Calendar

Chapter 2: Add appointments and events

Table of Contents

Create a calendar entry with start and end dates

Overview

Click and type to create a calendar entry

Create from your calendar list

Create a calendar entry using ‘Quick Add’

Delete or remove a calendar entry

Categorize events using colors

Change the default length of events

Create a calendar entry spanning one or multiple days

Overview

Create a calendar entry spanning multiple days

View ‘All Day’ events in your calendar

Edit the day duration of a calendar entry

Create an ongoing or repeating calendar entry

Overview

Create a repeating calendar entry

Use ‘Quick add’ to create recurring events

Change and customize recurring calendar entry details

Delete or remove recurring events

Create entries in different calendars

Overview

Move a calendar entry to a different calendar

Copy an entry to a different calendar

Appointment Slots

Setting up an appointment slot

Make appointments

Add email, SMS, pop-up reminders

Types of notifications

Customize notifications for all entries in a calendar

Customize notifications for a single calendar entry

Cancel all notifications for a calendar

Cancel an event notification

SMS notifications

Register mobile phone for SMS with Google Calendar

Cancel SMS notifications

Create a calendar entry with start and end dates

Overview

Google Calendar makes it easy to schedule meetings, appointments, classes, or events with specific start and end times. A 'calendar entry' is considered to be anything that you would add to your calendar - be it a 2 day conference, a 1 hour meeting, or a 3 hour dinner. You can schedule all of these things on Google Calendar, and even have entries overlap with each other. 

In this lesson you will review the various ways you can create a new calendar entry, just follow these steps:

  1. Click and drag on your calendar screen.
  2. Use the Create Event link.
  3. Create from your calendar list.
  4. Create from an SMS message.
  5. Use the Quick Add link.

Click and type to create a calendar entry

The easiest and most intuitive way to create a calendar entry is to click on your Google Calendar window, just follow these steps:

  1. Click on the day that you'd like to create a new event using the mini calendar (you can skip this step if you are already seeing the day in the main screen).
  2. Click on the time you want your entry to start – if the event spans over or under an hour, click and drag.
  3. Type the title and event time for your new event in the box.
  4. Finally, click Create Event to publish the event to your calendar immediately, or click Edit event details to add additional information.
  5. You should now see the event appear on your calendar.

Note: You can edit your event titles directly from the event bubble (without having to click on 'More details')

Create from your calendar list

You can also create a calendar entry directly from your calendar list on the left side of your Calendar window, just follow these steps:

  1. In the calendar list on the left, click on the down-arrow button next to the appropriate calendar.
  2. Select Create event on this calendar.
  3. This will bring you directly to the full event details where you can enter information about your event.
  4. On this page, you can add guests, change a reminder setting, and invite other users to your event.
  5. From this page you can also choose to change the time zone of the event.
  1. Once you've entered the appropriate information and selected the desired settings, click Save.

Create a calendar entry using ‘Quick Add’

To help simplify the calendar entry, 'Quick Add' lets you type in a single sentence and then interprets what you entered and adds the appropriate calendar entry.

For example, if you type in something like [lunch with Mr. Rodriguez at faculty lunchroom 11:30 A.M. Tuesday], Quick Add can figure out what you mean and pop the new event right onto your calendar.

To access 'Quick Add' you can click on the Quick Add link on the left side of your calendar info or type the letter 'Q'.

The recipe for events is to enter 'what,' 'who,' 'where,' and 'when' (only 'what' and 'when' are required).

More tips for using Quick Add:

If you have a name of a location that includes a date or time word, such as 'Taco Tuesdays' or 'Café 3pm,' use quotation marks around the name to avoid Quick Add from creating the event on Tuesday or at 3pm.

If you enter a time with no date, Quick Add will create the event on the earliest date that puts the event in the future; the present day if the time is later, or the next day if the time has already passed:

If you do not enter a start time or end time, Quick Add will create an All Day event:

If you don't enter an end time, Quick Add will create a one hour long event:

You can specify start and end times using either time ranges or time intervals:

Multi-day events can be specified using date ranges:

If you'd like someone added to the guest list, enter his or her email address.

