add travel events

• Microsoft 365
• Personal and family

Stay on top of your travel and deliveries with Outlook

• The Microsoft 365 Marketing Team

Places to go, people to see. Pack your bags.

Travel can be stressful, even when you’re planning to go somewhere for fun. Staying on top of travel plans and package deliveries can become time-consuming and a hassle.

First, Outlook began automatically adding events from your email to your calendar. Now, we have more new experiences to help you stay on top of your travel plans and package deliveries, including the ability to:

• Verify your travel reservations and package delivery details with ease using simplified summary cards in your inbox and calendar.
• Check in for flights, change hotel and rental car reservations or track packages at the touch of a button.
• Stay on top of your flights with reliable reminders.

These features are rolling out to Outlook for Mac and Outlook on the web today and will soon be coming to Windows, iOS and Android, as well as the Windows 10 Mail and Calendar apps.

Smarter email, simpler reservations

Travel itinerary emails are complicated to read because they contain so much more than just your reservation. It especially gets complicated when the itinerary includes multiple flights, hotel reservations and rental car confirmations. Outlook now displays the most important information from travel itineraries and puts them in an easily readable summary on top of your email.

Quick actions at your fingertips (or a click of your mouse)

In addition to helping you see your travel plans at a glance, the summary cards provide you with quick actions for the key things you need to do. No more hunting for the check-in link in a long confirmation email or trying to find where to change your hotel reservation. It’s now just a tap or click away in the summary card above the email to go directly to the provider’s specific web page for the action.

All your travel info, automatically added to your calendar

In addition to smarter email experiences, Outlook automatically adds travel events to your calendar with the same summary cards for each step of your trip detected in the reservations. The events include everything you need to know, such as date, time, locations, confirmation number and a few other key pieces of info you might need at your fingertips. You can go to the original booking email with a single click from the calendar event in case you need to look up more details.

Travel updates and cancellations happen—for good or not so good reasons. Either way, Outlook automatically keeps the events on your calendar updated with new information from your travel provider.

Helpful check-in reminders to keep you on time

Timing is everything and it can mean the difference between getting the seat you want or settling for one you really don’t want. Not all airlines are great at notifying and reminding you when it’s time to check in for your flight. Outlook will always send you a reminder email exactly 24 hours in advance with a link to the airline’s check-in experience. What’s more, you can set an Uber ride reminder so you always get to airport on time.

And three hours before your flight takes off, we’ll remind you again, so you can plan to be at the airport on time.

And never miss package deliveries!

We know travel is not the only thing you need to keep track of, so we are also adding package tracking experiences. When you receive a shipping confirmation email, we’ll summarize the most important info in a card above the email and automatically add an event to your calendar (for non-commercial accounts) to provide quick actions.

Frequently asked questions

Q. When will these features be available?

A. We’ve started the roll out in North America and will be expanding globally next. Some Outlook on the web and Outlook for Mac users will see these features today. If you don’t, you can expect to see them soon.

Q. Which users have access to these features?

A. These experiences will be available for users with Office 365 subscriptions that include Exchange Online and those users with new or upgraded Outlook.com accounts.

Q. What do I need to do to start using these features?

A. There is nothing you need to do. The features will automatically start working in your Office 365 account or your new Outlook.com account when you receive a travel reservation or package delivery email from a supported provider.

Q. What settings are available for the automatic calendaring feature?

A. In Outlook on the web, click the Settings (gear) icon, Options and then Calendar . The settings are in “Events from Email.” Changing the setting on the web will change all Outlook clients. Travel events are on by default for all account types. Package delivery events are on by default for Outlook.com accounts, but not for commercial accounts.

Q. If I share my calendar with someone, will they see my flight information?

A. Only if you want them to. The events are marked private by default, so the details will not be visible to someone with whom you shared your calendar. You can change the default in the Settings mentioned above.

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Tips to manage Calendar events in Gmail

On this page, create events from your inbox, automatically add flights and other events from gmail.

• Get your daily agenda in Gmail
• Filter Calendar responses from your Gmail inbox

Expand all   |   Collapse all

In an email, you can add a Google Calendar event or add times you're available to meet. The recipient can reply to your event or choose a time that works for them. When they choose a time, both people get an email invitation.

Note : Currently, suggesting times to meet only works for 1:1 meetings in your primary calendar.

