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Google Calendar is a time-management and scheduling tool developed by Google. It allows users to:
Create and manage events
Set reminders and notifications
Schedule meetings with others
Share calendars for better collaboration
Integrate with Google Meet and Zoom for virtual meetings
You can access Google Calendar via a web browser at calendar.google.com, or via mobile apps available for Android and iOS.
How to Use Google Calendar
To start using Google Calendar:
Go to calendar.google.com.
Log in using your Google account.
You'll see a calendar view with your events.
Use the left sidebar to:
Switch calendar views (Day, Week, Month, etc.)
Access other calendars (like shared team calendars)
Create a new calendar if needed
Click on any day/time slot to create a new event.
How to See Your Calendar
To view your calendar:
Visit calendar.google.com.
Use the top-left dropdown to toggle between Day, Week, Month, or Agenda view.
Use the arrows or the mini calendar on the left to navigate to different dates.
Make sure your calendar is selected in the “My calendars” section on the left sidebar (check the colored box next to your calendar name).
How to Create Events
To create an event:
Click anywhere on your calendar where you want the event to start.
Enter a title and choose the start/end time.
Click More options for:
Adding guests
Setting a location
Adding a description or attachments
Setting up a Google Meet or Zoom link (more below)
Click Save
You can also click the Create button (top left) to start a new event.
How to Create an Appointment Calendar
Appointment schedules allow others to book time with you:
Click the Create button.
Choose Appointment schedule (instead of Event).
Set:
Duration of appointments (e.g., 30 minutes)
Available days/times
How far in advance people can book
Buffer time between appointments (optional)
Click Next and customize your booking page (title, description, location).
Share the booking link with others. They’ll be able to book time with you based on your availability.
How to Check If Your Calendar Is Shared
To see if your calendar is shared:
On the left sidebar, hover over your calendar name under My calendars.
Click the three-dot menu > Settings and sharing.
Under Access permissions, you’ll see if it's:
Public
Shared with specific people
Scroll to Share with specific people or groups to view who has access and their permission level (view only, edit, etc.).
You can add/remove people or change permissions here.
How to Ensure your Calendar is Not Shared
To ensure that your calendar is not shared, follow these steps:
Be sure you are logged into your Blair.edu email account on the web
Go to calendar.google.com
On the left sidebar, hover over your name under My calendars.
Once you hover over your name, three dots will appear directly to the right of your name
Click the three-dots > then click Settings and sharing
To ensure your calendar is not shared, go to the section called Access permissions
Uncheck the box for “Make available to public” so your calendar is not publicly accessible
Uncheck the box for “Make available for Blair Academy” so you don’t allow anyone with a Blair email to see your calendar
Changes are saved automatically and you will see a pop up at the bottom of the screen indicating that Sharing settings have been saved
How to Add a Meeting Link (Google Meet or Zoom)
For Google Meet:
When creating or editing an event, click Add Google Meet video conferencing (usually added by default for Google Workspace accounts)
A Meet link will be generated and included in the calendar invite
Be sure to save your event
For Zoom:
The first step is to install the Zoom for Google Workspace Add-on to Google Calendar and allow the permissions.
Open Google Calendar settings (https://calendar.google.com/calendar/u/0/r/settings)
Scroll in the left margin to the section named "Add-ons"
Select the link called Manage Add-ons
Search for the Zoom for Google Workspace add-on
Select Install. A pop-up will appear where you will select Continue
Choose your Blair account
Scroll down to select Allow
You will receive a confirmation pop-up that will tell you it's been installed
Once you have installed the Zoom Add-on follow these steps to sechedule a Zoom meeting.
In Google Calendar, click on a time slot to add a new event.
Click Add conferencing in the event and select Zoom Meeting.
If you're prompted to sign into Zoom, follow the instructions on the screen
A Zoom link will be automatically generated and added to the event
Be sure to select Save to your Google event in Google Calendar
How to Set Notifications
You can set notifications for yourself or for guests:
Open an event and click Edit.
Scroll to the Notification section.
Choose between:
Notification (in-browser or mobile pop-up)
Email
Select when to receive it (e.g., 10 minutes before, 1 day before).
Click Add notification to set multiple reminders.
You can also set default notifications for all events:
Go to Settings > Select your calendar > Scroll to Event notifications.
How to Create a Team Calendar
Important: You can only create new calendars from a browser. After you create a calendar, you can find it on your browser and in the Calendar app.
On your computer, open Google Calendar.
On the left, next to "Other calendars," click Add other calendars Create new calendar.
Add a name and description for your calendar.
Click Create calendar.
Share the calendar with your team
On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
On the left, find the “My calendars” section. To expand it, click the Down arrow .
Hover over the calendar you want to share, and click More Settings and sharing.
Under “Share with specific people or groups,” click Add people and groups.
Add a person’s or Google group’s email address. Use the drop-down menu to adjust their permission settings.
Click Send.
The recipient will need to click the emailed link to add the calendar to their list.
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