Something I have been asked about numerous times over the last couple of years is, “How can I use GoToMeeting with GMail/Google Calendar?” While I have shared a couple of methods in the past, they were more “work arounds” than actual solutions. Today I am very excited to share with you a real solution that comes from an actual GoToMeeting customer!
Kevin Lenane has used the GoToMeeting API to create a Chrome extension, that lets you schedule a meeting right in Google Calendar. It’s called “GoToMeeting Calendar Sync for Gmail” and it is very easy to use.
- Just install the extension in Chrome by clicking this link
- Open Google Calendar and create an Event, set the date and time for when you want to hold the meeting.
- On the right hand side, check the box that says Add GoToMeeting Invite
- A 2nd window will open and you will be asked to enter you GoToMeeting login details. You will have to repeat the login step every couple of weeks, as it expires.
The GoToMeeting details will be automatically pasted into the Event description field, and added to your scheduled meetings. Brilliant!
Kevin points out: “There is definitely some room for improvement – for instance, it doesn’t auto update when you move the meeting (you have to refresh) but I’ll wait until people use it first and get a little feedback before updating…”
If you use Kevin’s extension, please be sure to thank him and leave a great review in the Chrome Web Store! Thanks again Kevin!
By using a free application called GMail notifier, you can have GMail open in your web browser when you schedule a meeting through the GoToMeeting software.
1. Download GMail Notifier http://mail.google.com/mail/help/notifier/
2. Install GMail Notifier
3. Login with GMail account information
4. Right-click the Notifier icon in your system tray, and select Options.
5. Check the box next to Use Gmail for internet mailto: links.
6. Click OK.
7. Double click GMail Notifier icon in the lower right of the screen to launch and login to GMail.
1. Right click the GoToMeeting icon in the lower right of the screen
2. Choose Preferences
3. Click Integrations
4. Select My default email application [Switches GoToMeeting usage to ‘mailto:’ links]
If you schedule a GoToMeeting session at this point it will open a browser/new tab with a GMail Compose with the GoToMeeting session information.
This method work fine with a regular GMail account but unfortunately the free GMail Notifier does not support Google Apps, but there is a paid version t hat does.
1) http://gmailnotifier.net/ – unfortunately this is a paid program that does the same thing as the free notifier, but supports Google Apps. This program is listed in the Google Enterprise Gallery – source: http://ciopakistan.com/2008/08/saas-at-wor…amjad/#more-192
2) http://www.howtoplaza.com/how-to-use-gmail-notifier-with-google-apps-gmail-2 – this is a blog post describing how to create a normal Gmail account, and set your Apps account to forward to the regular one. The next step not described in here would to set the “Reply-To” in your new/normal Gmail account to your business address. A bit of a hack, but it’s free.
Note: The free Gmail Notifier for Mac supports Apps at this time.
As it turns out, not everyone in the World uses Outlook or Lotus Notes as their email client. This being the case I thought it would be handy to write up a guide explaining how to integrate GoToMeeting with other email clients, including GMail.
First we need to access the GoToMeeting Preferences, on a PC simply right click the GoToMeeting icon and select Preferences from the menu. Now select Integrations from the Category menu.
As you can see from the image above, if you use Outlook or Lotus Notes GoToMeeting will detect it and automatically integrate, you can also add GoToMeeting to your Microsoft Office suite and Instant Messenger client. If you have another email client such as Thunderbird select the My default email application option.
On a Mac click GoToMeeting on the Tool Bar and select Preferences. Currently the Windows version of GoToMeeting has a lot more options to play with but as the Mac version is developed further this will change.
If you use a Mac the only option currently is to Use GoToMeeting with the default email application, which is Mail by default. If you have never set up Mail you will have go through the motions of creating an account in order to get to the Preferences and select your email client of choice. Unfortunately there is no way around this but at least you don’t have to enter real information, just open Applications > Mail and follow these steps (ignore any error messages):
Now that your fake account has been created you can select Preferences from the Tool Bar and change the default email client from Mail to Thunderbird etc
In Part 2 I will show you how to set up GoToMeeting to use GMail.