Table of Contents
Create a personal calendar only you can see
While your Google Apps school account automatically creates a primary calendar for you, it can be useful to have several additional calendars to help organize the different parts of your life. The primary calendar that comes with your Google Apps account will be associated with the name and email address of your account, however you can create as many secondary calendars as you like. For example, you might want to have a "school/work" calendar that has all the events and appointments related to school (staff meetings, school events, 1:1 conferences, etc.). In addition, you may want to have a separate "personal" calendar for keeping track of events and appointments outside of work (a dentist appointment, dinner with a friend, exercise class, etc.).
These different calendars will not only allow you to see different information on your calendar (you can choose a color for "school" and a different color for "personal"), you can also set different privacy settings for the calendars allowing everyone at your school to see your 'school/work' calendar, while not allowing anyone to have access to your personal calendar.
Here we will review how to create a personal calendar with events and information that only you can see, ensuring that your information stays private from others at your school.
To create a new calendar, just follow these steps:
All of the calendars you create will be listed under 'My Calendars' on the left side of your page. For each of the calendars, you can add, delete, and edit events any time you like.
Please note: there's a limit to the number of calendars you can create at one time. If you're receiving an error message when creating additional calendars, please wait 24 hours before trying again.
For a personal calendar especially, you may not want anyone else to be able to see any of the event details. This means that nobody at your school can see the calendar entry name or details (if they can see your calendar at all.)
To ensure that the events on your calendar remain private, just follow these steps:
Finally, when creating events, make sure that the radio button next to either Default or Private is selected under 'Privacy' on the event details page. This will make sure that even if someone does have access to your calendar, they will only see that you are 'busy' and not see any of the event information.
Please note: if you invite someone to an event on your personal calendar, they will be able to view the event details for that event, but will not be able to see the rest of the calendar if you are keeping your calendar private.
Switch calendar views
Depending on your schedule, you may want to see what you have planned for the entire week or just tackle your schedule day by day. With Google Calendar, you can choose to view calendar information by day, by week, and by month. You can also get a list of calendar events using the Agenda view. Finally, you can also customize your calendar view to display as many days as you want in one view.
To change between different views, just click on the tabs in the top-right corner of your calendar. Or to quickly customize your view, just click and drag on your mini-calendar from your desired start date and drag to your desired end date.
You can also use keyboard shortcuts to jump to different calendar views, just enter one of the following keys while in your calendar window:
Please note: keyboard shortcuts must be enabled in your Settings to use the commands above.
The 'Day' view displays events for a single day. To use this view, click on the 'Day' tab in the top-right corner of your calendar.
Use the single arrows on the top-left corner of the calendar to move forward or backward by a day.
Click on Today to return to the current day, or select a date you'd like to view from the mini-calendar displayed on the left side of the calendar.
If you have an 'All Day' event, it will be displayed at the top of the 'Day' view enclosed in the 'blue box' area. If you have multiple All Day events, you have the option to hide or unhide them using the arrow to the left of the All Day event section.
While in any other view (Week, Month, Agenda, or the custom day), you can always switch to the 'Day' view by double-clicking on a day in the mini-calendar on the left.
The 'Custom View (Next 4 Days)' tab defaults to the next four days but is also customizable.
In this view, the current day (today) will be marked with a yellow background. If you have an 'All Day' event, it will be displayed at the top of the 'Day' view. If you have multiple All Day events, you have the option to hide or unhide them using the arrow to the left of the All Day event section.
Use the single arrows on the top-left corner of the calendar to move forward or backward by a four-day increment.
You can always switch to the 'Day' view for any particular day by clicking on a date displayed at the top of the 'Custom View (Next 4 Days),' view.
If you want, you can also alter the 'Custom view (Next 4 Days)' tab in the top-right corner of your calendar to create your own customized calendar view.
To create a customized calendar view for this tab, follow these steps:
Now the fourth tab will say whatever time increment you selected (i.e. if you selected 6 Days, the fourth tab will now say 6 days). To change this setting, repeat the steps above.
The 'Week' view displays events for the current week. To use this view, just click on the 'Week' tab in the top-right corner of your calendar.