Three-letter time zone abbreviations can be recognized following the time:

You can use the 'Quick add' link or feature to also create recurring events.

Delete or remove a calendar entry

To delete or remove an event from your calendar, simply click the event to display the event bubble (alternatively, click on the event title to view the event details page). You'll then see a link to either remove or delete the event from your calendar.

Depending on your ownership of the calendar entry, you'll see one of these link options:

Categorize events using colors

If your calendar ends up full of many different types of events there’s now an easy way to categorize them using colors.

Just click on an event, then click the colored square in the top left of the pop-up bubble and pick a new color. If you don’t see this option quite yet, hang tight — it'll be there for everyone within the next day or so.

Only you and anyone else you’ve given edit access to your calendar will be able to see the colors you choose.

Change the default length of events

If you frequently create 15 minute meetings rather than the default meeting length of one hour, you can make 15 minutes the default length for all your events. This way, you don’t need to click into the event page to change the duration every time.

You can change the default length of your events from the Calendar settings page. Next to the “Default meeting length” option, choose the length you’d like from the drop-down menu on the right. From there, you can also enable “Speedy meetings,” which automatically shortens events that are 30 minutes or longer to allow you to prep for your next meeting or get to your next appointment if you have a packed schedule.

Create a calendar entry spanning one or multiple days

Overview

Often times there are things that needed to be added to the calendar that do not have a specific start or end time.

For example, perhaps you would like to note which week you set aside for class presentations, vacation, school testing, or parent/teacher conferences. Or you would like to mark that a certain day is the end of the semester, the due date for grades, a birthday or anniversary.

These types of calendar entries are referred to as "All Day" events – an "All Day" event is an event that lasts for an entire day or multiple days.

Create a calendar entry spanning multiple days

You can create an All Day event in a few different ways:

From your calendar window, follow these steps:

  1. In the default 'Week' view, click on the day in the space above the list of times (this area is enclosed by a blue box). This is the open space reserved for 'All Day' events.
  2. If you want the entry to span multiple days, click the day and drag until the end day.
  3. Name your calendar entry.
  4. To add more event details such as a description, location, guests, and reminders, click 'Edit event details.' If you are fine with just entering a name, click Create Event.
  5. All Day events will automatically be marked as 'free' in the Show me as section. This will not block out the day on your calendar to prevent future scheduling. If you would like to block off the time during the day for your event, select Busy from the drop down next to Show me as.
  6. If you are in the Event Details page, add the relevant information and click Save.

From the 'Create event' link, follow these steps:

You can also create a new calendar entry using the Create Event link on the left side of your Calendar window:

  1. Click on Create Event in the left column of your calendar.
  2. This will bring you directly to the full event details where you can enter as much information as you'd like about your event.
  3. Check the All Day box.
  4. If you would like the entry to span multiple days, click the second date box and choose your end day.
  5. On this page, you can also add guests, change a reminder setting, and publish your event to other users.
  6. Once you've entered the appropriate information and selected the desired settings, click Save.

View ‘All Day’ events in your calendar

When you're viewing your calendar, All Day events are listed at the top of each day, above the list of times. This area is surrounded by a blue box to mark that they are all day events, not part of a specific time of that day.  

You can choose to expand or collapse the section by clicking the + on the left side of the event grid.

When the All Day event section is collapsed, you can view the All Day events for a specific day by clicking the shaded bar with the down-arrow (just beneath the date) for the day in question.

A pop-out will appear, showing you all of the All Day events scheduled for that day.

Edit the day duration of a calendar entry

Once you have created a multi-day calendar entry, you can easily modify the start or end-dates just as you would for an entry with a specific start and end time.

