Introduction

Google Calendar is an easy way for instructors and students to share time-related information such as assignment deadlines, class events, and school holidays. You are able to set up a separate calendar for each of your classes and share that calendar with only your class or you can make it public. Changes are only made by the calendar administrators and it’s updated in real time!

Getting There

  1. To access the Google Calendar, look at the top left corner from any Google Apps page. 
  2. Click the Calendar link. 
  3. Google Calendar will open in a new window.

Create a new calendar

  1. In the calendar view, next to "My Calendars" click on the down arrow.
  2. Click on "Create New Calendar". 
  3. Enter the name of your calendar in the "Calendar Name" box. 
  4. Add a description if you choose. 
  5. Add a Location if you choose
  6. Choose the calendar time zone by using the drop down boxes for country and timezone. 
  7. Choose your Share settings, to learn more read the "Sharing Calendars" section [link]
  8. Click on "Create Calendar". 

Creating Events (Entries):

Google Calendar makes it easy to schedule meetings, appointments, classes, or events with specific start and end times. An "entry" is considered to be anything that you would add to the calendar. It could be a 2 day conference, an hour meeting, or a 3 hour dinner. Entries can also overlap each other. There are three ways to add entries into the calendar. 

Click and Type

The easiest way to create a calendar entry is to click date and time slot of your Google Calendar. 
  1. Click once on the day of the event. 
  2. In the "What" box, type the name of the event and the start and end time (Lunch with Diane 12 pm - 1 pm) 
  3. If you need to add additional details, click on "Edit Event." (see below [link]) 
  4. Otherwise click "Create Event" 

Quick Add

  1. Click the down arrow next to the "Create" button.
  2. In the text box type the event title, date, and time (you can also use terms like tomorrow, next Monday). 
  3.  Click "Add"

Using the Create Button

  1. Click the "Create" button. 
  2. Type the title
  3. Change the date and time by typing the date and time or by clicking within the box and using the popup menus (If clicking the "All day" box, a time is not necessary).
  4. [Optional] Add the where, choose the calendar, add description, attachments, pick event color, and reminders (link to reminders).
  5. Choose how you would like the calendar to display your availability (Available or Busy). 
  6. Choose your Privacy settings (Default, Public, or Private)
  7. Click on "Save" to add (located top left).
Creating a Calendar Entry spanning one or multiple days
  1. Change the calendar to show the "Month" view. 
  2. Click and drag over the dates of the event. 
  3. In the "What" box, type the name of the event.
  4. If you need to add additional details, click on "Edit Event." (see below [link]) 
  5. Otherwise click "Create Event" 
*You can also create an event using the "Create" button. Use the steps above. 

Create an ongoing or repeating calendar entry

  1. Using "Click and Type." 
    1. Click on the start date of the event
    2. In the "What box type something similar (entry must follow this pattern) - Event Title, Time, Duration
      • Example: Lunch at 12 pm until 8/1 - this will place an event called "lunch" from  12:00 PM until 1:00 PM each day from the start date until August 1st. 
  2. Using "Quick Add [LINK]" type something similar (entry must follow this pattern) - Event Title, Time, Duration
    • Example: Dinner at 5pm until 8/1 - this will place an event called "dinner" from 5:00 PM until 6 PM every day until August 1st. 
  3. Using the Create Button
    1. Use the steps from above to create the event [LINK]
    2. Check the "Repeat" box
    3. Use the pop up window to choose the pattern for the event. 

Edit an Entry

  1. Click on the event link to edit.
  2. OR click on the event and then on "Edit Event" to edit. 
  3. Make changes and then click on "Save."

Appointment Slots:

The appointment slots lets you set a period of time on your calendar, divided into time slots for people to reserve. For instance, professors can have their students reserve an appointment during office hours each week.
  1. Make sure that you're in Week or Day view of your calendar.
  2. Click anywhere in your calendar.
  3. Click Appointment slots, in the Event window that opens up. 
  4. Indicate the details for the appointment slots using these fields: 
    • What: Enter a short title for the appointment slots, example "Office Hours."
    • Calendar drop-down menu: Choose the calendar in which you'd like to use.
    • Offer as a single appointment: Select this if the entire time will be used for one appointment.
    • Split into smaller slots: Select this if you'd like to allow multiple appointments to be scheduled during the block of time. Indicate the duration for each appointment (in minutes) in the text box to the right.
  5. Click Create slots if you are finish.

Add Email, SMS, and Pop-up Reminders

Calendar notifications can be received via SMS messages (standard text rates may apply), Email, or pop-up reminders in the web browser. 

You can set notifications for the following: 
  • New Invitations
  • Changed Invitations
  • Cancelled Invitations
  • Invitation Replies
  • Event Reminders
  • Daily Agenda (email only)

To set notifications for ALL entries in a calendar: 

  1. In the calendar list on the left, click the down arrow button next to the calendar.
  2. Select Notifications
  3. In the "Event Reminders" section, select the reminder method from the drop down menu and enter the corresponding reminder time
    • If you would like additional default reminders, click "Add a Reminder" 
  4. You can also choose to be notified of specific activities on the calendar by selecting the appropriate options in the "Choose how you would like to be notified:" section. 
     
  5. Click "Save"
Please Note: Changes made to the notification settings are only applied to you. Users viewing the calendar must set their own notification settings. 

Reminders for 'All Day' events are based on a 5:00 PM the day before (So, if you choose to receive your reminder 10 minutes before your 'All Day' event on August 24th, you'll be reminded on August 23rd at 4:50 PM). 

Customize notifications for a single calendar entry. 