The current day (today) will be marked with a yellow background. If you have an 'All Day' event, it will be displayed at the top of the 'Day' view enclosed in the 'blue box' area. If you have multiple All Day events, you have the option to hide or unhide them using the arrow to the left of the All Day event section.
Use the single arrows on the top-left corner of the calendar to move forward or backward by a week.
You can always switch to the 'Day' view (for any particular day) by clicking on a date displayed at the top of the 'Week' view or double-clicking on a date in the mini-calendar.
The 'Month' view displays events for the current month. To use this view, just click on the 'Month' tab in the top-right corner of your calendar.
The current day (today) will be marked with a yellow background. If you have an 'All Day' event, it will be displayed at the top of the 'Day' view enclosed in the 'blue box' area. If there are more events than what can be displayed, up or down arrows will appear.
Use the single arrows on the top-left corner of the calendar to move forward or backward by a month.
As with the 4 Day (Custom) or week view, you can always switch to the 'Day' view (for any particular day) by clicking on a date displayed at the top of the 'Month' view or double-clicking on a date in the mini-calendar.
You can quickly customize the view of your calendar to be as many or as few days as you like using the mini-calendar on the left.
This way you can quickly view 2 days at a time, or 2 weeks – you decide.
To quickly view a set of days on your calendar, follow these steps:
Please note: this will not be a default calendar view or the take the place of the '4 Days' tab in the top right. This is just a quick way to view multiple days in your calendar.
Use the 'Agenda' view to view all your events grouped by day. Unlike the 'Day' or 'Week' views, it does not show blocks of time, but rather lists the timing of each event beside the event name (i.e. 9am-9:30am)
To display the 'Agenda' view, click the 'Agenda' tab on the top-right corner of the calendar.
Today is indicated with a grey background. 'All Day Events' are displayed on the top of each day (notice there is no time duration listed, just a color that denotes which calendar the all-day event corresponds). If there are more events than what is displayed, you can scroll using the arrows on the right and then click the Look for more link if you'd like to view more events.
Each of the events listed shows the timing, the name, and some of the basic event details. You can click on the name of the event to expand it and show more structured information such as your status (if you are going), who else is part of the event, and a link to edit the event details or view more details.
If you would like to see all events with this additional information, you can click the Expand All link at the top left of the calendar view. To minimize all the event details, you can click Collapse All.
You can use the single arrows on the top-left corner of the calendar to move forward or backward to view more days. Click 'Today' to display the current day at the top of the screen, or select a day you would like to view from the mini-calendar displayed on the left side of the calendar.
You can easily switch to the 'Day' view by clicking on one of the date links.
Google Calendar by default opens to the 'Week' view. If you would like to change this and have Google Calendar open to a different view, you can change the default view in your settings.
To change your calendar's default view, follow these steps:
Use agenda view to create a lesson plan
In the agenda view, it's easy to have a full list of activities for each day. This can be particularly useful for detailed lesson planning. For example, you could add individual activities to each 15 or 30 minute increment of your agenda. The agenda items can also be linked to the course material relating to to that particular activity.
You can have this available readily for yourself, but it can also be useful for sharing with others. For example, you could print off the 'agenda' for a day and pass it along to a substitute teacher. Your lesson plans are not disrupted by your absence and then the substitute teacher has a detailed plan of action for the day.
To create a daily lesson plan in Google Docs, you will need to use new calendar entries (or 'events') to describe the activities you will be conducting. It can also be helpful to create a separate calendar for these lesson plans if you don't want to include these activities in a broad 'class' calendar that your entire class (students and parents) can view.
Let's say for a 50 minute class on Tuesday at 9:00AM you set aside 20 minutes for reading of a class book, 15 minutes for a written reflection, and a 15 minute class discussion. You would enter each of these activities into your calendar like so:
For the second activity:
For the third activity:
Now that you have created lesson plans in your "Lesson plan" calendar - you may want to view just this calendar and see it in the agenda view format (which will show the list of activities and the timing, instead of colored blocks of time).
To view only your 'Lesson plan' calendar:
Now you can see only the entries on your "Lesson plan" calendar in the agenda view.
If you would like to see the entries of your other calendars, simply click on their names in the My Calendars list. When they have a colored background, they will be visible in the Agenda view, and in all other views.
It can be helpful to print out your daily lesson plan to have on hand when you are not at a computer.