Create an event

• In Gmail , compose an email.

• Add details to your new event and click Save .

Suggest times to meet

• Select times in the calendar and click Next .
• Click Add to email .

Keep track of all your reservations, meetings, or travel dates by viewing the synchronized events from your Gmail inbox in Google Calendar. 

When you get an email about an event like a flight, concert, or restaurant reservation, it's added to your calendar automatically. You can choose who can view these events in your calendar.

If you don't want events from Gmail on your calendar, you can delete a single event, or change your settings so that events aren't added automatically.

Step 1: Turn on smart personalization

For Gmail, Chat, and Meet:

• Go to Gmail .

• In the “General” tab, scroll to “Smart features and personalization.”
• To turn smart features on or off, check or uncheck the box.

For other Google products:

• In the “General” tab, scroll to “Smart features and personalization in other Google products.”
• To turn data sharing for other products on or off, check or uncheck the box.
• Scroll down and click Save Changes .

Step 2: Show automatic events in Calendar

• Scroll to  Events from Gmail
• Check the box next to Show events automatically created by Gmail in my calendar .
• Calendar default —Anyone who has access to view event details on your calendar can see the name and time for your event from Gmail. Only people who have access to make changes to your events can see other details from your email, such as confirmation numbers, flight status, or phone numbers. Note: If you share your calendar publicly, choosing this option also makes your Gmail event publicly visible.
• Private —Only people who have access to make changes to your calendar can see your event details. Anyone else who can view your calendar but can't make changes sees the event as "Busy".
• Only me —Access to events on your calendar are only visible to you.

Get your daily agenda in Gmail

Start your day with a daily agenda in your Gmail inbox, based on your Google Calendar schedule. You can even give your daily agenda to your team or an assistant so they know the best times to reach you.

• On the left under Settings for my calendars , click your name and go to Other notifications .

Filter calendar responses from your Gmail inbox

Getting Google Calendar responses you don’t want in your inbox? Let Gmail automatically filter them so you can keep a clean inbox.

• Open Gmail .

• In the To field, enter your email address.
• Next to Has the words , enter invite.ics OR invite.vcs .
• Check the Has attachment box.
• Click Create filter .
• Check the Apply the label box and choose a label to automatically sort incoming event response messages.
• Check the Skip the Inbox (Archive it) box to move response messages out of your inbox. Don’t worry, you can still view them later if needed.

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How-To Geek

How to add your flight and hotel reservation details to google calendar.

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Automatically add your flight and hotel reservation details to google calendar, manually add your flight and hotel reservation details to google calendar, key takeaways.

• You can automatically add your flight and hotel reservations to Google Calendar by enabling "Smart Features and Personalization" in Gmail and the "Show Events Automatically Created by Gmail in My Calendar" setting in Google Calendar.
• Google will scan your confirmation emails and extract the relevant information, such as dates, times, locations, and confirmation numbers, to create events in your calendar.
• If you didn't receive confirmation emails or booked using a different email account, you can manually create calendar events by entering the details yourself.

Travel planning is a major pain. You're constantly jumping between airline sites and emails to keep track of departure times, layovers, and gates—not to mention all those hotel reservation details like check-in and check-out. It's easy to feel overwhelmed trying to wrangle it all.

But there's a simpler way to organize it all. You can add your full flight itinerary and hotel reservations to Google Calendar.

Gmail automatically adds events to your Google Calendar based on the emails you receive. However, you need to ensure that the "Smart Features and Personalization" setting in Gmail is turned on. Here's how you do that:

Launch Gmail in your web browser, and click on the gear icon in the top right corner of the page to open the "Quick Settings" menu. Click "See All Settings" in the drop-down menu, which will take you to a page with several tabs.

By default, you should be in the General tab. If not, click on "General" and scroll down to "Smart Features and Personalization." Below this, you will also find "Smart Features and Personalization In Other Google Products." Check the boxes next to these options to enable them.

After you've made your selections, scroll down to the bottom of the page and click "Save Changes."

If you are using the Gmail app, tap the three horizontal lines.

Scroll down to tap on "Settings."

Tap on the Gmail account (assuming you have several logged-in) for which you want to change the settings.

Scroll down to find "Smart Features and Personalization" and "Smart Features and Personalization In Other Google Products." Check the boxes next to these options to enable them.