  1. Click on the event (or while creating a new event, skip to step 3)
  2. Select the "more details" or "edit events details" link in the event bubble. 
  3. In the "Reminders" section, select the appropriate reminder method from the drop down menu and enter the desired time (click "Add a reminder" to add additional reminders). 
  4. Click "Save" 

Cancel Notifications: 

  1. To cancel ALL notifications for a calendar go to the notifications section (see above) and click "Remove" next to each notification type you'd like to remove. 
  2. To cancel an individual event notification select "more details" or "edit event details" and click the "X" next to the notification you would like to cancel. 

Sending Invites:

Google Calendar allows you to easily schedule meetings and events with others (guests) at your school. You are able to view free/busy information to find a time that works for everyone. You are also able to track who will be attending  and they will be notified of any changes made to the event. 

Invite individuals to an event

  1. Click on the event (or create a new event) and select "Edit event details."
  2. In the "Add: Guests" area enter the email address of the guests, separated by commas:
  3. Click on the "Add" button to add the guests. 
  4. Select the guest's permission levels: 
    1. Modify event: can make changes to event 
    2. Invite Others:  can add new guests to the calendar entry
    3. See Guest List: can view who has been invited and their response. 
  5. Click "Save" 
Please Note: 
  • Guests will automatically receive an email invitation. If guests have turned off notifications for new events they will not receive an email invitation. 
  • Anyone with an email address can receive invitations from Google Calendar, regardless of whether they use Google Calendar  as part of Google Apps for your school. 
  • Currently, you can only invite up to 500 guests per event. To accommodate an event with a guest lsit over 500, create additional events for every 500 invited guests. 
 

Check Guest Availability: 

  1. Click on Edit event details. 
  2. Click "Find a Time" below the date and time boxes. 
  3. Add the guest to the event (see above). 
  4. Events will show up when each individual is busy. The shaded area is the event. You can use the visual timeline to find an empty block when everyone can meet.

View guest lists and responses

  1. Click on the event
  2. Select "more details" or "edit event details."
  3. The "Guest" information on the right side of the event page lists the attendees and their status. 

Respond to Calendar invitations

  1. Open the email containing the Invitation
  2. Select the appropriate link (Accept, Tentative, Decline) in the "Respond" section of the Meeting tab. 

  3. You can edit the "Respond" before sending if you wish.
  4. Click Send. 

Print a Calendar

  1. While viewing the calendar. 
  2. Click on "more." 
  3. Then click on "Print."
Please Note: you will print the current view of your calendar. 

Sharing Calendars:

Using Google Calendars you have the opportunity to share the calendar with who you choose or keep it private. You also have the ability to create a shared calendar, such as a class calendar. 

Calendar Sharing Options:

  • Completely private calendar: Do not share with everyone/everyone in my domain (.fau.edu) - This keeps your calendar completely private so that none of your calendar information, not even free/busy information will be available. 
  • Limited Calendar View: Free/Busy Information - This allows people to view your schedule to see the times that you are available. They will not be able to see the name or details of your appointments. 
  • Full Calendar View: Show all event details - Allows others to see your full calendar unless an event is marked as private. 
  • Full Calendar Access: Make Changes to Events - for sharing with individuals only - This allows you to give access to individuals access to modify (add/remove/change events) your calendar. This is useful for team or group calendars. 
    • You cannot grant someone outside your domain (fau.edu) this level of access to your primary calendar). 
    • Individuals with this privilege cannot share the calendar. 
  • Full Calendar Ownership: Make changes to events AND manage sharing - for sharing with individuals only - Gives individuals the ability to manage sharing access for the calendar as well as making modifications, such as adding, removing, and editing events. 
    • You cannot grant someone outside your domain (fau.edu) this level of access to your primary calendar. 

Give others access to change a calendar

  1. In the calendar view, click the down arrow next to the calendar you wish to share.

  2. Click on "Share this Calendar".
  3. Under "Share this Calendar with Others":
    1. Share this calendar with others - (this is checked by default) This box must be checked to enable the calendar to be shared with the public or your organization (fau.edu).
      • Make this calendar public - this will share your calendar with everyone including everyone outside of your domain (fau.edu)
        • You can choose to share all event details or only free/busy times by using the drop down menu. 
      • Share this calendar with everyone in the orgnaization - (This is checked by default) This option will share your calendar with everybody inside your domain (fau.edu). 
        • You can choose to share all event details or only free/busy times by using the drop down menu. 
  4. Under "Share with Specific People": 
    1. Enter the person's email address in the text box
    2. Under Permission Settings - click the down arrow to choose the "sharing options."
    3. Click on "Add Person."
  5. Click "Save".

Share a calendar with people outside your school

If the individual you are sharing with does not have a Google account or is not part of our organization, you must send them the URL to your calendar. 

To share your calendar with individuals outside our organization, the calendar must first be made public. Follow the steps above ([link]Giving access to change a calendar) to make the changes.
  1. Click on the calendar view, click the down arrow next to the calendar you wish to share. 
  2. Click on "Share this Calendar".
  3. Click on the "Calendar Details" tab. 
  4. Under "Calendar Address:"
  5. Click on "HTML"

  6. In the pop up that appears, use the link provided to share with others. 

  7. Click "OK" when finished. 

Check and change who can view, edit, or add events

  1. Click on the calendar view, click the down arrow next to the calendar you wish to share. 
  2. Click on "Share this Calendar".
  3. You can see who the calendar is shared with by looking under the "Share with specific people" section. 
  4. From here, you can modify the permission levels by using the drop down or you can remove the individuals by clicking on the trash can. 
  5. Click "Save."