In this guide

1. Tailor calendar sharing settings
2. Import your old calendar
3. Add rooms and other resources
4. Set up business essentials

What you’ll need

• A Google Apps Admin account
• 30 minutes

​

Calendar setup for administrators

You might be familiar with Calendar as a way to keep track of your personal schedule. But did you know that Calendar has powerful business features, too?

With Google Apps Calendar, you can create a calendar that’s accessible to everyone in your organization, migrate and sync all your calendars, and invite groups to events. And much more!

Here’s how we suggest you get started...

Meet Calendar at work

To begin, let’s set some sharing guidelines for your team. Do this by going to the Calendar page in your Admin console:

1. Sign in to your Admin console with your full Google Apps email address and password.
2. Click Google Apps on your console’s dashboard.
3. Click Calendar in your list of apps.

​

​

Find Calendar in your Google Admin console

1. Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

Click a step to browse.

The Calendar page is where you can set policies for how people on your team can use their calendars.

To begin, we recommend taking a look at options for sharing schedules and events—both inside and outside your company.

Click Sharing settings to begin.

​

​

Open Calendar Sharing settings

1. Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

In Sharing settings, you can choose an Internal Sharing option to set how each person’s calendar is shared when you first create their account. We recommend sharing all information—not just the times a person is busy or free, but details about events (which is helpful for managing meetings).

Choose an internal sharing preference for your team

Learn more: Set calendar sharing options

​

No matter what you choose here, each person can change their own setting later. They can also choose not to share their calendar at all.

1. Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

On the same page, choose an External sharing option to control what details people can share with vendors or consultants outside your company. For example, you might want outsiders to see each person’s free busy information but not specific event details.

This setting affects each person’s primary calendar. Save your changes before leaving this page. Now let’s make a separate setting for how people can share other calendars...

​

Control externally shared calendar information

1. Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

Learn more: Set calendar sharing options

​

In addition to having a primary calendar, people on your team can create and share other calendars. For example, you might create a calendar for scheduling project events and deadlines, then share it with the people on that project.

For these calendars, you might want to share all event details with external project members. Find this setting in your Calendar’s General settings.

​

Tailor external sharing for secondary calendars

1. Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

If your company has meeting rooms or other resources your team might want to schedule on their calendar, you can add them as resources.

​

​

​

Add rooms and resources

Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

1. First, go to your Admin console.
2. Click Google Apps, then select Calendar in �the list of your apps.
3. Click Resources.
4. Click Create a new resource.
5. Enter the resource name, type, and description.
6. Click Create resource.

​

​

​

​

Create your calendar resources

Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

After you’ve created your resource, you should:

1. Add the resource to your My Calendars list so you can manage it .
2. Test scheduling your resource . It may take up to 24 hours before users can schedule a newly-created resource.

​

​

​

Calendar resource best practices

Tailor settings

2. Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

If you have a number of regular meetings or events scheduled in your old calendar program, �you can import these events to your new Google Calendar.

Click the link below that best matches your old calendar program. We’ll take you to steps outside �this guide for importing your calendars. When you’re done, come back here to finish this guide.

​

Where is your calendar now?

• Import a calendar from Outlook or Yahoo!
• Import events from iCalendar or CSV files

​

Import your existing calendar events to Google Apps

Tailor settings

Add rooms

3. Import

4. Schedule

5. Share Team calendar

6. Train your team

Before you can set up a meeting, you need to open Calendar.

1. Click on the top right of your screen.
2. Click Calendar.

​

​

​

​

Open Calendar

Tailor settings

Add rooms

Import

4. Schedule

5. Share Team calendar

6. Train your team

1. Click a spot on your calendar to create �an event, and then type the event title�in the box.
2. Click Create event to immediately publish �the event, or click Edit event to add more details.
3. Click Save.

​

​

​

​

​

Find a time for your meeting

Tailor settings

Add rooms

Import

4. Schedule

5. Share Team calendar

6. Train your team

1. Go to the event details page of your meeting �by clicking on the event.
2. In the Add: Guests section, enter the first few letters �of a guest’s name.
3. Select the guest to add them to your Guests list.
4. You can select options in the Guests can section to allow or prevent guests from changing event details, inviting people, or viewing who else is invited.
5. Click Save.

​

​

​

​

​

Invite guests to your meeting

Tailor settings

Add rooms

Import

4. Schedule

5. Share Team calendar

6. Train your team

Book a room for your meeting

1. Go to the event details page of your meeting.
2. In the Add: section, click Rooms, etc.
3. Start typing any part of the room or other resource’s name in the box. A list of matching resources appears in the list.

Or, Browse the list to find the room or other resource you want to book.

• Check if the resource is available for your meeting.
• Click Add > Save.

Tailor settings

Add rooms

Import

4. Schedule

5. Share Team calendar

6. Train your team

A team calendar is a great way to plan team meetings, schedule events, and track vacation time.

1. To create a new calendar, click the down arrow next to My calendars and select Create new calendar.
2. On the Create New Calendar screen, provide the following information:
1. Calendar Name
2. Description
3. Location
4. Calendar Time Zone

​

​

​

​

Create a team calendar

Tailor settings

Add rooms

Import

Schedule

5. Share Team calendar

6. Train your team

In the next section of the Create New Calendar screen, you’ll select who can see which calendar details and who can edit and manage your calendar.

This setting enables you to share the calendar either publicly or just within your organization. After making a selection, you can choose what viewers can see on the calendar.

Share your new calendar with others

Tailor settings

Add rooms

Import

Schedule

5. Share Team calendar

6. Train your team

This setting lets you choose a specific group of people to view, modify, or manage the calendar. �To add your team:

1. Enter their email addresses one by one�in the Person field.
2. Define their permission settings.
3. Click Add person.
4. After adding all your team members�and defining their permissions,�click Create Calendar.

Share your new calendar with specific people

Tailor settings

Add rooms

Import

Schedule

5. Share Team calendar

6. Train your team

1. After you create the calendar, it should be visible in the My Calendars section of your main calendar.
2. Now when you create a new event, you can add it to your personal calendar or to your new team calendar.

Use your new calendar

Tailor settings

Add rooms

Import

Schedule

5. Share Team calendar

6. Train your team

If you’ve created Google Groups (mailing lists) for your organization, you can invite a group to a meeting. Learn more about Groups here.

1. To add a Group as a guest, just enter the single address for the group as a guest instead of entering the individual email addresses of all the group members.
2. After you’ve entered the group’s address, the Guests field will populate with the individual group members. If you want to exclude any group members, you can click the X to the right of their names.

​

​

​

​

Invite Google Groups to events

Tailor settings

Add rooms

Import

Schedule

5. Share Team calendar

6. Train your team

Calendar To-Do list for your team

Tailor settings

Add rooms

Import

Schedule

Share Team calendar

6. Train your team

Now that you’ve set up Google Calendar for your organization, it’s time to help your team get started.

Help your team do these two things before they start using Calendar:

• Import their calendar.
• Learn how to schedule a meeting.

Train your team

For more training resources, visit the Google Apps Learning Center at learn.google.com.

• User guides on Calendar’s business features
• Calendar delegation videos
• FAQs for business users

Tailor settings

Add rooms

Import

Schedule

Share Team calendar

6. Train your team

Now you know how to:

Tailor calendar settings in the Admin console

Import your calendar to Google Apps

Add rooms and other resources

Schedule a meeting

Create a team calendar

Invite Groups to events

Congratulations! You’ve set up Calendar for your team.

Send feedback

Was this guide useful to you?