This guide is for administrators or coordinators who manage others' calendars and email. This is a short list of handy Tips & Tricks that may help streamline your office tasks.
For more information on individual Apps components, see the Learn Apps section.
You have two options to see when someone or a room is available.
Option 1. Check availability in an event. In the event's details, click the Check guest and resource availability link.
Then add attendees and view their availability, or click the Find next available time link.
Option 2. Check availability through calendars. You can overlay other calendars on your calendar. Each calendar appears in a different color so you can tell exactly who is busy and when. To overlay calendars:
In the Other calendars list on the left of your calendar, type the addresses of the employees whose calendars you would like to add. Once you add a calendar, you can click in the list to toggle it on or off.
Note: A long list of calendars in the Other calendars list can make your calendar slow to load. See Why does my calendar take so long to load?
If your administrator has created groups (mailing lists) for your organization, you can invite a group to a meeting. Simply enter the single address for the group as a guest, instead of entering the individual addresses of all the members of the group.
Important: At this time, if you invite a group to a meeting, you can't see the individual members of the group in your invitation. Therefore, you can't:
you can invite the same group of people to different meetings by
creating a personal contact group. A contact group is a easy way
to add several individual addresses at once:
Then, you can quickly invite the same group to any future events you schedule in the future:
Click All to add everyone in the group to your event.
The maximum number of attendees for a single meeting is 500. If you need to schedule larger meetings, please contact IT, who can provide a tool to help set up large meetings.
Yes, you can change the room on a duplicate meeting using this workaround:
If you schedule a recurring meeting and the room you want to book is unavailable for more than 6 of the days that you requested, Google Calendar declines the meeting. If the room is available for all but 6 of the meetings in the series, Google Calendar sends you notifications for each of the declined days. You can then select a different room for those meetings by editing their details.
Keep in mind, however, that once you change an individual meeting, it is no longer part of the series. For example, if you change the time of a recurring meeting, the time for the individual meetings for which you selected a different room won't automatically change along with the series.
To find a conference room for a recurring meeting:
If Google Calendar schedules your meeting but declines specific days, open each of those meetings and select a different room. When you save the event, make sure you select Only this instance.
There are two options for creating meetings to which you do not want to be invited. If you use either of these options, the meetings won't display in your own calendar, but you can still find them.
Option 1. Create the meetings on another calendar. This calendar may be another person's calendar -- such as an executive's calendar to which you have "modify" permission -- or a shared calendar, such as one you created just for this purpose. For example, a recruiter might create a shared secondary calendar named "New Hire Interviews," and use it to set up meetings on behalf of others, without being listed as an attendee.
Because all the calendars to which you have "modify" permission appear in your My calendars list, you can view all of them together by overlaying them. This technique can help you find a meeting when you're not sure on which calendar it was created.
You can see not only the meetings you created for yourself but also the meetings you created on behalf of others. These meetings are labeled "Created by <you> for <someone else>".
Option 2. Create a meeting and decline the invitation when you receive it. To prevent these declined meetings from cluttering your calendar display, go to Settings > General > Show events you have declined, and select No. If you later want to find a meeting you declined, temporarily change this setting to Yes to display declined meetings.
Can I prevent invitees from changing meeting
If invitees change
details about a meeting, their changes show up only on their calendars.
Only the person who scheduled the meeting can make changes that appear
on all invitees' calendars.
Additionally, if the meeting creator
modifies a meeting, the creator's updates override any changes that
For example, if you create a meeting and invite John, and
then John changes the room, the room change shows up only on John's
calendar. If, however, you later change the time of the meeting, the
meeting is moved to a different time on John's calendar and the
room change that John made no longer appears on his calendar.
To send notifications
only to specific individuals, do the following:
Note: Individual users can
set a preference to not receive notifications.
Not if you are the meeting organizer. If you are the meeting organizer and you add a note in the event Description field, it appears in the event on every invitee's calendar. I someone else is the meeting organizer, and you add a note in the calendar of the individual for whom you are a designate, only that individual can see the note. However, if the meeting organizer updates the Description field in which you put the note, your note is overwritten.
Important: If your manager's calendar is set up to show only invitations to which he or she has responded, your manager might miss a scheduled event. For example, if you schedule a meeting for your manager, but don't send an email invitation, your manager will never learn of the meeting unless you specifically tell him or her about it.
You can change your calendar's time zone, as follows:
There is no way to hide individual meetings. However, you can hide meetings that you've declined. See below.
Having multiple calendars in your "Other calendars" list makes overlaying those calendars very convenient. But, having too many calendars in this list can increase the load time for your calendar.
To hide a calendar from your "Other calendars" list, click the down arrow to the right of the calendar owner's name, and then select Hide this calendar from the list. Or click the calendar name in the list to deselect it, which prevents the calendar from overlaying in your calendar but still keeps it in the list. To redisplay the calendar, click the calendar name again.
If you don't want to delete the meeting, you can change your settings to hide all meetings that you have declined.