To modify the start and end day of a calendar entry, follow these steps:

  1. Click on the All Day event in the 'All Day' event section at the top of the day.
  2. Click Edit event details.
  3. To change the start date, click the first date box and select your desired start date.
  4. To change the end date, click the second date box and select your desired end date.
  5. You may make any other changes to the calendar entry here, including the event name, description, location, guests, and reminders.
  6. Once you're made all the changes to the calendar entry, click Save.

Create an ongoing or repeating calendar entry

Overview

In some cases, you may have an appointment or meeting that occurs every week on the same day, at the same time. Or you created calendar entries for your classes which meet at the same time everyday. With Google Calendar you can create a single event and then specify how often it repeats so you will not have to enter in the same information over and over.

You can choose which unit of time you would like the calendar entry to repeat - specify how many days, weeks, or even months.

For example, you can have a calendar entry for vocabulary tests occurring on Tuesdays and Thursdays, another for progress reports occurring ever 6 weeks, or a department staff meeting occurring on the first Tuesday of every month.

Create a repeating calendar entry

To create a repeating calendar entry, follow these steps:

  1. Create an event and go to the event details page. Review the first lesson in this chapter to learn how to create an event.
  2. Check the check box - Repeat.
  3. Select from the drop-down the type of interval you will use for repetition:
  1. There are some preset repetitive options available:
  1. You can have the event repeat indefinitely, choose to end the events after a set number of occurrences or select an End date and type or choose a date when you would like this calendar entry series to end.
  2. Fill in the rest of the event details.
  3. Click Save.

If you don't see your preferred interval, please select the closest appropriate interval. Additional customization options will then appear.

Please note: At this time, the maximum number of instances allowed for a recurring event is 365. After 365 occurrences, you will need to create a new recurring event (that can have the same information) on your calendar.

Use ‘Quick add’ to create recurring events

You can use the 'Quick add' link or feature to also create recurring events. Review how to create an event with 'Quick Add' »

When creating recurring events, the time expression has three parts: the start, the repetition, and the end.

Example: [Literature 101 Monday at 10 am repeats weekly for 12 weeks].

The start is 'Monday at 10 am,' the repetition rule is 'repeats weekly,' and the end is given by '8 weeks.'

Quick Add understands many kinds of repetition rules covering daily, weekly, monthly, and yearly repetitions. Examples are given below. We also encourage you to try various texts to explore this feature further.

To create a weekly recurring event:

To create a monthly recurring event:

To create a yearly recurring event:

To create an event that repeats a certain number of times:

When entering recurring events, don't enter a location in the middle of a time expression. For example, don't enter [debate practice every Tuesday at room 38 at 4pm]. This event should be entered [debate practice at room 38 every Tuesday 4pm].

Also, if you do not specify an end date, duration, or number of times the recurring event occurs, it will repeat for 365 times, which is the maximum number of instances currently allowed for a recurring event.

Change and customize recurring calendar entry details

After creating a recurring event, you can modify the additional details including a detailed event description, location, reminders, and invited guests, just as you would any other calendar entry.

Upon saving the event, there will be a few options of how to apply the new detail information:

Event descriptions allow you to include URLs and more text to the event, perhaps adding an agenda, lesson plan, meeting notes, FYIs, etc.

To add or modify an event description:

  1. Click on the calendar entry you would like to edit
  2. Click Edit event details.
  3. Click on the "Description" box and start typing
  4. Click Save when finished.

You can also include a location, which will add a link to a Google Map.

To add or modify an address or location:

  1. Click on the calendar entry you would like to edit
  2. Click Edit event details.
  3. Click on the "Where" box and type a location (you can do a full street address, or just a city)
  4. Click Save when finished.

You should now see when you click on that calendar entry a link to a that location on a Google Map.

You will learn more about event reminders later in this chapter. Recurring events will repeat for 365 times, which is the maximum number of instances currently allowed for a recurring event.

Delete or remove recurring events

To delete or remove an event from your calendar, simply click the event to display the event bubble (alternatively, click on the event title to view the event details page). You'll then see a link to either remove or delete the event from your calendar.