To print your lesson plan calendar, follow these steps:
You can also "attach" or link to Google Documents from the activity entry in your "Lesson plan" calendar.
This can be useful if you've created a document with discussion questions, a spreadsheet form/quiz, or a lecture presentation. By attaching the relevant documents, you can easily access them when viewing your lesson plan calendar.
To turn on the ability to attach Google Documents, follow these steps:
Now when you create an event and edit the event details, you will see a new section called Attachments with a link to "attach" a Google Document. This will add a link to a Google Document to your event.
Add and view other school calendars
If you frequently schedule meetings or appointments with someone, it can be helpful to have their calendar in your calendar list, allowing you to pull it up quickly. If you add another individual's calendar (provided they have set the appropriate sharing access), you will then be able to turn their calendar 'on' and 'off' to view within your calendar window.
To add a friend's calendar, follow these steps:
If the other teacher or student has opted to share his or her calendar publicly, it will then appear under 'Other Calendars' in the left column. If not, you'll see a message requesting access to your friend's calendar. Feel free to add a note to the request, then click Send Request.
If a friend has a private calendar, they can directly share their calendar with you by following steps in Chapter 5. Once your friend has granted you permission to view their private calendar, you'll receive an email confirming your access. The calendar will also automatically appear in your calendar list the next time you sign in to Google Calendar.
You can only add the 'primary' calendars of individuals using the Add a coworker's calendar box. If you would like to add someone's secondary calendar - such as a group, class, sports, or school calendar - you will need to add this by URL. You will need to know the URL of the calendar, which the owner of the calendar can send as reviewed in Chapter 5.
To add a calendar using its address, follow these steps:
Looking to fill your calendar with interesting information and events? Google Calendar offers a selection of calendars covering popular holidays, sports team schedules, and more.
To access a directory of these public calendars, follow these steps:
These interesting calendars are categorized into separate tabs, described below.
Are you planning an event, but unsure if the weather will cooperate? Google Calendar's Weather feature displays the weather forecast directly in your calendar to make it easier to plan upcoming events. Once the Weather feature is enabled in your Google Calendar, you'll be able to view the four-day forecast, including the expected highs and lows for each day.
To view weather forecasts in Google Calendar, follow these steps:
Once you've enabled the Weather feature, a Weather Calendar will be added to your calendar list. You'll also see weather icons in the upper left corner of today and the following three days in your calendar.
Each icon serves as a visual representation of the forecast for that particular day. For more detailed weather information, including a brief description, location, and high and low temperature, just click the weather icon or point your mouse to it. You'll see, for example, this information: "Clear in Los Altos, CA (80° | 53°)."
Please note: the Weather Calendar pulls data based on your own settings; information from this calendar will not display if embedded on your website.
Import iCal, Yahoo!, Outlook, or other calendars
If you have previously set up calendar information in another application or web service, you can import the information into Google Calendar.
Google Calendar imports events using the iCalendar or CSV (Comma separated values) file format. If you can export your calendar data into this format, the following instructions will allow you to import the data into Google Calendar:
To import events from iCalendar or CSV files, follow these steps:
Please note: recurring events may not be recognized when importing events from CSV files. In this case, individual items will be created for recurring events that fall between the dates you've selected.
If you'd like to migrate your events from another calendar service, there are detailed instructions on how to import these events to Google Calendar from a few other calendar services in the next steps.
If you have a calendar in Microsoft Outlook, you can export from Outlook and import into Google Calendar, just follow these steps:
Please Note: The exported file doesn't support recurring Outlook events. Individual items will be created for recurring events that fall between the dates you've selected.
If you have a calendar using Apple's iCal application, you can export from iCal and import into Google Calendar -- just follow these steps:
If you have a calendar with a Yahoo! account, you can export from Yahoo! Calendar and import into Google Calendar, just follow these steps:
Please note: The exported file doesn't support recurring Yahoo! events. Individual items will be created for recurring events that fall between the dates you've selected.
Print a calendar
Sometimes it's handy to have a print-out of your calendar to take with you when you don't have a computer handy.
To print a calendar or multiple calendars, follow these steps:
Please note that if you've scheduled a large number of events, your calendar may print on multiple pages to better display all your entries.