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Email Plugins

If you spend most of your time in email, CalendarHero's email plugins let you share your scheduling link, insert available times, and create meeting requests — all from inside your inbox.

Gmail add-on​

The CalendarHero Gmail add-on adds a scheduling sidebar to your Gmail inbox. It requires a CalendarHero account — sign up at calendarhero.com/start if you haven't already.

Installing the Gmail add-on​

  1. Open the CalendarHero for Gmail listing in the Google Workspace Marketplace
  2. Click Install and approve the required permissions
  3. Open Gmail — the CalendarHero add-on icon now appears in the right-side sidebar

Using the Gmail add-on​

Share a scheduling link or available times — When composing or replying to an email, click the CalendarHero icon at the bottom of the compose window and select a meeting type. Then:

  • Click Insert Scheduling Link to paste your personal scheduling link directly into the email
  • Click Share Available Times to embed a preview of your next available times in the email body

Available times are intelligently selected based on your current availability and meeting type settings. Up to 9 times are included, and invitees can always click View More Times to open your full scheduling page.

Start a meeting request — While reading an email, click the CalendarHero icon in the right sidebar. Select a meeting type from the dropdown and click Schedule Meeting With... to open the web scheduler with the sender pre-filled as the invitee.

View people insights — While reading an email, click the CalendarHero icon and then Insights On... to view discoverable contact information for the email sender.

Microsoft Outlook plugin​

The CalendarHero Outlook plugin brings scheduling features directly into your Outlook inbox. It includes three tabs: Share, Schedule, and Help.

Installing for individual users​

Individual users install the plugin by adding a custom add-in to Outlook using the CalendarHero manifest URL.

Manifest URL: https://assets.calendarhero.com/extension/outlook.xml

Outlook on the web (new version):

  1. Select any email and click "..." (More actions)
  2. Click Get Add-ins
  3. Go to the My Add-ins tab and scroll to the bottom
  4. Click + Add a Custom Add-in and paste the manifest URL

Outlook on the web (older version): Go to Settings → Manage Add-Ins → Custom Add-ins → My Add-ins → + Add a Custom Add-in and paste the URL.

Outlook Windows app: Go to File → Manage Add-ins (opens in browser) → Add from a URL and paste the manifest URL.

Outlook on Exchange: Download the manifest file from the URL above and upload it through the add-in manager.

Once installed, click the CalendarHero button in your inbox to open the plugin. The first time you open it, click Authenticate to log in with your Microsoft account.

Installing for organizations (admins only)​

Admins can deploy the plugin to all users in their organization through the Microsoft 365 admin portal:

  1. Go to your Microsoft 365 Administration page
  2. Navigate to Settings → Services & Add-ins → Deploy Add-in
  3. Browse for the add-in using the manifest URL: https://assets.calendarhero.com/extension/outlook.xml
  4. Specify which users have access and deploy

Using the Outlook plugin​

Share tab — Share your availability directly in any email:

  • Share Scheduling Link — copies your scheduling link to paste into an email
  • Share Available Times — copies a preview of your available times to paste into an email

Schedule tab — Create a full meeting request without leaving Outlook:

  1. Add invitees by name or email (the plugin auto-fills the contact from the email you're reading)
  2. Select your meeting type to populate duration, location, and other settings
  3. Customize any details as needed
  4. Click Send Invite to have your assistant send the invitation, or Get Invite Link to copy a private meeting link

Help tab — Access frequently asked questions and quick-start guides.

Accessing the plugin:

  • From the inbox: click the CalendarHero button in the toolbar (or under "..." on mobile)
  • From a reply: the plugin button appears below the reply box
  • From a calendar event: click "..." and select CalendarHero
  • Pin the plugin to keep it open as you navigate between emails

Frequently asked questions​

What versions of Outlook does the plugin support?

The plugin supports Office 2013 for Windows (Build 15.0.4855.1000 or later), Office 2016 for Windows (Build 16.0.4390.1000 or later), Office 365 for Windows, Office 365 for iPad (1.22 or later), Office 365 for Mac (15.20 or later), Outlook Online, and Outlook Online Server.

The add-ins menu is missing from my Outlook — what should I do?

If you don't see the Add-ins menu in your version of Outlook, your IT administrator may have disabled this option. Contact your admin and ask them to enable add-in management for your account.

Can I use the Gmail add-on and Outlook plugin at the same time?

Yes. If you use both Gmail and Outlook, you can install both plugins and they will work independently. Each plugin connects to the same CalendarHero account.