Calendar basics

What can you do with Calendar?

With Google Calendar, you can quickly schedule meetings and events, and get reminders about upcoming activities, so you always know what’s next. Calendar is designed for teams, so it’s easy to share your schedule with others and create multiple calendars that you and your team can use together.

What you need:

G Suite account & 10 minutes

Note: If your G Suite administrator hasn’t already migrated your old calendar for you, you may want to import your old calendar before starting this tutorial.

1.1

Create an event

Create an event in Calendar:

1. Go to calendar.google.com.
2. Click CREATE.

Add an event description:

In the Description field, add details for your event

1.2

Invite people and reserve rooms and resources

Invite people to your event:

1. In the Event details page, find the Add section and click Guests.
2. Type the first few letters of a person’s name or email address in the box. Matching addresses in your organization’s directory appear as you type.
3. Click one of the suggestions to add that person to the event. If no suggestions appear, type your guest’s full email address and clickAdd.

You can even add a Google Groups mailing list address to invite a large group of people at once, such as your whole team (For example: marketing@solarmora.com), or the entire organization (For example: everyone@solarmora.com).

Reserve rooms and resources* for your event:

1. In the Event details page, find the Add section and click Rooms, etc.
2. (Optional) To see only available resources, check Show only available.
3. Start typing the room or resource’s name and click one of the suggestions. Or, browse the list of resources and click Add next to an available resource you want.

*Your admin must first set up Calendar resources for your organization.

1.3

Choose your event time

1. Click the date and time boxes, and select when your event starts and ends.
2. (Optional) If you have a lot of guests, click Suggested times under your guest list to see a list of times when everyone can attend. Or, click the Find a time tab to stack your guests’ calendars, then pick a time when nobody has a scheduling conflict.
3. (Optional) To set up a recurring meeting, check the Repeat box and enter the details for how you want to schedule your recurring events.
4. Click SAVE.

1.4

Save and update events

When you’re finished filling in the details, save your event:

1. Click SAVE.
2. In the pop-up, click Send to notify guests by email, or Don’t send if you don’t want to notify guests at this time.

Update existing events:

1. Click the event in your Calendar.
2. Click Edit event to make changes, such as updating the time or inviting more guests. You can also see which of your guests have accepted your invitation.
3. Click SAVE.

1.5

See who’s attending your event

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation.

Check guest attendance:

1. In Calendar, open your event.
2. Under Participants, you can see the responses from your guests:
   • If someone accepted your invitation, you’ll see Yes check next to their name.
   • If someone responded Maybe to your invitation, you’ll see Maybe ? next to their name.
   • If someone declined your invite, their name will have a line through it.

Note: For anyone who hasn’t responded, you’ll see only their name. Awaiting responses are tallied under Participants.

1.6

Respond to invitations

When you get an invitation to an event, it appears on your calendar.

Reply to an invitation in Calendar:

1. In the calendar grid, click the event.
2. In the dialog box, select your response. Or, if you’d like to include a short note with your response, click More details, select your response, type your note, and click Save.
3. You can change your response at any time by clicking More details > Add a note or change your response.

You’ll also get an invitation in your email. If you're using Gmail, you can respond to the invitation by clicking RSVP in your list of email, or by clicking a response option in the email.

1. If you don’t see Reminders under My calendars, click the Down arrow next to Tasks and select Switch to Reminders.
2. Click an empty time slot in your calendar.
3. At the top, click Reminder.
4. Add your reminder.
5. Choose a date, time, and frequency for your reminder.
6. Click Create.

3.1

Share your calendar

Choose who to share your calendar with and how much they can see:

1. Click the Down arrow next to your calendar name.
2. Click Share this Calendar.
3. Enter email addresses and set permissions for people you want to share with.
4. Click Save.

4.1

Create a team calendar

Create a team calendar:

1. Click the Down arrow next to My calendars and select Create new calendar.
2. Name the calendar, enter your timezone, and add a description so your team knows the purpose of this calendar.
3. Check the Share this calendar with others box, and share it with everyone in your organization.
4. Enter individual email addresses of people who can modify or manage the calendar, and set their permission levels.
5. Click Create calendar.

You can create as many calendars as you want using the same process.