Depending on your ownership of the calendar entry, you'll see one of these link options:

Keep in mind that there are several options to consider when deleting a recurring event:

Create entries in different calendars

Overview

If you have created (or been given access) to multiple calendars, you can choose which calendar with which you would like your entry to be associated.

For example, you might create 2 calendars for your class: a 'homework' calendar and a 'class' calendar. The homework calendar is strictly for due dates of assignments, while the class calendar has the daily class schedule and other information. This can be helpful to showcase different types of information for students or parents. Sometimes you may want to enter a due date for a project, other times you may want to add an entry about a class field trip. When you create the new calendar entry, you can choose which calendar that event is associated with.  This also allows you to differentiate events with colors -- you can choose a different color for each calendar.

To create an event from your calendar window, follow these steps:

  1. Click on the appropriate day and time for your event (click and drag for desired duration).
  2. Click on the dropdown menu beneath the 'What' next to 'Calendar'.
  3. Select the calendar you would like the event to be associated from the list.
  4. Click Create event or click Edit event details if you would like to add a description, guests, reminders, or a location.

To create a calendar entry directly from your calendar list on the left side of your Calendar window, follow these steps:

  1. In the calendar list on the left, click on the down-arrow button next to the appropriate calendar.
  2. Select Create event on this calendar. The calendar entry will now be associated with this calendar.
  3. This will bring you directly to the full event details where you can enter as much information as you'd like about your event.
  4. Once you've entered the appropriate information and selected the desired settings, click Save.

Move a calendar entry to a different calendar

Sometimes you might create an event and realize you'd like to switch the calendar that it's on. Once you have created an event, you can always switch the calendar with which it is associated.

For example, when adding a new due date for a class project to the 'homework' calendar, you accidentally leave the selected calendar as the 'class' calendar. You can easily edit the calendar entry details to switch the associated calendar back to 'homework.'

To move an event to a different calendar, follow these steps:

  1. Click on the event.
  2. Click the Edit event details link.
  3. Select the desired calendar from the drop-down menu in the 'Calendar' section.
  4. Click Save.

Copy an entry to a different calendar

If you have access to different calendars, there may be a time when you would like to add an event on someone else's calendar onto your own.  When you "copy" an event the event still exists on the original calendar, a duplicate entry is just created on your calendar.

For example, if the school calendar has a calendar entry for testing or finals week, you may want to copy that calendar entry onto your own personal calendar so that you have record of it. Or if there is a meeting scheduled on the department calendar that you would like to include on your own, you might want to copy all the event details.

To copy an event to one of your calendars:

  1. Click on the event you would like to copy (if it's from a friend or colleague's calendar, you will need to have it 'turned on' so you can see it in your calendar view).
  2. Click copy to my calendar.
  3. This will open up the 'Event details' page with all the same information from the calendar entry.
  4. You can select which calendar this entry will be associated with by selecting the calendar name from the drop-down next to 'Calendar.'
  5. You can also make any changes to the event as you would any other event you created.
  6. Click Save.

You can also copy an event from a calendar entry while you are viewing the event details. This can be useful if you weren't sure you wanted to copy the event right away, but wanted to view the guest list, location, or event description.

To copy a calendar entry from the 'Event details' page:

  1. Click the More Actions drop down menu.
  2. Select the calendar you would like the event to be copied to from the  'Copy to my calendar' list.
  3. This opens up a new 'Event details' page for your event. Edit the information as you would any other calendar entry.
  4. Click Save.

Please note: the copy of the event will be a copy at the moment that you create the copy -- any future changes to the original event will not be reflected in the copy.

Appointment Slots

The Appointment slots feature lets you set time slots on your calendar that other people can book from their own Google Calendar

Examples of use:

This is a handy tool with many possibilities! Read on to learn how to set up and start using it.

NOTE: Users must have a Google Calendar account to book an appointment.

