Calendar Basics:

Scheduling, invitations, attachments, & printing

Your calendar view

Open Google Calendar, by clicking the Calendar link at the top of your Gmail window, or by going to:

You'll see your calendar weekly view. For example:

To change your calendar view, click the tabs in the upper-right corner of the view:

Schedule a meeting

You can schedule a meeting by clicking the Create Event link or by just clicking right on your calendar view.

1. Open Google Calendar.

2. Do either of the following:

Option 1: In the upper-left of your calendar, click Create Event to open the event details page.

Option 2: Or, click a spot on your calendar to create a 1-hour event, or click and drag to create an event of more than 1 hour. Then type the event title in the box. For example:


Click Create Event to immediately publish the event, or click edit event details to continue setting up the event.

3. Enter details, such as recurrence, attendees, an agenda, and a reminder.

4. Click Save.

Invite attendees and enter meeting details

If you've already scheduled and published your meeting, you can edit its details by clicking the title of the meeting on your calendar:

Note: Once you've finished entering meeting details, click Save at the bottom of the meeting details page.

To invite attendees:

1. Open your meeting.

2. Click the Find a time tab:

3. On the Find a time tab, click Guests, and then enter the first few letters of an attendee's full name to look up the address in your corporate directory. Select the attendee to add the attendee to your Guests list:


To make an attendee optional:

1. After you’ve invited attendees, click the “Make some attendees optional” link:

2. Click the icon to the left of each attendee whom you want to make optional:

Optional attendees will the label “optional” to the right of their names in their invitations.

To check the availability of attendees:

1. Click the Find a time tab, which shows the free/busy information for any employee. The blue box represents the scheduled time for your meeting:

If necessary, use the date and time options at the top of the tab to change the time for your meeting. Or, simply drag the blue box to a time available to all attendees.

Tip: To show or hide an attendee’s meetings, click the attendee’s name in the Guests list to deselect it:

2. Optionally, allow or prevent attendees from inviting more people to your event or viewing who else was invited, by selecting options below the Guests list:

3. To delete an attendee, click the blue cross to the left of the attendee’s name:

4. Click Save.

Google Calendar asks you whether you want to send invitations to the attendees. Your attendees can respond to the meeting invitation and leave comments.

To book a room or other resource for your meeting:

1. Open your meeting.

2. Click the Find a time tab:

3. On the Find a time tab, click Rooms, etc., and then do either of the following:

Tip: If you’d like to see rooms that are already booked, deselect the Show only available check box. Available rooms have a green indicator, and unavailable rooms have a red indicator:



5. To book a resource or to see all of its free/busy times, click Add. If you need to change the time for your meeting, use the date and time options at the top of the Find a time tab.

6. Click OK.

To add a color to your meeting:

Note: Use colors to highlight or categorize meetings on your calendar. Attendees won’t see the color you choose; however, they can also choose a color for their own calendars.

1. Open your meeting.

2. Under Event color, select a color for your meeting:

To set a reminder for your meeting:

1. Open your meeting.

2. Under Reminders, choose the type of reminder you want (pop-up or email message) and when you want to receive it:

To add more reminders, click Add a reminder.

To set up a recurring meeting:

1. Open your meeting.

2. Select the Repeat check box:

3. Choose options on the Repeat dialog box:

4. Click Done.

Add a file attachment to a meeting invitation

If you want to attach a file to your meeting invitation, you can add a link to any document or file you own or that’s shared with you in Google Docs. (Note that Google Calendar currently doesn't let you attach a file directly to a meeting invitation.)

To attach a Microsoft Office or PDF document, just upload it to Google Docs (and optionally convert it to Google Docs format), and then add the document to your event. If you haven’t already uploaded the document, you can do that when creating or editing your event.

1. Make sure the Event attachments Calendar Lab is enabled: Click the gears icon in the upper right > Calendar settings > Labs.

2. Open your meeting.

3. In the meeting details, click Add attachment.

4. In the “Select a file” dialog box, browse or search for the file in your Google Docs directory.

 to open your list of documents in Google Docs.

5. Select one or more documents, and then click Select.

Your attachment is added to the invitation. For example, here’s an invitation with both an attached Google presentation and a Microsoft Word document that was uploaded to Google Docs:

Note: Alternatively, you can add attachment using either of these methods:

Print your calendar

1. Make sure the calendars you want to print are selected in your list under My Calendars. If not, simply select the calendars to highlight them.

2. At the top of the calendar view, select the view you want to print; for example, Day or Week, and then click Print.

In the Calendar Print Preview window, you can select a range of dates, the font size, page orientation, and other options.

3. Select the options you want, and then click Print.