After completing those steps, you need to activate the "Show Events Automatically Created by Gmail In My Calendar" setting in Google Calendar. Here's how:

Open Google Calendar, click the cogwheel icon in the top right corner and click "Settings" from the drop-down menu.

In the General tab, find and click "Events From Gmail" and then check the box that says "Show Events Automatically Created By Gmail In My Calendar."

If you use the Google Calendar app, tap the three horizontal lines.

Scroll down and tap "Settings."

Then, tap "Events From Gmail."

Turn on the "Show Events From Gmail" toggle in the window.

Now, whenever you receive confirmation emails from your airline or hotel, Google will automatically scan them and extract the relevant information, such as dates, times, locations, and confirmation numbers. You can also access the original confirmation emails by clicking on the "View Confirmation" link at the bottom of the event card.

If you want to change an event's name, color, or notification settings, click the pencil icon at the top of the event card. Click the trash bin icon beside it if you want to delete the event from your Google Calendar. On the mobile app, tap the three vertical dots beside the pencil icon and "Delete."

Deleting the events will not cancel your reservations; you will have to contact your airline or hotel for that.

You might have booked your trip using a different email account or received confirmation details by post. In that case, you can manually create calendar events for your travel plans and enter the information yourself.

To do this, click the + button in the top left corner of Google Calendar. In the mobile app, you will find the + button in the bottom right corner of the screen. Click or tap "Event," which will open up a new event card.

Now, fill in the details of your flight or hotel reservation. Start by giving your event a title, like "Flight to the Maldives" or "Hotel Reservation in Dubai." Next, set the start and end dates and times , matching these with your flight's departure and arrival times or your hotel reservation's check-in and check-out times.

In the Location field, enter the airport for your flight or the address of your hotel. This can be handy when you need directions later on. In the Description field, you can add additional details about your reservation, such as your flight number, hotel room number, or any other information you might need to have at hand. Once you've filled in all the necessary details, click the "Save" button to add the event to your Google Calendar.

No more frantic searching through emails for booking confirmations when you're rushing to check out of your hotel or board your flight. It's all in your Google Calendar, and you can even share your Google Calendar with the people you're traveling with.

• Google Calendar

How to add travel time to Google Calendar

We all know that hybrid work is a dream for those who prefer working from home. But it’s also true that many people take the ‘work from anywhere ’ approach — using the extra location autonomy to find time to travel, meet clients at trendy coworking spots, find new cafes to perch with their laptop and some iced coffee, and more.

In fact, there’s a whole term dedicated to this phenomenon, and it’s called ‘bleisure ,” which, cleverly, means mixing business with leisure time.

We think this is great, especially since studies show that the hybrid model increases employee happiness. But it requires some responsibility to ensure everyone’s making their deadlines before tearing off their suits and hitting the beach.

How can we balance work-from-anywhere with making sure work gets done? It really boils down to time management! So, before you zoom off and book your next trip, consider this handy dandy tip to keep you on track: adding travel time to Google Calendar so you can plan ahead effectively and get all your work done before play!

What is travel time?

Before we get into discussing how to add travel time to Google Calendar , let’s clear up a definition first. What exactly is travel time?

Travel time is the amount of time you spend traveling from one destination to another. You can add this to any Google Calendar event manually, or with Clockwise , which handles it for you automatically.

Now, don’t underestimate the power of this humble metric. The truth is, the time it takes to get to (and from) an event can be a significant chunk of your day, especially if you live in a traffic-heavy city. Factoring it in is just as important as any event you add to your schedule.

Here are a few more reasons travel time is key!

The benefits of using travel time

Travel time, Google Calendar’s underutilized tool, is great for several reasons:

• It lets your team know when you’re away. Adding travel time into your event details will mitigate any confusion among your team about when you’ll be away from your keyboard. As we just mentioned, the amount of time it takes to travel is just as important as the time that you’ll be away from your computer since that’s a period of time that you’ll also be unavailable. It might seem insignificant, but even half an hour during your working hours can reduce getting side-tracked by last-minute requests as you’re trying to leave your (home) office. ‍
• No more worrying about being late. By adding the travel time to your Google Calendar event, you can see the exact time you need to leave to reach your appointment or destination on time. How many times have you gotten sucked into your work and didn’t realize how much time has gone by? It also helps you avoid underestimating the amount of time it’ll take to reach your destination. With travel time, you can either get a pop-up notification on your phone or receive a Gmail reminder about what time you need to leave based on real-time traffic updates from Google Maps. ‍
• It sets realistic expectations for yourself. By knowing the precise time you have to leave, you can set realistic expectations about how much work you can get done before leaving the office (or home office). It can be easy to put off leaving to cram in some extra work without that tangible reminder in your Google Calendar.