Setting up an appointment slot

You can set up an Appointment Slot when you're viewing Calendar in Week view or any Day view. The Appointment Slot option won't show up if you're viewing Calendar in 2 week, 3 week, 4 week, Agenda, or Month view. Learn More about Calendar views and how to set custom view options.

To start, you’ll need to set a time slot that you’d like to make available for appointments. To do that, follow these steps:

  1. Sign into your Apps Calendar account
  2. Click anywhere in the calendar grid. In the event bubble that pops up, click Appointment slots.
  3. Indicate the details for the appointment slot using these fields:
  1. If you’re all finished, click Create slots on the bubble, or continue to the next step to add more details to your appointment slot.
  2. Click Edit details to open the appointment slot details page and add more information, such as a location or description, or to make the appointment slot repeat. To make the appointment slot recur, click the Repeat checkbox to choose your settings. Read more about repeating events here.


  3. If other people should be present during the appointment slot, you can invite them using the Add Guests field. For instance, a professor may want their assistant to be there during office hours and could invite them using this feature.
  4. When you’re finished, click Save.

You’re set up! Your appointment slot will display as a single event on your calendar and the calendars of any invitees. You’ll be able to distinguish the appointment slot from other events by its striped pattern. Once actual appointments are booked, they’ll appear as regular events overlapping with the striped appointment slot.

Make appointments

To let people start booking appointments, simply direct them to the appointment page. You can find the URL for it at the top of the appointment slot details page.

Visitors to this page will see a calendar showing the available appointments. They’ll also see their own calendar overlaid on the appointment page, making it easy to see what times work for them.

To book an appointment, visitors simply click one of the available appointment buttons and click Save. Visitors can also edit other fields in the popup to make changes to the title, location, and event description.

Appointments that have been booked won’t be visible to future visitors to the appointment page.

Attendees can cancel their appointment by deleting or declining the event on their own calendar, which will appear as a decline on your calendar. The appointment then becomes bookable for future visitors to the appointment page.

Add email, SMS, pop-up reminders

Types of notifications

Google Calendar offers different options for receiving event reminders. You can choose to receive your event reminders via SMS messages, emails, or pop-ups within the web browser window of Google Calendar itself.

In Google Calendar, there is an 'Event Reminder' section in the 'event details' page for any calendar entry. Within that section, you can add several 'notifications.' In other words, you can use several 'notifications' for a single event. We will review how to set different types of notifications.

Setting notifications can be useful for a gentle due date reminder (set a few days before the due date calendar entry) or 15 minute reminder before meetings, giving you enough time to pack up your things and prepare your materials for your next class.

Google Calendar allows you to customize the notifications for all events within a calendar, or you can specify notifications for individual events.

For example, you may want to have only a 15 minute 'pop-up' appear for entries occurring in your personal calendar, but 2 day email notifications for entries in your 'school events' or 'field trips' calendar. You can also have more control over events within the calendar - adding an additional email, SMS, or pop-up reminders as you see fit.

Google Calendar offers a variety of notification options for both email and SMS. You can set notifications for any of the following:

Customize notifications for all entries in a calendar

To customize your reminder settings for all entries occurring in one of your calendars, follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Notifications. (Alternatively, click the Settings link at the bottom of the calendar list, then click the Notifications link to the right of the appropriate calendar).
  2. In the Event reminders section, select the reminder method from the drop-down menu and enter the corresponding reminder time (between one minute and four weeks). If you'd like to add additional default reminders, simply click Add another reminder.
  3. You can also choose to be notified of specific activities on the calendar by selecting the appropriate options in the Choose how you would like to be notified section.
  4. Click Save.

Please note: when you make changes to the reminder settings for events on your calendar, the changes will only apply to you. Invited guests or those who have access to the events will receive reminders according to their own Google Calendar reminder settings.

This means your students will not automatically receive reminders even if you set the 'Homework' calendar to have a day-before email reminder. The students would need to set this reminder themselves.

