Calendar

Chapter 9: Other ways to access Google Calendar

Table of Contents

Access without an Internet connection

Overview

Enable Offline Calendar

Access your offline calendar

Offline features

Offline icons

To choose calendars you would like to view offline

Disable offline access

View and make changes from a mobile phone

View calendar on a mobile device

Mobile browser access

Home screen shortcuts for mobile web browser

Android Calendar App

Google Sync

Sync with CalDAV for iPhone/iPod

SMS

Sync with Outlook or iCAL

CalDAV for iCal or Sunbird

Sync with Mozilla Sunbird

Sync with Microsoft Outlook

Access without an Internet connection

Overview

Google Calendar keeps you on time, even when you're not online. Offline Calendar allows you to access your events through your Google Chrome browser without requiring Internet access. It's perfect for flaky connections or for when you're in between meetings and have no idea where you're supposed to be next.

The Offline Calendar app is available as a Google Chrome app. The app provides offline accessing by caching and serving application resources locally. Thanks to Chrome's HTML5 and sync capabilities, you can now be offline and:

So how does it work? Chrome simply stores your data on your profile while you're offline. Then, it syncs when you're back online.

Enable Offline Calendar

If you'd like to use Calendar offline, follow these steps:

  1. Click the gear icon and choose Offline from the dropdown menu.
  2. You’ll be prompted to install the Google Calendar web application from the Chrome Web Store. Click Install from Web Store.
  3. You’ll be taken to the Chrome web store page for the Google Calendar web application. Click the Add to Chrome button.
  1. Once installation is complete, a new Chrome tab will open and the Google Calendar web app icon will appear. Click on the icon to be taken to Google Calendar.
  2. Click the gear icon again. Next to Offline, you should see a green icon with a checkmark . This means your calendar is synchronized and ready to be used offline. If your calendar is still syncing, you’ll see a green spinning icon  until it’s completed.

Your offline calendar will update every time you go online.

Note: Offline will not work if you are using Chrome in an incognito window

Access your offline calendar

To access your calendar when you’re not connected to the Internet, you’ll first need to enable offline access using the steps above. If you have the feature enabled already, type www.google.com/calendar into your browser to access your offline calendar, or click the

Google Calendar web application shortcut icon in a new Chrome tab.

If you lose connectivity while you're online, Google Calendar will automatically switch into Offline mode -- you don't have to do anything! When network problems are detected and connectivity is lost, you’ll see a message at the top of the calendar page letting you know you're offline, along with a link to try to reconnect.

Offline features

While offline, you can view event details and reply to events on calendars you've chosen to use offline. Google Calendar will be read-only - it won't be possible to create, edit, or delete events. You are only able to view events and reply to existing invitations.

Offline icons

Online and fully synchronized

Synchronizing

Green icons indicate that you're online. The checkmark shows that your account is fully synchronized and it will stay green and spin while your events are synchronizing between your computer and Calendar servers.

To choose calendars you would like to view offline

  1. Click the gear icon and choose Offline from the drop-down.
  2. Click the Offline settings link.
  3. Click the checkbox under Available Offline next to each calendar that you’d like to be able to view while offline.

If you see a calendar that is gray, that means it's hidden from your normal calendar view. If you’d like to make a calendar viewable, click the gear icon and choose Calendar settings. On the Calendar tab, click the checkbox to Show in list. You’ll then be able to add them to your calendars viewable offline.

Disable offline access

To disable your offline access, click the gear icon and select Disable offline calendar from the drop-down menu. This will disable offline access and remove any data stored on your computer. It won't delete your events and other information from your calendar, though.

View and make changes from a mobile phone

View calendar on a mobile device

Depending on the type of mobile device you have, you may be able to access Google Calendar up to four different ways:

 - Mobile Web Browser

 - App (Android devices only)

 - Sync with your mobile device

 - SMS/text messages

With mobile access, you can get a view of your calendar, add or edit events, and get event notifications sent to your phone.

Mobile browser access

If you have a web browser on your mobile device, you can access Google Calendar just as you would using a desktop. You need to know your school Apps domain (i.e. if your username is me@myschool.org, then your school Apps domain is myschool.org).

You can access your school Apps Google Calendar from your mobile web browser in 2 ways:

  1. Type into your mobile browser: http://calendar.google.com/a/myschool.org where you replace myschool.org with your school Apps domain.
  2. Type into your mobile browser: http://google.com/m/a/myschool.org where you replace myschool.org with your school Apps domain. Then click on Calendar

On iPhone and Android-powered devices you will see a specially formatted Calendar for your screen where you can:

Home screen shortcuts for mobile web browser

If you have an Android-powered device, iPhone, or Palm webOS device, you can create an app-like experience with Google Calendar by adding a shortcut to your device's home screen (not all devices support this capability). This creates a Google Calendar icon that lives with the rest of the apps on your home screen, and it lets you quickly launch Calendar with just one tap or click.

