From your iPhone, follow these steps:. Learning how to use Google Calendar can help you better manage your time, processes, and workload. Especially the paper kind. Curious how to make money blogging? In this post, we share 10 popular ways to monetize a blog. Methods include affiliat…. Want to learn how to make money on YouTube?
Good idea. YouTube offers tons of opportunities to convert views into cash—…. Oberlo uses cookies to provide necessary site functionality and improve your experience. By using our website, you agree to our privacy policy. Skip to article content Post contents. Post Contents What is Google Calendar?
Hire yourself and start calling the shots. A larger viewing area takes up most of the rest of the screen. The Google Calendar has multiple viewing options. You can choose to view the calendar by day, week, month or a view that presents just the next four days. You can also choose an "agenda" view, which presents all scheduled events as a list rather than as a calendar view. No matter which view you're in, you can block out time on the calendar. In most views, Google Calendar allows you to schedule appointments or events with a simple click-and-drag interface.
In the day, week and next four days views, you can block out time in half-hour increments by clicking and dragging down the appropriate day. Google Calendar then prompts you to fill in details about the appointment.
In the month view, you can block out time for multiple days. This is particularly useful if you need to set aside time for trips and vacations. You can keep appointments simple with just a subject header, or you can choose to add more details. You can include a location for the appointment and a short description. You can also use the "repeat" function for events that occur regularly, such as a weekly meeting or annual event like birthdays.
Most of these functions are similar to the features of other calendar software products on the market. As part of an effort to differentiate Google Calendar from its competitors, Google incorporates other features that take advantage of Google's capabilities. Perhaps the most notable Google offering is its search function. In Google Calendar, you can use Google's search technology to search not only your own calendars, but also any public calendar on Google's system.
Let's say you're going to a conference. The administrators of the conference have made the event's schedule available online through Google Calendar. You can use the search function to find the event's calendar and synchronize it with your own. Google Calendar returns a search engine results page SERP specifically formatted to show calendar results. Now you've got the detailed schedule imported into your own calendar. Perhaps you own multiple calendars, some of which are public and others that aren't.
You can use the search function to look for specific events within your calendars. Google Calendar returns a SERP showing you where specific scheduled events fall on each of your calendars.
These features are just the tip of the iceberg for Google Calendar. Want to learn about more advanced features? Head on over to the next section. Google integrated Google Calendar with Gmail , its e-mail service. When sending a message to someone, you can choose to attach an event invitation.
Clicking on the option brings up a form. Once you fill out the form, Google Calendar puts the event on your calendar. If the recipient has a compatible calendar program Google Calendar or Microsoft Outlook, for example , accepting the invitation results in a new scheduled event on his or her own calendar. Many of Google Calendar's advanced functions rely on the fact that it's a Web service. With most other calendar software, you'd either access the program from your own computer 's hard drive or you'd store the application on a local area network LAN.
With Google Calendar, the entire application and all its contents are on the Web. This is the format cell phones use to send text messages. As a scheduled event draws near, Google Calendar sends an alert via SMS to a phone number registered by the respective user. While Google offers this as a free service, users may have to pay their cell phone service providers if they go over their monthly text message limits.
HubSpot CRM users , you're in luck — it's quick and easy to set up this integration. Learn how to do this here. If you want to make your Google Calendar align even more with your marketing activities, you can integrate it with your marketing software. For HubSpot customers, you can use Zapier to set up some pretty nifty workflows, such as creating a social media message every time an event starts. Check out this page for more on how you can set up that integration , as well as some ideas for ways you can integrate the two.
Sometimes, the meetings you host or attend are sensitive in nature. Keep in mind, however, that a closed door isn't the only way for others to know what's going on inside. The event's details in Google Calendar can also reveal more to the rest of the office than you'd like. To ensure you have as much privacy as you need during more sensitive meetings, set your event to "Private. By default, the public label on the event block will simply be, "Busy. To privatize the details of certain events on your calendar, click the event from your calendar view and select the pencil icon to edit the event's details.
In the window that appears, find the briefcase icon just above the event description field. With the first field set to "Busy," click into the second field and select "Private" from the dropdown, as shown below. Hit the blue "Save" button at the top of your screen and you'll be all set. Need to easily set up a face-to-face remote meeting?
Just click the link to "Add video call," and Google will set up hangout for your event attendees to use. Learn more about Google Hangouts here. I don't know about you, but I often find myself attending meetings that require me to reference a relevant document.
Maybe we're all working off one Google Doc, or perhaps we're pouring over an intricate spreadsheet. Regardless, it's best to make sure all meeting attendees have the materials they need before the meeting begins so they don't have to go hunting in their inboxes for it.
Google Calendar can help you do this, allowing you to attach documents directly to the event for guests to open and review. To attach a document to your event, click on your event block from the calendar view and select the pencil icon to edit the event, as shown below.
Once you're in the event's edit screen, look for a paper clip icon right above the description section, as shown in the screenshot below. Click this icon and a large window will appear where you can upload files to attach directly from your Google Drive. Or, you can click the "Upload" tab on the far left of the window to attach offline files from your computer.
Do you work with teammates who live around the world? You might find it's difficult to figure out what time is appropriate to schedule meetings with them. Fortunately, you can — by enabling "World Clock" in your Google Calendar settings. To quickly check multiple time zones when arranging meetings, click the gear icon on the top-righthand corner of your calendar view. These are your settings. Then, navigate to the "World clock" section, check the first blue box, and select the time zones you want to see from your calendar view.
Once you've chosen the time zones you want, return to your calendar view and you'll see the following on your Google Calendar's lefthand sidebar:.