2 ways to schedule add travel time to Google Calendar

Now that you’re familiar with what travel time is and how it works, let’s go through an easy tutorial on how to add travel time to Google Calendar. You can choose from two ways:

• Use Clockwise, which uses machine learning to recognize when a meeting has an external location, then automatically blocks the right amount of travel time in your schedule.
• Add travel time to your calendar manually each time you create a new event.

How to schedule travel time automatically

Clockwise is a free time orchestration platform that can help you make the most out of your schedule by using travel time! We’re all about protecting your time and helping you work smarter, not harder.

Clockwise uses machine learning to…

• Track which of your scheduled meetings require travel
• Automatically include travel time on your calendar
• Reserve a predetermined amount of time on your calendar so you can always plan ahead with accuracy

Not to mention, Clockwise mitigates schedule conflicts by automatically rescheduling meetings or appointments that conflict with your travel time.

Get started with Clockwise for free!

To get started with Clockwise’s automatic travel time feature…

1. Click here to create your free account. In the web app, click on Your ideal day in the main menu, or click here .

2. Scroll down until you reach the Travel Time section, pictured below. Click the toggle to enable travel time. Input your usual work location (e.g. your home address or your office address).

You’re all set! With travel time enabled in Clockwise, you don’t have to worry about blocking off extra time ever again. 

Next, let’s go over how to add travel time manually. Google Calendar’s built-in travel time feature works by syncing up with Google Maps. With this option, Google calculates drive time based on real-time traffic updates and the time that you want to reach your destination.

Step 1: Create a new event

When you open Google Calendar on the desktop, you can create a new event simply by clicking on the day the event is. If you’re creating a new event on the Google Calendar app on your iPhone or Android, click the colorful plus (+) button in the bottom right-hand corner of your screen and select Event .

Step 2: Fill in your event’s location

No matter if you’re using iOS, Android, or other desktop browsers like Google Chrome, the process is the same. When filling in your event details, you’ll come across the option to put in your event’s location. Fill that in (for example, with your work address or address of meeting spot) and click save.

Here are two important things to keep in mind as you go through this step:

• Include the start time of your event. You can save your event’s details both on your personal calendar and your work calendar (or your Google Workspace ) so that your coworkers can see the information too.
• Be sure your location permissions are on so that Google’s travel time functionality can calculate the best time to leave.

Step 3: Choose your route

Next, click the pencil button to edit your day event, click the map icon next to your event’s location. Google Calendar should pull up Google Maps on the sidebar.

Google Maps will likely offer you several routes to choose from, including different methods of transportation such as public transportation. You can click on the blue button that says Directions on your preferred route, and then Add to Calendar .

Step 4: Set your notification (optional)

After you save your route to Google Calendar, you’ll see a drop-down menu that lets you add a notification for extra precaution (which will pop up on your iPhone, Android, Mac, or any other device you have Google Calendar on), or a Gmail reminder for minutes, hours, days, weeks, or months ahead of time. However, this isn’t 100% necessary to use since Google Calendar will automatically include the best time to leave, as long as you have your event’s start time, the mode of transportation you want to use, and you’ve chosen the route you want to take to your event’s location.

That’s it! You now have a new travel time event.

Bonus: Google Calendar tips 

There are a few tips that can make your experience with Google Calendar easier, the most important ones for our purposes being keyboard shortcuts and automated events.

Did you know you can add keyboard shortcuts to make adding time travel to your Google Calendar more efficient? Here are some examples of some helpful keyboard shortcuts:

• Search: shift key plus /
• Choose a previous date range: k or p
• Choose the next date range: j or n
• Select today’s date: t
• Create a new event: c
• Delete an event: backspace or delete button

You can also set up event automation. If you know you have weekly appointment slots , for example, you can make that appointment repeat weekly without you having to manually create a new event every week. All you have to do is select the drop-down menu that says “does not repeat” and choose how often you’d like this event to repeat.