On Android devices:

  1. In the browser, go to your school Apps Google Calendar.
  2. Press your device's < Menu > button.
  3. Select More.
  4. Select Bookmark page and select OK.
  5. Press your device's < Home > button, then press the < Menu > button.
  6. Select Add > Shortcut > Bookmark.
  7. Find Google Calendar and select it.
  8. A new Google Calendar icon appears on your home screen

On iPhone devices:

  1. In Safari, go to your school Apps Google Calendar.
  2. Tap the + at the bottom of the screen.
  3. Select Add to Home Screen.
  4. Tap Add to confirm.
  5. A new Google Calendar icon appears on your home screen.

On Palm webOS devices:

  1. In the browser, go to your school Apps Google Calendar.
  2. In the top left corner, open the menu by tapping Web.
  3. Select Page, then select Add to launcher.
  4. Confirm by tapping Add To Launcher.
  5. A new Google Calendar icon appears on the Launcher.

Android Calendar App

Most Android devices come with a preinstalled Calendar application, which offers an experience similar to accessing Google Calendar in the browser but is faster and adds support for on-device alerts.

Your Android device must be associated with your school Apps Google Account for this to function correctly. For example, when you set-up your Android device, you should provide your school Apps email address and password (me@myschool.org) and not a personal Gmail account. If you provide your personal Gmail account information, your school Apps calendar will not be viewable with the Android Calendar application.

Please note: the Calendar application is available as a native app for Android devices only.

Google Sync

If you prefer to use your mobile device's native calendar application, you can integrate Google Calendar with your device using Google Sync. You'll get on-device alerts and over-the-air synchronization of Google Calendar to the built-in calendar on your device.

Google Sync will also allow you to synchronize your email and contacts to your phone. Google Sync uses the Microsoft® Exchange ActiveSync® protocol on some devices.

Google Sync works with your school Apps accounts. When you setup Google Sync with your phone, make sure to enter your full school Apps email address as the Google Account username (i.e. me@myschool.org).

Learn more about how to setup Google Sync on your mobile device.

Please note: Before you can use Google Sync with your school Apps account your domain administrator needs to enable Google Sync for your domain. In case of problems, please contact your Google Apps domain administrator who may have disabled this feature.

Availability

Right now, Google Sync is Beta software and support is limited across these devices:

Please note: If you have a Blackberry, your Google Apps domain administrator can enable you to sync your calendar with the Blackberry calendar application using the Google Apps Connector for BlackBerry Enterprise Server.

Sync with CalDAV for iPhone/iPod

If you prefer not to use Google Sync on your iPhone or iPod, you can also sync your Google Calendar with your using CalDAV.

Please Note: It is possible to run CalDAV sync and ActiveSync simultaneously if you want to use Google Sync for email/contacts and CalDAV for calendar.

Requirements

Syncing via CalDAV is only available for devices with version 3.0 firmware or above. You can check your current version by going to Settings > General > About > Version on your iPhone or iPod Touch device.

To upgrade, follow the instructions at http://www.apple.com/iphone/softwareupdate/

Getting Started

To sync with your device, follow these steps:

  1. Open the Settings application on your device's home screen.
  2. Open Mail, Contacts, Calendars.
  3. Select Add Account...
  4. Select Other.
  5. Select Add CalDAV Account.
  6. Enter your account information:
  1. Select Next at the top of your screen.

After you've completed setup, open the Calendar application and syncing will automatically begin.

By default only your primary calendar will be synced to your device. You can sync any additional calendars, like your class calendar, other teachers, or a school academic calendar, by visiting one of the following pages from any browser (via desktop or mobile device):

Select the calendars you'd like to sync, and click Save. The selected calendars will display on your device at the time of the next sync.

SMS

Google Calendar's SMS notification feature allows you to conveniently check your calendar when you're on the go. Just send Google Calendar a quick text message, and you'll get an SMS notification with the information you requested.

In order to use this service, you'll need to register your cell phone number in school Apps Google Calendar.  

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.

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.