Not everyone is a 9-to-5 worker, but they might work quite a bit with those who are. If you have an unconventional work schedule that none of your colleagues seem to remember, this feature is for you. Hey, it beats having to hit "Decline" and then follow up with the meeting organizer to remind them you're unavailable during that time. Check the box and minute meetings will automatically be scheduled to last 25 minutes while longer meetings will be cut by ten minutes.
That way your working hours become more productive since you end meetings sooner and have time to catch up on todos that don't keep you beyond working hours. To enable specific working hours on your Google Calendar, click the gear icon from your calendar view to access your settings. Navigate to the "Working Hours" section, as shown below. Here, you'll be able to specify when you're in and out of work each day of the week. Remember the time you tried to email a large group of people about an event?
Maybe you were trying to coordinate a team outing — or just let everyone know they should bring their laptops to the all-hands meeting. Regardless, I'll bet it was annoying to figure out who was actually going to the event and ensure you didn't forget anyone. As long as you've added everyone to the event that needs to go, you can easily email everyone in the group by clicking on the event block from your calendar view and clicking the envelope icon.
Once you click on the envelope icon inside the event block, an email compose box will appear. Simply type in your message, type in the email addresses of the people you want to receive it, and hit send. I wish I'd known about this feature the last time I got coffee with someone in downtown Boston. We agreed to meet at Starbucks The logistics of a meeting can get fuzzy without a specific address or conference room. The next setting is particularly important.
Google has the ability to scan incoming emails and add any events from Gmail it finds to your calendar automatically. It can be very useful. The settings allow you to turn the feature off. Those are the settings that are available when you use your Google Calendar online. But what makes the calendar so useful is that all of these entries remain with you when you leave your desk and pick up your mobile phone or your tablet computer. Your laptop or your monitor might be easier to read and use but the calendar on your phone is always with you.
The settings on your mobile device vary only slightly from those on your computer—but are much less clear. At the top of the list is a link to General settings may of which are the same as those on the website but a few of which are unique to the app.
The first general settings are straightforward. You can also choose to show week numbers and declined events , and change the default event duration from sixty minutes to one of five other options from fifteen minutes to two hours. The next settings are more interesting. Notifications let you turn off notifications on the device or choose from a long list of different tones that will beep at you to remind you of the event, and toggle the vibrate settings.
In Settings choose a calendar and choose one of the settings under Default notifications and Default notifications for all-day events. The last setting in this section is the most useful and probably the most overlooked.
To use the response, tap or click an event, select the guests and choose the response. You can change the text then too.
Events from Gmail is clear enough. The next option, Events , determines how events appear on your mobile calendar. You change the color of the block of time the event takes up on the calendar, and you can change the default notifications, adjusting the amount of time before the event when your phone gives you a ping. You can also add a second notification, and you can determine the settings for the notifications of events that take all day.
The next setting concerns the color of Reminders. You can only create an event. Those are the settings. One of the most important features of Google Calendar is also the most confusingly named. Instead, it takes data from a different calendar and places it in yours. Unlike importing calendar data though, that data is constantly updated. Despite its clumsy title, the feature is really useful. It means that you can add information from just about any calendar to your own calendar.
You can import the dates of religious holidays, the fixtures of your favorite sports team, moon phases, NASA launch schedules and a host of other events—including calendars shared by other team members, relatives, and friends. The only limit is the space in your calendar itself.
Adding a new calendar can only be performed on a computer; there is no option for adding a calendar to the Google Calendar app. But the option can be found on the site in two places. When you do that, Google offers you a list of your contacts with people who have made their calendars public. It will also allow you to request access. Sharing your own schedule with others will also have a use. Your work colleagues might want to know the time of the staff meeting.
Google lets you create multiple levels for your calendar. But you can also add a series of other calendars that have already been prepared. You can add them by pasting in their URL. The calendars need to be in iCal format. You can also choose to make that calendar publicly accessible. The ability to share your calendar with others is one of the most important features of Google Calendar. The process is also a little fiddly.
Hover the cursor over the calendar you want to share and click the three dots that appear at the end of the line.
You can also choose a prepared color for that calendar or mix a color of your own —and you can move to the Settings and sharing page. There are two options for access permissions. The first is to make your calendar available to the public. That will allow everyone to see your calendar. It will even turn up in Google search results.
You should think long and hard before choosing that option. If you do decide to make your calendar public, you can also get a shareable link that you can give to others so that they can find your calendar. Without clicking the checkbox that makes your calendar public, that URL will have no use. More helpful is the ability to share your calendar with specific people.
One of the least known functions of Google Calendar is both one of its most useful and one of the fiddliest to use. While communications platforms like WhatsApp allow groups of people to exchange messages, Google does allow groups to share a calendar. You can do that at groups. It will look something like this: [name] googlegroups.
All the members of the group will have access to that calendar. Each member will receive first an email with a link that they need to click.
If you have multiple events on the same day, Google Calendar struggles to put them in the order you want to see. The prioritization it uses starts logically.
Events are presented in chronological order regardless of the schedule on which they appear. Therefore, if your personal calendar says that you have a staff meeting at 10 a. But, what happens if you have more than one all-day event? If you want to prioritize those all-day events, put a number before each of the event titles.
But, the creation of different calendars will be part of your time management workflow. Now you get to place entries into that calendar. There are lots of different ways to do that—and more than one kind of entry. You can add events both from the calendar website and from the app. What you can do on each of those platforms though is slightly different.
You can click on the plus icon at the bottom right of the page to see the full event creation form. Actually, all you type there is the title. Next, you can choose between creating an event or a reminder. You then get to enter a date. Because you clicked on a day to bring up the form, the default setting is that the event will last all day and will only take place on that day.
Click on one of those dates though, and Google will offer a monthly schedule that allows you to enter different days. That single-day event can become a week-long happening such as a vacation or a conference. The event will be on the calendar.
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