Please note: Reminders for 'All Day' events are based on 5:00 pm the day before the event (according to your current time zone). So, if you choose to receive your reminder 10 minutes before your 'All Day' event on August 24th, you'll be reminded on August 23rd at 4:50 pm.

Customize notifications for a single calendar entry

To change the reminder for a particular event, follow these steps:

  1. Click on the event.
  2. Select the more details or edit event details link in the event bubble.
  3. In the Reminders section, select the appropriate reminder method from the drop-down menu and enter the desired time (between one minute and four weeks).
  4. Click Save.

Please note:  when you make changes to the reminder settings for events on your calendar, the changes will only apply to you. Invited guests or those who have access to the events will receive reminders according to their own Google Calendar reminder settings. Again, if this is for a calendar that others are subscribed, such as a homework or class calendar, the notification settings will only apply to you, not those who are subscribed to the calendar. They will have to make the reminder notification changes themselves.

Cancel all notifications for a calendar

If you wish to disable all of the event notifications for a specific calendar, follow these steps:

  1. In the calendar list on the left side of the page, click the down-arrow next to the appropriate calendar and select Notifications. (Alternatively, click the Settings link at the bottom of the calendar list, then click the Notifications link to the right of the appropriate calendar.)
  2. Click the remove link next to each reminder set in the Event reminder section.
  3. Then, deselect any selected boxes in the Choose how you would like to be notified section.
  4. Click Save.

Please note: that when you make changes to the reminder settings for events on your calendar, the changes will only apply to you. Invited guests or those who have access to the events will receive reminders according to their own Google Calendar reminder settings.

Cancel an event notification

To cancel a reminder for a particular event, follow these steps:

  1. Click on the event.
  2. Select more details or edit event details.
  3. In the Reminders section click the "X" link next to the notification you'd like to cancel.
  4. Click on Save.

Please note: that when you make changes to the reminder settings for events on your calendar, the changes will only apply to you. Invited guests or those who have access to the events will receive reminders according to their own Google Calendar reminder settings.

SMS notifications

Google Calendar is a free product and Google doesn't charge you to receive notifications. Please keep in mind that if you're in the US or Canada, your mobile service provider's standard rate for receiving text messages may apply.

If you have any questions about the rate, please contact your service provider for more information.

Once you have registered your mobile phone for SMS, SMS will appear as an option in the drop down menu for event reminders. You can add SMS notification by going to the event details page, adding an event reminder and selecting SMS from the drop down menu.

Register mobile phone for SMS with Google Calendar

To register your mobile phone with Google Calendar, you need to obtain a verification code. Here's how:

  1. Click Settings at the top of any Google Calendar page, then select the Mobile Setup tab.
  2. Select your country from the 'Country' drop-down menu.
  3. Enter your phone number in the 'Phone number' field.
  4. Select your carrier from the drop-down menu, if applicable. However, if you see the link See Help Center for supported providers, please check if your provider is supported before requesting your verification code.
  5. If your carrier is supported, click the Send Verification Code button, and you'll get a text message on your phone.
  6. Once you receive this message, enter the code you received into the 'Verification code' box and click the Finish setup button.

Now SMS will be an option in the event reminders drop down and in the notifications tab for default event reminders

Cancel SMS notifications

To disable Google Calendar's SMS notification feature, follow these steps

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Notifications. (Alternatively, click on Manage calendars at the bottom of the calendar list, then click the appropriate Notifications link.)
  2. Un-check the boxes in the SMS column in the 'Choose how you would like to be notified' section.
  3. Click Save.

Also, if you'd like to stop the delivery of SMS notifications via your mobile phone for all of your calendars, simply send the text "STOP" to the shortcode GVENT (48368). (This feature is only available for mobile numbers issued within the United States.)

Please note: when you make changes to the reminder settings for events on your calendar, the changes will only apply to you. Invited guests or those who have access to the events will receive reminders according to their own Google Calendar reminder settings.