To receive a notification with your calendar information, send a text message containing one of the following commands to the shortcode 48368 (or GVENT). Please keep in mind your service provider's standard rate for sending text messages may apply:

To create an event on your Google Calendar:

  1. Send text message with event details to GVENT (or 48368).
  2. Follow the format of Calendar Quick Add such as "Open house at School 7pm Tuesday". Google Calendar will figure out what you mean and add the new event to your school Apps calendar.

Please note:

Sync with Outlook or iCAL

CalDAV for iCal or Sunbird

With CalDAV support in Google Calendar, you'll be able to view and edit your school Apps Google Calendar events directly in other calendar applications, such as Apple iCal or Mozilla Sunbird. Any changes you make in other calendar applications will automatically appear in Google Calendar the next time you sign in (and vice versa). If you use other calendar applications while offline, changes you make will be saved and updated in Google Calendar when you get back online. This can be convenient if you often use a calendar application on your computer.

What is CalDAV

System requirements

Using other CalDAV-supported calendar applications

Troubleshooting and known issues with using CalDAV for Mozilla Sunbird or iCal

Sync with Apple iCAL

If you use iCal on a Mac, you can sync your school Apps Calendar to show up in iCal. This sync will also allow you to add new events and update event information.

Please note: Only Apple iCal 3.x (on Mac OS X v10.5+) supports CalDAV sync.

To set up CalDAV support for Google Calendar in Apple's iCal, follow these steps:

  1. Open Apple iCal, go to Preferences and then the Accounts tab.
  2. Click on the + button to add an account.
  3. Under Account Information, enter your Google Account username and password.
  4. Under Server Options, add the following URL:
    https://www.google.com/calendar/dav/ME@MYSCHOOL.ORG/user

    Replace 'me@myschool.org' with your school Apps Account username (including the domain -- i.e. the MYSCHOOL.ORG section, replaced with your domain).
  5. Click Add.
  6. Under the Delegation tab, select the calendars you'd like to add to iCal by checking the boxes next to them. You may need to hit refresh to get the latest list of calendars.
  7. Add your email address to your Address Book card by selecting Add Email. You'll be prompted to add your email address only if your address is not already in your Address Book.

Your Google Calendar will now appear in iCal's list of calendars, and changes you make to your Google Calendar in iCal will be reflected when you sign in to Google Calendar.

Event information will automatically refresh every five minutes. You can change this interval by opening the iCal > Preferences > Accounts menu and selecting a new refresh interval under the 'Refresh calendars' drop-down. Keep in mind you can also force a refresh by selecting a calendar and pressing the Apple and R keys at the same time.

Calendars that are checked but disabled have already been added to iCal - you can remove them from within iCal.

Sync with Mozilla Sunbird

Please note: Only Mozilla Sunbird 0.8+ supports CalDAV sync.

To set up CalDAV support for your school Apps Calendar in Mozilla Sunbird, follow these steps:

  1. Open the Sunbird application and select File > New Calendar.
  2. Select On the Network and click Next.
  3. Select the CalDAV format option.
  4. In the Location field, enter [ https://www.google.com/calendar/dav/ [ your Google Calendar ID ] /events ] and click Next.
  5. Your Google Calendar ID for your primary calendar is just your email address, but for all other calendars the Calendar ID will be in the form of [ long string of characters]@group.calendar.google.com. You can get the Calendar ID by clicking the down arrow next to your calendar and selecting 'Calendar Settings'.
  6. Please note: Be sure to use https in your URL, as an http address will not work.
  7. Enter a name and select a color for your calendar.
  8. In the pop-up screen, enter the following information:
  9. Username: This is the complete email address you use with Google Calendar (including the part after the @ sign). If you're using Google Apps, be sure to enter your Google Apps email address.
  10. Password: This is the password you use to sign in to Google Calendar
  11. Click OK.

Your Google Calendar will now appear in the Calendar tab of Mozilla Sunbird, and Sunbird will sync any changes to and from Google Calendar.

Sync with Microsoft Outlook

Google Calendar Sync allows you to sync events between Google Calendar and Microsoft Outlook Calendar. You'll be able to determine the direction of information flow, as well as the sync frequency. Staying on top of your Google Calendar and Microsoft Outlook Calendar events has never been easier!

There are three types of sync options available between Google Calendar and Microsoft Outlook Calendar:

2-way sync

Please note: Google Calendar Sync syncs all of the events in both your default Microsoft Outlook calendar and your primary Google Calendar. Currently, there is no way to sync events within a specific time frame in your calendar.

1-way: Google Calendar to Microsoft Outlook calendar

1-way: Microsoft Outlook calendar to Google Calendar

View detailed instructions and compatibility requirements for syncing your school Apps Google Calendar with Microsoft Outlook.