How do I use the Google Calendar?
Google Calendar is a powerful scheduling tool that allows you to create, share, and view events across calendars. Here are some of the features:
- Faculty and student calendars are automatically synced with their class schedules.
- You can add and view other users' schedules and request to view their full calendars.
- Along with each user having a personal calendar, calendars can be created for courses, projects, or any group.
- Zoom Meetings can be scheduled directly through Google Calendar with the Zoom Scheduler Extension for Chrome.
In this tutorial you will learn how to use the many features of the Google Calendar.
Go to https://www.google.com and check if you are signed in in the top right corner.
If you are signed in to your HSU Google account, you should see either a picture that you uploaded or the first letter of your first name.
If you are not signed in, click the Sign in button and use your HSU credentials to log in.
In the top right corner, click the Google Apps button (3x3 grid) then click Calendar.
Google Calendar will display your personal calendar, your coworkers' calendars that you have added, as well as any calendars that have been shared with you or that you have created.
Each calendar will be displayed using a different color for its Event cards.
To toggle which calendars appear in your current view, check/uncheck the boxes to the left of each calendar.
To change the color or settings of each calendar, hover over the item then click the three dots to the right.
To switch between views (Day, Week, Month, Year, Schedule, and Custom) click the View dropdown to the left of the Settings gear.
You can also use the keyboard shortcuts displayed to the right of each option.
To add another user's calendar, begin typing their name or email in the Add a coworker's calendar text box.
To add a calendar other than a user's, click the + button next to Add a coworker's calendar.
You can add:
- a resource's calendar (classroom/lab)
- a calendar from URL
- calendars of interest (holidays, sports, etc.)
or you can create a new calendar.
To create a new Event, click the + button in the bottom right corner.
Name your Event in the title bar at the top of the page.
Click the default dates and times to adjust when your Event will take place.
You can also use the Find a Time feature once you have added guests.
If this will be a recurring Event, choose an appropriate option from the Does not repeat dropdown.
Add a location for your Event. This can be a real address or something like "Third Floor of the Library."
You can Add Conferencing to your meeting through Google Hangouts if your meeting requires outside discussion, or if you have guests that can not attend.
Modify the name of the Hangout in the text box to the right.
Add Notifications to remind you of your meeting.
These can be sent as emails or Desktop/Mobile Notifications if your device has Google Calendar notifications enabled.
Choose which calendar to add the Event to. All calendars that you have editing privileges of are displayed.
Toggle the color of the Event card with the color dropdown to the right.
Select how Google Calendar will display your availability to others during the Event.
Select how Google Calendar will display the Event itself to others who can view your calendar.
Add a description to your Event with the text editor. Here you can attach files, insert links, and input lists (numbered or bulleted).
In the panel on the right, you can select guests to add by beginning to type their names or email addresses.
Decide what privileges invited guests should have over this Event.
Click the ROOMS tab to view available HSU classrooms and labs if you'd like to schedule your meeting in a specific place.
Clicking a room will add the name of the room to the Location field, as well as add the room (resource) to the guest list.
Once you have added guests to your Event, you can use the Find a Time feature to browse each attendees personal calendar for their availability.
This way you can find a time that works for everyone involved without asking anyone for their availability.
Each member's calendar will be displayed using a different color for the Event cards.
You can toggle which calendars will be displayed using the Guests panel on the right.
You can drag and drop the empty, gray card to adjust when your meeting will take place. Notice that the date and time fields above change accordingly.
You can save your changes to the Event at any time by clicking SAVE in the top middle of the screen.
If you have added guests to your Event, you will be prompted to send invitations.
Select Cancel Changes, Don't Send, or Send.
If you have attached a Google Drive file that is not shared with all guests, you will be prompted to share the file.
Click More options.
- Select Guests of this event
- Decide what privileges guests should have over the file
- Select Share & Save
To change your overall Google Calendar settings, click the settings gear in the top right, then click Settings.
Here is a list of settings categories you can adjust. Use these links in the top left to jump to a category.
From the Settings page, you can adjust individual calendar settings by clicking the calendar's name.