How to Import Emails into Your Family Calendar

From your inbox to the family calendar

A school newsletter tells you when the class is going on a trip and what your child needs to bring. Another email has the details of a weekend match or birthday party. Forward these messages to your personal import address, and we’ll help you pull out the important details and turn them into a summary and suggested calendar activities.

You choose which emails to send and which activities to save. It is a useful way to bring information from school, preschool, sports clubs and birthday invitations into the calendar both homes use.

Get started with email import

1. Open Settings in Co-parenting and find Email integration. If you belong to more than one family, first select the family you want to import into.
2. Tap Activate if you have not activated the feature yet. Copy the email address shown under Forward emails to. Use this exact address as the recipient. The address is case-sensitive: keep uppercase and lowercase letters exactly as shown.
3. Open a relevant email in your usual email app and choose Forward. Include any relevant attachments, then hit send.
4. You will get a notification when the results are ready. Open the calendar and tap the purple AI button marked “Show” to review them.

The app can use the email text and supported attachments, including common PDFs, images and Word documents. If the email only links to a school portal that requires a login, forward the actual information or an attachment containing it.

Review the suggestions and save what you need

Depending on the email, you may receive a summary, suggested activities, or both. A message without relevant information may produce no suggestions.

Check each suggested activity’s date, time, description and selected children. Make any corrections and tap Save for the activities you want in the calendar. Discard anything you do not need. If a document icon is shown, you can open the email text to check a detail.

For example, an email about a school trip might give you a calendar activity with the meeting time and a note about what to bring. Once you save it with the appropriate sharing settings, both parents can plan around the same information.

If you have already saved an activity, check the existing entry before saving another copy.

Tip: automatically forward school and activity emails

You can automatically forward new emails to your import address. A rule for a school or sports club saves you from forwarding each message yourself. Start with a specific sender and keep a copy in your inbox.

Automatic forwarding sends the email for analysis; you still review and save the suggested activities in Co-parenting. If both parents receive the same newsletter, agree on who sets up the forwarding rule to help avoid duplicate suggestions.

Choose your provider: Gmail, Hotmail / Outlook / Live, Proton Mail, iCloud Mail or Yahoo Mail. Set up the rule on the provider’s website, preferably on a computer. Menu names can vary with language and account type. If you read Gmail in Apple Mail, for example, follow the Gmail instructions.

Where do I find the confirmation email?

Some providers, including Gmail and Proton Mail, send a confirmation to the forwarding address. Co-parenting puts recognised forwarding confirmations in the Support chat in the app. Open the confirmation link or copy the code into your provider’s settings, then return to the provider to finish setup. Confirm a request you have just started yourself.

Gmail

1. In Gmail on a computer, go to Settings → See all settings → Forwarding and POP/IMAP (or Forwarding). Choose Add a forwarding address, paste your import address and follow the confirmation prompts.
2. Confirm through the app’s Support chat, then return to Gmail.
3. For selected senders, leave forwarding for all mail disabled. Open Show search options in Gmail’s search box, enter the school’s address under From, and choose Create filter → Forward it to. Select your verified import address and create the filter.

Gmail’s forwarding guide · Create and manage Gmail filters

Hotmail, Outlook.com and Live

1. Open Outlook on the web and go to Settings → Mail → Rules → Add new rule.
2. Name the rule, for example “School to Co-parenting”. Add a From condition with the school or club’s email address.
3. Choose the action Forward to, enter your import address and save. Use ordinary forwarding, not forwarding as an attachment.

The original stays in your mailbox unless you add an action that removes it. These instructions also apply to Hotmail and Live addresses used through Outlook.com.

Microsoft’s guide to forwarding rules

Proton Mail

1. With a paid Proton Mail plan, open Settings → All settings → Forward and auto-reply → Add forwarding rule.
2. Select your Proton address under Forward from and enter your import address under Forward to. Add a condition for the relevant sender, save and send the confirmation email when prompted.
3. Confirm through the app’s Support chat, then check the rule in Proton.

Before enabling: Proton says external forwarding disables end-to-end encryption for all mail to and from that address. Other Proton addresses are unaffected.

Proton’s forwarding guide and encryption details

iCloud Mail

1. Open icloud.com/mail. Use the settings button above the mailbox list, then choose Settings → Rules → Add (+).
2. Name your rule and set a message condition matching the school or club’s sender address.
3. Choose Forward to as the action, enter your import address and add the rule.

Apple says a new or changed rule can take up to 15 minutes to take effect. Keep the original email by choosing a forwarding action without deletion.

Apple’s guide to iCloud Mail rules

Yahoo Mail

Automatic forwarding requires Yahoo Mail Plus or another eligible paid option, where available. In Yahoo Mail on a computer, open More options → Settings → Mailboxes, select your primary mailbox, and find Auto-forwarding. Enter your import address and choose Verify, then complete the confirmation.

Yahoo’s forwarding applies to incoming mail across the mailbox; it does not offer sender-specific forwarding rules. For a personal mailbox with mixed content, manually forward the relevant messages. Whole-mailbox forwarding is better suited to an address dedicated to your children’s school and activities.

Yahoo’s forwarding guide

Test it once, then let the rule do the forwarding

Use a new email with a clear activity date to test your setup. Check that it matches the rule’s sender condition, reaches your import address and produces results in the app. Rules handle new messages; forward older emails manually.

If nothing appears, check that the forwarding address is confirmed and the rule is enabled. You can also forward a relevant message manually to the address copied from the app to check the import separately from the rule.

To stop automatic forwarding, disable or delete the rule or filter in your email provider’s settings. In Gmail, remove the forwarding filter if you created one. Activities you have already saved stay in your calendar.

Want to bring in more dates? Read how to import your child’s school calendar or add activities from a photo.