Using Google Groups with Google Calendar

Google Groups integrate with Google Calendar and can serve as mailing lists. This is helpful when you want to add an event to a shared calendar (e.g., HuBMAP Internal Events calendar) and sent that event out to the members of a specific Google Group, using it as a mailing list.

To make this work, you need two pieces of information:

• The Calendar ID for the shared calendar
• The name of the Google Group that will serve as the mailing list

Locate a Calendar ID

For any calendar to which you are subscribed, you can find the calendar ID under Settings >Integrate calendar.

There are two ways to access this setting:

• Select the Options for any calendar in the left pane, then select Settings and scroll down to Integrate calendar

OR…

• Select the Settings menu at the top of the window, then select a calendar in the left pane, and scroll down to Integrate calendar.

Google calendars for HuBMAP include the HuBMAP Internal Events calendar (primary) and the HuBMAP Public Events calendar.

Add a Shared Calendar to Your Own

To create a new Calendar event to send out to a Google group, first, add the desired calendar (for example, HuBMAP Internal Events calendar) to your personal Google calendar using the Calendar ID:

1. In the left panel of Google Calendar, under “Other calendars”, click the plus sign (+) to Add other calendars.

2. From the pop-up menu select “Subscribe to calendar.”

3. Type or paste the calendar ID in the Add calendar field.

• The calendar ID is a string of characters ending in “@group.calendar.google.com”:

• c_i4gq3bhls6r216kfe4bf00sm6k@group.calendar.google.com

• Press Enter.

4. The name of the added calendar should display.

• In the Add Calendar field (calendar properties shown here) as well as
• In the left panel list under “Other calendars”:

5. You can add this calendar as a guest when creating any calendar event.

Add an Event on a HuBMAP Calendar

To add an event to a HuBMAP calendar, add the event to your home calendar and include the HuBMAP calendar as a guest.

1. Click into the desired date on your personal calendar to create an event.
2. A window displays to select settings for your event:

• Enter a short title.

 Important: Be sure to start the event title with HuBMAP! This helps set these events off from other similar events. 

• Click “Add time” or “Find a time” to set a time frame for the event.

• The calendar selects an event time based on local time.
• Scroll to select a different time.

• Click “Add guests” to add them, one at a time, to the event.

• Enter (or paste) the Google Group name as one "guest".
• Next, press Enter.

• For any group, the number of members displays: e.g., (5).
• Select the down arrow (∨) to expand the group to a list.

• The members of the added group display:

• Note: The camera icon () denotes members who are joining virtually, that includes the host.
• Guests for whom the meeting time is outside their working hours show the moon icon ().

• Enter the calendar name as the other “guest” for the event.

• Start typing part of the calendar name (e.g., “Hu…”), matching items will display.

• Select the calendar name.

• The name of the group (HuBMAP Internal Events — as shown above) changes to the calendar ID once added:
• With the guests added, you can also…

• Modify guest permissions
• Add video conferencing
• Add a room or location
• Add an event description or attachment

• All these settings are optional!

3. Click Save to add the event to your calendar and the “guest” calendar.
4. A dialog displays, asking if you want to send email invitations to the calendar guests:

• Click Send

5. You may also see a dialog about “Guests outside your organization”:

• Click Invite all guests

6. The event will display on both your calendar and the guest calendar.

Note: Deleting an event on your Google calendar, also deletes it on the “guest” calendar.

You can manage Calendar invites via:

1. Google calendar
2. An email / calendar client

Working Group members can manage events via their own WG calendars, or they can manage them via the calendar on the HuBMAP Member Portal.