Basics of Using Google Calendar

Table of Contents

Table of Contents

Looking at your Google Calendar

Create an Event in Your Google Calendar

Add a Resource Calendar to your Calendar List

Schedule a Room / Resource via Google Calendar

Add a Co-Worker’s Calendar to your List

Invite Guests to an Event via Google Calendar

Share your Work Google Calendar with Family/Friends

Back to Top

Advanced Google Calendar Features

For additional help with Google Calendar you can access the Google Help Forum:

https://support.google.com/calendar/?hl=en#topic=3417969 

Looking at your Google Calendar

The list below includes information about the toolbar at the top of your Google Calendar.

  1. Click on TODAY to return to today’s events
  2. Use the  <  to go back in time on your calendar and  >  to go forward in time on your calendar.
  3. Current month you are viewing
  4. Search your calendar by event name
  5. Choose your calendar view to see events by Schedule, Day, Week, Month, Year
  6. Takes you into your Calendar Settings

Back to Top

Create an Event in Your Google Calendar

Open a new tab in a Chrome browser

Click the Google App symbol (aka the waffle)

Google options will open up.  Select Calendar

 To create a new event in the bottom right corner click on the + symbol

A new page will open. You will complete the event details.

 Add title.  Select Date and Time.

If you need to change the time listed, you can type in the box (for example 1:25 pm)

By default you will receive a pop-up Notification 10 minutes before the event in your Google Chrome browser when the Calendar is open in another tab.

You can edit the Notification to be an Email, Add (another) Notification, and adjust the time you receive the Notification.

By default your Calendar will list you as Busy to anyone who views your Calendar.  You can change this if you are creating an event as a reminder/task for yourself by clicking on the dropdown arrow.

Add details and information to your event in the Text Box.

You can

  • add an attachment (paperclip icon)
  • change the text using the text features in the toolbar
  • add a hyperlink (link icon)

When you are done, click Save 

Back to the Top

Add a Resource Calendar to your Calendar List

You can add a Resource calendar to your list and view availability of rooms and resources before reserving them (for example: Chrome carts, Library, and Labs).

To view the video tutorial click here: https://goo.gl/y5Yib2 

Open a new tab in a Chrome browser

Click the Google App symbol (aka the waffle)

Google options will open up.  Select Calendar

 Locate the + sign on the left side of your Google Calendar

Scroll down to Browse resources

This will open a new page -  Calendar Settings 

Scroll through the list. Add each calendar you want by selecting it. A blue check will appear in the box.

To return to your calendar click on the arrow.

Calendars you added will be listed under Other Calendars on the left side of your screen.

To view events on the calendar(s) check the box. Each event will match the color of the box. It will lay a layer over your calendar. To remove a layer uncheck the box.

Note below the EXTRA DETAIL when looking through the Resource List and adding calendars:

IF you need to remove a calendar from your list uncheck the box. A pop-up will appear. Click on REMOVE CALENDAR. This will take it off of your list, only.

You will not delete the calendar from the system.

Back to the Top

Schedule a Room / Resource via Google Calendar

Once you are able to view the Resource calendar and Room availability you can schedule an event.  To view the video tutorial click here: https://goo.gl/y5Yib2 

Open a new tab in a Chrome browser

Click the Google App symbol (aka the waffle)

Google options will open up.  Select Calendar

 To create a new event in the bottom right corner click on the + symbol

A new page will open up.  Add title.  Select Date and Time.

Guests is selected by default.  Click Rooms.  The rooms and resources will now be available to choose.

Select the room / resource you want to use

 If the item you are looking for is not available for the selected time, it will not show on this list.  

To change this, select the drop down “Available rooms only”, change to “Include unavailable rooms”.

If the room is unavailable it will show in red with a strike-through

If you want to schedule a repeat event (for example Typing Time every Thursday) click the dropdown arrow next to the words Does not repeat and choose your repeat option.

Check your work!

