Narrator: A Google Calendar event is a block of time you add for meetings, appointments, or occurrences that happen regularly, like anniversaries or milestones.
There are several ways to create events in Google Calendar. One method is the Create button. Clicking Create takes you directly to the event’s Detail screen. The Detail Screen is where you define the basic information for the event, like a title, the date and time, as well as the location. You can add guests to an event, and reserve rooms. When you’ve added the information for the event, click Save and it appears on your Google calendar.
If you’re using the English version of Google Calendar, you can also use the Quick Add link to create an event. Just click the Down Arrow next to the Create button. In the Quick Add field, enter some basic information about the event, like a brief title, the date, and time. For example, if you enter “Appointment with Dr. Raab at Fenton Medical Center, Wednesday, at 2:30 PM” and then press Enter, Google Calendar understands what you entered and creates the event for you.
You can also create events by clicking the calendar on the specific date and time of the event. Just add a title for the event. If you need to add more information, click “Edit Event” to add a location and invite guests. When you add an event this way, Calendar sets the length of the event to thirty minutes. You can change this in the Calendar settings if you like. But if you want to create longer events than the default meeting length, you can also click and drag your mouse to define the time frame for your event.
You can also create events using keyboard shortcuts. Keyboard shortcuts let you create events and navigate Calendar from your keyboard, instead of using your mouse. You can bring up a list of shortcuts by pressing Shift and the Question Mark key. As you can see from this list, you can create an event by pressing C on your keyboard, or to add an event using Quick Add press Q.
Now those are all the options for creating an event in Calendar. But there is one more way you can quickly create a new event, and that’s from Gmail. In Gmail, click Compose, and enter your guests in the To field. Enter your subject for the email and click Invitation. An invitation box opens where you can select a time for your meeting. Gmail looks at your guests’ Google calendar and displays their available time. White space means they’re available, pink indicates that one or more individuals are unavailable, and green means people are available according to their calendar. Just note that if you invite guests outside of your domain, or if a guest isn’t sharing their calendar, the calendars won’t display. With your time set, enter the event’s location, any optional details, and click “Insert Invitation.” The invitation is added to the email. Internal guests, and any external guests using Gmail, can see the event on their Google calendars. External guests using other calendars or applications may need to manually add the event to their calendars.
Narrator: Google Calendar makes it easy to coordinate and plan events with coworkers, because you can view multiple calendars at one time. If you want to view a coworker’s calendar, just start typing their name or email address into the field labeled, “Add a Coworker’s Calendar.” A list of options within your organization will show up. To add a person to the calendar, just select their name from the list of options. Depending on your coworker’s settings, you may see their event details, or just when the person is free or busy.
In most cases, this is all you’ll need to do to add and view a coworker’s calendar. But in some cases, you might need to manually add a person, or request access to someone’s calendar. For example, if the person you want to add doesn’t appear on the drop-down list, first double-check you have their name or email address spelled correctly. If you tried their name initially, try entering their email address instead. If Calendar still doesn’t show the person’s name in the list, enter the person’s full email address and press Enter. If the person already shares their calendar publicly, it’ll appear in your Other Calendars list. Most likely, Calendar will prompt you to send a message to your coworker to see their calendar. At this point, your coworker will need to give you permission. Have your coworker click the link in the email they received from Google Calendar. This will open up their Calendar settings, where they can add your email address to the list of specific people to share their calendar with. Just make sure they click Save, and you’ll have access to your coworker’s calendar.
(Cursor clicks on a coworker’s name in the Other Calendars list; their events disappear from the displayed calendar.)
If you no longer need to view a coworker’s calendar, you can just click to hide the events. If you want to remove a coworker’s calendar from your Other Calendars list, click the down arrow to the right of the calendar and select Hide This Calendar From the List. If you ever need to view the calendar again, just follow the same steps for adding a calendar. As long as you’ve been given permission to view a calendar, you can easily add it back to the Other Calendars list. And if you have questions about sharing and viewing calendars, just click the Gear icon and select Help.
Narrator: You can customize Google Calendar to many different views. Using the tabs on the top right of your calendar, you can view calendar by the date, week, month, four day, or the agenda format. To select the date range for each different view, you could use the back and forth arrows on the top left, next to the date or date range, or you can click on the mini calendar on the left to set the date or date range.
Narrator: Google Calendar lets you print calendar views, such as weeks or months, as well as individual events.
To print a calendar view, first make sure you have Calendar displaying the time frame you want to print. For example, if you want to print just one week of your calendar, use the Week view. Or, if you want to print an entire month, have the calendar open in Month view. Then, click the More button and select Print. Calendar gives you a preview of how the calendar will print, and from here you can adjust a few settings. You can set the date range for the calendar to print, or use the Three Month or Six Month options. Notice the calendar only shows one view at a time in the preview, but does tell you how many pages will print. You can also change the font size of the calendar, either bigger or smaller. Select what works for you.
By default, Calendar will try to print your selection in a way that fits best on the page. But you can also force the calendar to print in either Landscape or Portrait mode. And you can select a few options for event visibility and black-and-white printing. When you’ve picked the settings you want, you’re ready to print your calendar. If you click Print, Calendar will use the default print settings for your browser and operating system. So if you’ve printed from your computer before, the rest of the print process should look very familiar to you. And if you click Save As, Calendar will create a PDF version of the calendar, and prompt you to download the file. You can then open the file in your default PDF viewer.
So those are the basics of printing sections of your calendar. But what if you want to print just one event? Well, just click on an event you want to print, and have it open in the Event view. In this view, there’s a Print icon in the upper right hand corner. Click the Print button, and Calendar will make a PDF version of the event that you can open and print. Depending on your browser, operating system, and default PDF settings, you may need to open the PDF directly to print the file. As you can see, the PDF includes the date, time, location, description of the event, and a list of those invited. It also includes a section at the bottom of the printout that you can use to add handwritten notes.
So those are the basics of printing calendars and events. For more information, check out the Calendar help under Settings.
Narrator: To copy an event to a calendar, click on the event in Calendar. If you are looking to copy the event to your primary calendar, click the link that says “Copy to my calendar.” If you are looking to copy the event to another calendar, select the calendar from the drop-down list.