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Frequently Asked Questions
Frequently Asked Questions
How do I view the calendar of an employee who hasn't migrated to Google?
How do I view the calendar of an employee who hasn't migrated to Google?
Use the "Meet with" tool
Open your Google Calendar (https://calendar.google.com)
On the left side of the window, find the Meet with... tool and click in the Search for people text box
Type the name of the employee and click on their name when it appears
Their schedule will be overlayed ontop of your calendar.
How do I view my coworkers’ calendar?
How do I view my coworkers’ calendar?
There are two main ways to view your coworkers calendar.
Subscribe to their calendar (Google users only)
Open your Google Calendar (https://calendar.google.com)
On the left side of the window, click the + button next to Other calendars
Then click Subscribe to calendar
In the Add Calendar prompt, type the name of your coworker then click their name when shown.
Once the calendar settings is displayed, click the back arrow next to Settings (near the top left of the window)
Double check the Other calendars section and ensure that there is a checkmark next to your coworkers name to view their calendar
Use the "Meet with" tool
Open your Google Calendar (https://calendar.google.com)
On the left side of the window, find the Meet with... tool and click in the Search for people text box
Type the name of the employee and click on their name when it appears
Their schedule will be overlayed ontop of your calendar.
How do I add my personal Google Calendar to my work calendar?
How do I add my personal Google Calendar to my work calendar?
On your personal Google calendar (computer):
Go to Google Calendar
On the left, under "My calendar," hover over the calendar you want to share
Click the three dots (Options) and select Settings and sharing
Under "Share with" click Add people or groups
Enter your work profile email address
In the "Permissions" dropdown, choose the level of access you want to grant. "See all event details" is usually the most helpful if you want to see the specifics of your personal appointments on your work calendar
Click Send
Your work email address will receive a notification with a link to add the calendar
NOTE: If you do not receive an email immediately from your personal account, please check your Spam folder inside of Gmail (Duluth account)
You may see a blocked message like the one below
Click Looks safe to move the email to your Inbox
In the email, click Add this calendar
Click Add when prompted
You will now see your personal calendar listed under the “Other calendars” section
How To - Distinguish a personal calendar
How To - Distinguish a personal calendar
On your work Google calendar (work computer):
Go to Google Calendar.
On the left, under "My calendar" hover over the calendar you want to share
Click the three dots (Options) and select Settings
Find the Calendar name at the top of the page, add the text (Personal) to the name of this calendar, then click the Back arrow button at the top left of the page
Now your personal calendar will be designated as such in the calendar list
How do I invite someone to another person’s event? Can I forward invitations?
How do I invite someone to another person’s event? Can I forward invitations?
You can INVITE others to the calendar event, or you can forward it and the recipient can answer from the invitation Yes, No, or Maybe.
How do I push the event to my calendar if someone does forward an invitation?
How do I push the event to my calendar if someone does forward an invitation?
You must contact them and ask them to invite you, or create the event manually. This will level off as people learn to simply invite you as a guest to events.
Am I notified if someone invites others to my event? How can I see the new additions and who’s coming?
Am I notified if someone invites others to my event? How can I see the new additions and who’s coming?
There isn’t a notification when someone invites others to your event, but you can see when they accept if you have turned on notifications for event responses, and check the guest list any time.
How do I add information to another originator’s event?
How do I add information to another originator’s event?
You must contact the meeting originator and ask them to allow you to make edits to their event, or to add your new information themselves.
How do I Propose a New Time?
How do I Propose a New Time?
In the calendar event preview (the view outside the event from a single click), there is a small arrow at the bottom right of the preview window. Click it and you will be give the option to Propose a New Time or Add a Note.
How do I see who booked a conference room?
How do I see who booked a conference room?
Other calendars dropdown > browse interesting calendars > More > drop-down resource, subscribe to its calendar. Now it shows under Other Calendars and you can see who Created the event. Or if you add the room to your event, you can use the Find a Time feature to view originators of events on that room's calendar, assuming the room's calendar is shared at the see event details level.
How can I stop Calendar from pushing other people’s travel onto my calendar?
How can I stop Calendar from pushing other people’s travel onto my calendar?
Calendar > Settings > scroll down, Events from Gmail > uncheck add automatically box to stop Gmail from auto-pushing events to the calendar
Is there a limit to the number of people I can invite to an event?
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?
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?
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, as the Drive is the repository for attachments in Calendar.
How can I add "optional" meeting participants to a Calendar Event?
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 an event invitation?
How can I "respond with comments" to an 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 highlighted 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.
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