  • Did you include a title?
  • Is your date/time correct?
  • Did you choose your Room/Resource?
  • Did you check the Resource calendar to make sure the date/time you want is available?

 When complete, click Save

If you reserved the room correctly it will appear in your calendar and on the Resource calendar.

If the resource is not available the event will appear on the Resource calendar with a strikethrough. 

On your calendar the location will have a strikethrough.

To remove the event you need to click on the event in your calendar, click on the pencil and then edit or delete the event.

 

Tutorial Video - Scheduling a Repeat Event with Resources or Rooms

Back to the Top

Add a Co-Worker’s Calendar to your List

Add a calendar for someone in the Seymour Community School District so you can collaborate on lessons, activities, and shared schedules.

Open a new tab in a Chrome browser

Click the Google App symbol (aka the waffle)

Google options will open up.  Select Calendar

Locate Add a coworker’s calendar on the left side

Begin typing their name. A list will appear. You can continue typing or select by clicking on a person’s name.

Their calendar will appear under your list of Other Calendars.

To view your co-worker’s calendar check the box next to their name.

It will add a layer over your calendar. You will be able to view when they are available or busy. To remove the layer uncheck the box next to the person’s name.

Back to the Top

Invite Guests to an Event via Google Calendar

If you are scheduling an event/meeting and what others to attend you can invite them via your Google Calendar.

  1. Open a new tab in a Chrome browser

  1. Click the Google App symbol   (aka the waffle)

  1. Google options will open up.  Select Calendar

  1. To create a new event in the bottom right corner click on the + symbol

  1. A new page will open up . Add an event title.  Select Date and Time.

  1. Guests is selected by default.  Begin typing a person’s name. A list will begin to appear. Select a person’s name to add them to the guest list. You can add more guests in the same way.

  1.  If the guest is not available for the selected time you can search for a common open time for all guests.  Click on Suggested Times and a list of dates/times will appear. Click on a date/time to update the calendar event.

     

  1.  When complete, click Save

9.   You will get a message asking if you want to send an invitation to your guest(s). Click SEND

Back to the Top

Share your Work Google Calendar with Family/Friends

To share your Seymour Google Calendar with people outside of SCSD you need to grant them permission. To view the video tutorial click here: https://goo.gl/h213UV 

Open a new tab in a Chrome browser

Click the Google App symbol   (aka the waffle)

Google options will open up. Select Calendar

Click on the 3 dots … (ellipses) next to your work calendar name.

Choose Settings and sharing

Scroll down the page to the section Share with specific people

Click on ADD PEOPLE

     

Enter your family/friend’s email address

Click on the dropdown arrow to assign calendar Permissions 

Select the permissions you want to allow family/friends to have.

Click SEND

Back to Top

Advanced Google Calendar Features

These features are part of Google Calendar.

Feature A

When creating an Event you can color code it using the dropdown arrow and selecting a different color.

Feature B

By default your Event Visibility to any student or employee in Seymour Community School District is going to show when you are busy.

You can change the event setting if you want others outside SCSD to be able to view when you are busy - changing it to Public. You can also make the event Private. Click on the dropdown arrow and choose your event visibility.

Feature C

You can change your Google Calendar default settings and more.  To access click on the three dots … (ellipses) next to your calendar name.

Click on Settings and sharing.

Special Note You can change the color of events on your calendar by choosing a different radio button.

A page will open with the following options.

  1. Calendar Settings - provides details about your calendar
  2. Access Permissions - by default only people inside the SCSD organization can see you as free/busy.
  3. Share with specific people - add or remove people who can see your calendar, including if they see you as free/busy or can view all event details
  4. Event notifications - change the default for how you get an event reminder
  5. All-day event notifications - create a reminder for your all-day events
  6. General notifications - update how you get notifications for new, changed and canceled events, and your daily email agenda

You do not need to refer to Integrate calendar or Remove calendar.

Back to the Top