Going forward

As we navigate this new world of hybrid working, it’s more important than ever to protect your time so you feel accomplished without burning out and communicate efficiently with your team so that everyone’s on the same page. Travel time is, of course, just one piece of the puzzle that can help you with this, but an important piece nonetheless.

To start adding travel time to your calendar, schedule it manually using Google’s built-in feature, or automatically with Clockwise .

Read next:  Set Working Location in Google Calendar

About the author

Judy Tsuei is a Simon & Schuster author, speaker, and podcast host. She has been writing for Clockwise for several years while also being featured in MindBodyGreen, BBC Travel, Fast Company, Hello Giggles, and more. As the founder of Wild Hearted Words, a creative marketing agency for global brands, Judy is also a mentor with the Founder Institute, the world's largest pre-seed accelerator. Judy advocates for mental and emotional health on her popular podcast, F*ck Saving Face. Follow along her journey at WildHeartedWords.com.

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How to Use Your Calendar for Travel

Thursday, August 10th, 2023

There are many benefits to traveling , such as:

• Travel may reduce heart disease risk, according to research .
• One of the most significant benefits of traveling is stress relief. Even a short vacation can help reduce stress, according to a study of 40 German middle managers published in July 2018 in the International Journal of Environmental Research and Public Health .
• Regular travelers (defined as trips at least 75 miles from home) report being 7 percent happier than those who travel rarely or not at all, according to research on a Taiwanese population published in January 2021 in the journal Tourism Analysis .
• It may be helpful for you to travel if you’re feeling burned out. Social scientist Adam Galinsky has found that travel and creativity go hand-in-hand, according to his study at Columbia University .
• Traveling can naturally encourage more movement and physical activity if you spend most of the day at a desk.

The downside, however, is that traveling can be stressful and involve much work. Everything from flights to accommodations to activities and sightseeing needs to be planned. You can quickly become overwhelmed if you don’t have a sound system for keeping track of everything.

It’s here that your calendar comes in handy. How? When planning a trip, an organized calendar can save the day. You won’t forget anything, since you can keep track of everything in one place.

Let me show you how to use your calendar for travel in this blog post. You’ll learn how to create a travel calendar, add events, and keep an organized calendar.

Creating a Travel Calendar

Step 1: pick a calendar tool that works for you..

A travel calendar can be created with various tools. The most popular options are a physical planner, spreadsheet, or travel planning app .

• When choosing a physical planner, ensure it has enough space for all your travel details. Additionally, you’ll need to decide whether you want a daily planner or a weekly planner.
• Make a table in a spreadsheet listing the dates of your travel, flight information, accommodations, and activities you plan to do. Keeping track of your budget and expenses can also be done using a spreadsheet.
• Travel planning apps offer a wide range of features. The most popular apps are Google Trips, TripIt, and Kayak Trips. Your travel calendar can be created, flights and accommodations tracked, and activities in your destination found using these apps.

Step 2: Gather information about your trip.

After selecting your calendar tool, gather all the information about your trip. You must provide information regarding your flight, accommodation, and activities.

If you have received an email confirmation of your flight, you can find it on your airline’s website. Hotels or hostels should provide information about your accommodations. In addition, you can get activity information from friends, family, and travel websites.

Step 3: Add your travel information to your calendar.

Your calendar can be updated once you have all the travel information. Every activity should be listed with the date, time, and location. If you know the cost of the activity or the organizer’s contact information, you should also include it.

Step 4: Make notes.

Remember to note anything vital as you enter travel information into your calendar. You may want to find out about the weather forecast, your activities’ dress codes, or how to get around the area.

Step 5: Review your calendar.

After you have entered all your travel information into your calendar, review it. All information should be accurate and conflict-free. Additionally, you should ensure you have enough time to accomplish all your goals.

Step 6: Share your calendar.

When you travel with others, you can share your calendar . By doing this, everyone will stay on the same page and ensure everyone is always on the same page.

Adding Travel Events to Your Calendar

It is possible to add events to your calendar in various ways. Here are some options:

• Your calendar app will automatically display event details when you type them in.
• You can import events from other calendar apps or websites.
• Recurring events can include weekly business check-ins or family vacations.

