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Calendar Settings (04:26)

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Frequently Asked Questions

Creating an Event (07:15)

How can I "propose a new time" for a meeting?

Open the Calendar event, and under "Are You Coming?," select Maybe. Then do one of the following:

- To propose a new time to the host only, enter your proposal in the Add a Note field. Note: all the guest will see this comment.

- To propose a new time to all the attendees, click the Email guests link in the upper-right corner to send your new proposal in an email message to one or more attendees.

- Reply to the owner of the event from the Calendar evant in the Inbox, and suggest an alternative time.

Is there a limit to the number of people I can invite to an event?

The maximum number of attendees per Calendar Event is 500. When you view the calendar event, only the first 100 users appear in the guest list due to window size.

If you need to invite more than 500 people to an event, you will need to create duplicate events and place no more than 500 people in each. Once you have created the first event in your Calendar, you can create duplicates of the event using the Duplicate Event option on the More Actions drop down menu.

If you use a distribution list or group email list to invite attendees, remember that you are still limited to the 500 distinct recipients. So if the list has 600 addresses, it will need to be divided into 2 smaller lists before sending the invites.

Please remember that updates to a distribution list will not automatically carry over to your existing invitations. For example: let’s say on day one you invited all of marketing and sales to a meeting using a distribution list. On day two, an additional 20 people are hired and added to the marketing and sales distribution list file. In order to invite the additional people, you will need to open the event in your Calendar and use the Add: Guests.

How can I automatically see event invitations in my Calendar?

In order to see event invitations on your Calendar automatically, open your Calendar and click on Settings, Calendar settings. Go to “Automatically add invitations to my calendar:”, and select “Yes, but don't send event reminders until I have responded “Yes” or “Maybe”. Then click Save. As invitations are received in your Calendar, they will appear with a “?” next to the time of the event, until you have replied.

How can I attach a file to a meeting event?

Open a Calendar event in the Attachment section, click on the Add attachment link . Select a Google document or upload a file from your desktop. Each guest must have sharing rights to the document.

How can I add "optional" meeting participants to a Calendar Event?

Open a Calendar event in the “Add: Guests | Rooms, etc.” section, click on the "Make some attendees optional" link. Click on the Person icon next to the optional participant's name.

How can I "respond with comments" to a event invitation?

Open a Calendar event and type a comment in the “Add a note or change a response” section. Type a note or change your response. This section is highlight at the top of the Calendar Event window. The comment appears underneath the person’s name in the Guests list section for all to see.

Can I reserve a resource (conference room, projector, etc.) in my Calendar?

Yes, resources like rooms and projectors can be managed within Google, if the resources are entered by your organization. To reserve resources, open a Calendar event, click on the :Add: Rooms, etc.: link and select a resource.

How do I set my default event reminder?

Open your Calendar, click on Options, Calendar settings, and select the Calendars link. Select the Notifications link for your Calendar. Change the "Event reminders:" setting, then click Save.

How do I make my event private?

Open a Calendar event, in the Privacy section, select Private. Others will not see the event detail, only "Busy" when viewing your Calendar.

How do I add my Task pane to the Calendar view?

Open your Calendar, in the “My calendars” section, select Tasks. The individual tasks will also appear in the Calendar grid on the dates the tasks are due.

How do I create a tentative event?

Open a Calendar event, select Available in the “Show me as” section. The event appears with a question mark (?) icon in the Calendar view.

How do I create a Calendar Event from a Gmail message?

Open the Gmail message, click on More actions drop down menu, and select Create event.

What is the maximum number of calendar resources per account?

The maximum number of resources per account is 3,000.

Can I show more than one time zone on my calendar?

Yes, you can view two time zones in Google Calendar. To add another time zone to your calendar view, click Settings. On the General tab, under Your current time zone, select another time zone in the Additional time zone list.

Can I invite a mailing list from our corporate directory to a meeting?

Yes, you can invite any mailing list (group) from the corporate directory to a meeting. Each member of the group will receive an email invitation. Note, however, that the email invitation won't show all the members of the group. Also, the group members will appear in the invitation on each attendee's calendar only if you have permission to view the group's member list.

Will I get a notification if an attendee accepts my meeting invitation?

By default, notifications are turned off. But you can turn reminders on, and choose whether to receive a pop-up notification or an email notification:

- Access Google Calendar.

- In the upper-right corner of the page, click Settings.

- Click the Calendars tab.

- Under My Calendars, click the Notifications link for your calendar.

- Choose the settings you want.

- Click Save.

Can I see a list of attendees who have accepted my invitation?

Yes, open the event details to see who has accepted your invitation.

Can I create "live" links in my event description?

Yes, but only if you don't let attendees edit the invitation (don't select the "Guests can modify event" check box). Note that, as the host, you always can edit the invitation, the links won't appear as "live" on your own calendar. However, you'll see the live links in the event confirmation message you receive.

To create a link to a website in the event description, simply type the URL, such as http://www.google.com.

You can also create linked text by using HTML tags. For example, to create the link Product Info, you would use HTML code in the format <a href="www.some-url.com">Product Info</a>. If the HTML code is valid, Google Calendar hides the HTML when you save the event (but shows the text "Product Info"). It then creates the link in the invitation that attendees receive.

Can I edit just one instance of a meeting in a recurring meeting?

Yes. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward.

Can I forward an invitation to another employee?

Yes, if the meeting host selected the option to allow guests to invite others. If so, in your meeting invitation, click Add guests, type the address to which you want to forward the invitation, and then click Save. Google Calendar will ask you if you want to send an invitation to the new guest. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is notified by email that you invited another attendee.

Can I accept invitations on Google Calendar that are sent from another calendar program?

Yes. If someone outside your domain sends your an invitation from another type of calendar, you can typically accept the invitation from Google Calendar. If possible, Google Calendar inserts an Add to Calendar link in the invitation. Simply click the link, and the invitation is added to your Google calendar. Otherwise, if the invitation is in the standard .ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the .ics file and upload it to Google Calendar.

If someone shares their calendar with me, can I hide the calendar?

Yes, you can hide the calendar by clicking it in your list of calendars on the left of your calendar view.

If I want to access my manager's calendar, does that person need to give me permission?

Yes, if you want to access another employee's calendar, that person must give you permission, by editing the sharing settings for their calendar.

What level of access do others have to my calendar? Is my calendar public?

By default, your calendar is shared with everyone in your domain, and they can see your calendar's free/busy information only. However, you can turn off calendar sharing.

If you share your calendar with everyone at your domain, you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people and give them one of the following levels of access: