going to say "open," which is going to attach it here to my prompt. What I'm going to say is, "When is this artist performing in Toronto next year?"
Let's hit submit. Depending on how much information there is, it may take a few seconds.
But actually, that was rather quick. It says from the text, I can see that Weird Al Yankovic is performing in Toronto on Wednesday, July 9th, 2025. To be even more helpful, it's given me a direct link to the Ticketmaster site, so I can immediately go and start to search and purchase tickets for this particular event.
Of course, my very next step would be, "Please add this to my calendar." Why should I jump back to my calendar and go back and forth? Just go ahead and do it for me.
Now, I didn't give it a time. I know that the concert is probably going to start at 7:00 PM. I'm going to say 7:00 PM to 10:00 PM, and there it is.
Next July, it's already on my calendar. So in less than 60 seconds, you can upload the information you're looking for, retrieve it, buy those tickets, and add it to your calendar, and then move on and get on with whatever it is you want to get done today.
Now, if you have further questions about using Gemini AI with Google Calendar or other Google tools, be sure to let me know in the comments down below.
Thank you so much for watching this video, and remember, being productive does not need to be difficult. In fact, it's very simple.