The following is a general guide to adding travel events to your calendar:

• Organize your trip by creating a new calendar. By doing this, you will be able to separate your travel events from your personal and work events
• Put a descriptive name on your new calendar, such as “My Summer Vacation.”
• Add events to your calendar. In addition to the event’s date, time, place, and purpose, ensure you include all the details.
• You can add travel time to your events if you travel by plane, train, or bus. Making sure you arrive on time will help you avoid delays.
• When you add your events, you’ll be able to add the address and phone number of the hotel you’re staying at. Any time you need to contact the hotel, this will come in handy.
• You should also schedule meals, sightseeing, and other important events on your calendar.

Organizing your travel events begins when you add them all to your calendar. If you find it challenging to keep track of all your events, you can color-code them, create sub-calendars, or use other features.

You will be able to stay organized and make the most of your trip if you have all your travel events on your calendar.

Your travel calendar can be enhanced by adding these events:

• When entering event details, please be as detailed as possible. By following this routine, you’ll avoid confusion and ensure that nothing important is missed.
• Make sure your events have consistent naming conventions. You will be able to find events more easily this way.
• Ensure your events are color-coded. Using this method makes it easy to identify the type of event.
• Make use of a travel planning app. Organizing your trip and adding events to your calendar is made easy with many great travel planning apps.

With these tips, you can keep track of your next trip and add events to your travel calendar.

Here are some additional tips.

• A separate calendar can be created for each destination if you travel to multiple locations. Stay organized and ensure you don’t miss anything important by keeping track of your travel plans.
• To add travel time to your events, you can also use Google Maps. You can access Google Maps by clicking on the “Location” field when creating an event. You can enter the start and end locations in Google Maps. Your event will be updated with the estimated travel time calculated by Google Maps.
• Your calendar can be shared with a group if you’re traveling together. As a result, everyone will be on the same page and know where and when they need to be.

Keeping Your Travel Calendar Organized

Your calendar should be organized once all your events are added to it. By doing this, you’ll avoid last-minute surprises and stay on track.

For an organized travel calendar, follow these tips:

Choose a calendar app that works for you.

Many calendar apps are available, so find one that suits your needs and is easy to use. Google Calendar , Apple Calendar, and Outlook Calendar are some of the most popular calendar apps.

Plan ahead as early as possible.

It will be easier to organize your calendar if you begin planning your trip as soon as possible. You’ll have plenty of time to book flights, hotels, and activities and coordinate everything.

Put all the details of your travel on your calendar.

The dates you need to keep track of include your flights, hotel reservations, activities, transportation, and anything else that might be important. To stay on track, ensure your calendar has as much information as possible.

Make use of colors and labels.

In your calendar, colors and labels can make it easier to see what’s happening. Depending on the type of event, such as flights, hotels, and activities, you could use a different color.

Set reminders for important dates.

As a result, you won’t miss any important deadlines or events. If you want, you can set reminders for your flights, hotel check-in times, activity reservations, and any other important event.

Sync your calendar with your devices.

By doing this, you can access your calendar from anywhere. It is even possible to sync your calendar with your phone, tablet, laptop, and even your watch.

Back up your calendar regularly.

In the event of a computer crash or other disaster, you will be able to protect your travel information. An external hard drive or the cloud are good places to back up your calendar.

Maintaining an organized travel calendar and ensuring a smooth trip can be achieved by following these tips.

In addition to these tips, here are a few others that will help you stay organized on your trip:

• Plan your trip using a template or checklist . You’ll be less likely to forget anything if you do this.
• Bring a printed copy of your calendar with you. You’ll need this if you don’t have access to the internet.
• Don’t forget to bring a portable charger for your phone so that you are always able to access your calendar
• If you take screenshots, your hotel and flight confirmations can be stored on your phone.
• Ensure you have a backup plan in case your flight is canceled or delayed.

Staying organized and on track while traveling can be achieved with the help of your calendar. With the tips listed above, you can create a travel calendar to make your trip a breeze.

What is the best way to plan my trip using my calendar?

You can plan your trip using your calendar by creating events for each activity. The list includes flights, hotel stays, tours, and any other activities you have planned. Budgeting and expense tracking can also be done with your calendar.

When traveling, you can also utilize your calendar in many ways. Listed below are a few suggestions:

• Make a packing or to-do list.
• Track your expenses.
• Book reservations.
• Setting reminders on your calendar can help you stay on top of important tasks.

How do I add travel plans to my calendar?

Your calendar can be updated in a few different ways. For each leg of your trip, you can create an event manually. Any relevant details, such as date, time, and location, can be included.

Alternatively, you can use a travel planning tool to automatically add your travel plans to your calendar. In addition to booking flights and hotels, these tools can also assist you in making other travel arrangements.

What should I do if I plan to travel in different time zones?

You’ll need to ensure that the times on your calendar are correct for your time zone when adding travel plans. If you manually add the time zone to each event, you can do this by setting your calendar to the appropriate time zone .

How do I add travel time to my calendar events?

It is possible to add travel time to your events in some calendars. As a result, the travel time to your event will be automatically added to its start time. This can be helpful if you want to arrive on time for your appointments.

Is there a way for me to share my travel plans with others?

It’s easy to share your calendar with others. You can export your calendar to a file to share your travel plans. Additionally, you can invite other people to individual events.

Image Credit; Oleksandr Canary Islands; Pexels; Thank you!

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John Hall is the co-founder of Calendar a scheduling and time management app. He’s also a keynote speaker that you can book at http://www.johnhallspeaking.com.

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Privacy Overview

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Calendar User Guide

• Get started
• Add or delete calendar accounts
• Add, modify, or delete events
• Create or modify all-day or multiday events
• Set up or delete a repeating event
• Add location and travel time to events
• Set alerts for an event
• Invite people to events
• Reply to invitations
• Add a FaceTime video call to events
• Add notes, a URL, or files to events
• Use Siri Suggestions
• Move events to another calendar
• Add or delete calendars
• Change a calendar’s name or color
• Show or hide a calendar
• Use Focus filters
• Import or export calendars
• Ways to share calendars
• Share iCloud calendars
• Share individual CalDAV calendars
• Share calendar accounts
• Subscribe to calendars
• Refresh calendars
• Change Calendar settings
• Use reminders
• Show or hide the Birthdays calendar
• View Holidays calendar
• Change the days and times displayed
• Use different time zones
• Use a Chinese, Hebrew, or Islamic lunar calendar
• View events in separate windows
• Change default alert settings
• Use Calendar widgets
• Manage notifications
• Print calendars or events
• Symbols used in Calendar
• Keyboard shortcuts
• Troubleshooting

Add location and travel time to events in Calendar on Mac

When you add a location—such as an address, landmark, or business name—to an event, a map and weather information are also added, and an alert is set so you’re notified when it’s time to leave. You can also add travel time to the event’s duration.

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Add a location

Double-click or force click an event to view event details, then click Add Location.

Enter an address, a business name, or a type of business (such as “coffee shop” or “museum”), then select a location from the list of locations that match what you entered. If a list doesn’t appear, or you don’t want to select a location from the list, press Return to use your location verbatim.

If you select a location from the list, a map and weather info are added to the event. If you just use the location you entered, map and weather info might not appear.

If the event info window includes a map, an alert is set so you’re notified when to leave to arrive on time at your destination.

You receive a notification based on your likely location before the event starts, the event’s location, and current traffic or transit conditions before you need to leave, when you need to leave, and if you’re running late.

You don’t receive time-to-leave alerts for events with destinations that take more than 3 hours to reach.

You can schedule an event in a CalDAV or Exchange calendar that takes place in multiple conference rooms. After you enter the first conference room, enter another conference room.

Determining your computer’s location and time-to-leave alerts require Location Services, which you turn on or off in Privacy settings . You can turn off time-to-leave alerts for all events in Alerts settings .

Add travel time

Double-click or force click an event, then click the event’s date.

Click the Travel Time pop-up menu, then choose an option.

Note: Travel time doesn’t update automatically when you change locations.

The time to leave is calculated based on the preference you choose in the Maps app in the View > Directions menu.

Calendar finds your starting location by using the location in any events that are up to 3 hours before this event. If Calendar doesn’t find a location, it uses your work address or home address (from your card in the Contacts app), depending on the time of day. ( Set your work hours in Calendar General settings using the “Day starts at” and “Day ends at” pop-up menus.) If your card in Contacts doesn’t have your addresses, Calendar uses your computer’s current location. Determining your computer’s location requires that Location Services be turned on (see Change Privacy settings ).