Google Calendar

Change your settings

Get to the settings menu:

1. On your computer, open Google Calendar

2. In the top right corner, click Settings settings gear button > Settings

3. At the top of the page, check out different types of settings by clicking General, Calendars, and Labs

4. Anytime you update a setting, make sure to scroll to the bottom of the page and click Save

Settings you can change:

General tab:

• Language

• Country

• Time zone

• Date format

• Events from Gmail

• Default event duration

• Week starts on

• Event dimming

• Show weekends

• Default view

• Custom view

• Location

• Show weather based on my location

• Show events you have declined

• Automatically add invitations to my calendar

• Automatically add video calls to events I create

• Alternate calendar

• Display tips

• Enable keyboard shortcuts

Calendar tab:

• Show in list

• Notifications

• Unsubscribe

• Sharing

• Import a calendar

• Export a calendar

Labs tab:

Labs are Google Calendar experiments that you can turn on or off. Learn how to turn on labs and what they do.

For more information click here and follow the links through.

Create a recurring event

Set up a new repeating event:

1. Open Google Calendar

2. In the top left corner, click Create

3. Add the event title, date, and time

4. Under the date and time, check the box next to Repeat

5. Choose how often you want the event to repeat, and when you want the repeating event to end

6. Click Done

7. When you're done creating your event, click Save at the top of the page

Make an existing event repeat:

1. Open Google Calendar

2. Click the event you want to update > More details

3. Under the date and time, check the box next to Repeat

4. Choose how often you want the event to repeat, and when you want the repeating event to end

5. Click Done

6. When you're done editing your event, click Save at the top of the page

Make changes to repeating events:

1. Open Google Calendar

2. Click the event you want to update > More details

3. Make changes to the event

4. At the top of the page, click Save

5. Choose which events in the series you want to update:

• Only this event: This event will be updated, but the details for all the other recurring events will stay the same

• Following events: This event, and all events moving forward will be updated. Any events from the past won't be updated

• All events: All events from the past and the future will be update

Create an event

View video here.

Delete an event

Delete an event you created:

If you created an event, or have permission to edit it, you can delete the event. This takes it off your calendar, and off the calendars of everyone else who was invited.

1. On your computer, open Google Calendar

2. Click on the event you want to delete

3. Click Delete

Delete an event you were invited to:

If you were invited to an event, but you don't have permission to edit it, you can remove it from your calendar. This removes it from your calendar, but everyone else who was invited to the event will still see it.

1. Open Google Calendar on your computer

2. Open the event you want to remove

3. Click Remove or Remove from this calendar

Delete a recurring event:

If you're deleting an event that you created as repeating, you'll see a few options. If someone else created the recurring event, you won't see these options.

• This event: Delete this event, but keep all the other recurring events

• All following events: Deletes this event, and all the future events

See deleted events in your trash (computer only):

When you delete an event you created or have edit access to, it stays in that calendar's trash for 30 days. When you go to the trash, you can restore events, or delete them forever.

Note: Anyone who has "Make changes to events" or "Make changes AND manage sharing" permission for the calendar can see and move events in the trash.

1. On your computer, open Google Calendar

2. On the left side of the page, find the My calendars list

3. To the right of your calendar's name (not "My Calendars"), click the dropdown menu  > View Trash. You'll see the events that were deleted from this calendar

4. Check the box to the left of any events you want to move

5. Click Delete forever or Restore selected events

6. To delete all the events in your trash, click Empty trash now

Invite people to your event

1. Open Google Calendar

2. Open an event, or create a new one

3. On the right, find the Add guests section

4. Start typing the name of the person and choose a result from your contacts. You can also type an email address to invite people who aren't in your contacts list

5. When you're done editing your event, click Save

6. When you save your event, an email invitation will be sent to your guests

When guests receive your invitation email, they can respond using the Yes, No, or Maybe links in the email.

To see who responded to your event:

1. Click the event

2. Click Edit event

3. In the "Guests" section, you'll see your guest list organized by how your guests responded

Respond to event invitations

How to RSVP:

1. Open the invitation email, or the event that was added to your calendar

2. In the Going? section, click Yes, No, or Maybe

Change your response:

1. Select the event on your calendar

2. Click the Add a note or change your response link at the top of the page under "Save"

3. In the Going? section, click Yes, No, or Maybe

Set up calendar delegation

View video here.

Sharing calendars

Here are a couple examples of what you can do with sharing:

• Share your main calendar with someone so they can see your schedule.

• Create a new calendar that multiple people can edit, like a "Hiking" calendar that everyone in a hiking group adds events to.

When you add someone to your calendar, you can decide how they see your events and whether they can also make changes like adding or editing events.

Share an existing calendar:

You can share the main calendar for your account, or another calendar you created. Note: You can only edit your sharing settings from a computer, not the mobile app.

1. Open Google Calendar on a computer

2. On the left, find  My Calendars. You may need to click to expand it

3. Find the calendar you want to share and click the arrow next to it

4. Select Share this Calendar

5. Under Share with specific people, add the email address of the person you want to share with

6. For Permission Settings, choose an option in the drop-down menu. Learn more about these options below

7. Click Add person, if they aren't already added

8. Click Save

If you shared your calendar with an individual email address, they'll see your calendar in their "Other calendars" list. If you shared your calendar with an email group , they'll see the calendar in their "Other calendars" list once they click on the link in the email invitation from Google Calendar.

Create a new calendar to share:

You can create a new calendar and invite other people to view or edit it. When you create an event, you'll see an option to choose which calendar to add the event to. Note: You can only create a calendar and edit its sharing settings from a computer, not the mobile app.

1. Open Google Calendar on a computer

2. On the left, click the arrow next to My calendars 

3. Select Create a new calendar

4. Fill in the calendar name

5. Under Share with specific people, add the email address of the person you want to share with

6. For Permission Settings, choose an option in the drop-down menu. Learn more about these options below

7. Click Add person, if they aren't already added

8. Click Create calendar

9. If you shared your calendar with an individual email address, they'll see your calendar in their "Other calendar" list. If you shared your calendar with an email group, they'll see the calendar in their "Other calendars" list once they click on the link in the email invitation from Google Calendar

Important: To get your new calendar to show up on your Android phone or tablet, you'll need to turn on sync for that calendar. 

Share with a group:

When you share your calendar with a group, it isn't automatically added to their calendar list. Instead, they'll need to click the link in the email they got to add the calendar to their list.

Use Google Groups:

If you want to share a calendar with a large group of people, you can add a Google Group. The calendar sharing settings will automatically adjust to any changes in the group's membership over time. Learn more about Google Groups.

1. Follow the directions in one of the sections above about how to share

2. Instead of adding someone's email address, enter the email address of the Google Group

Add people individually:

You can also share your calendar by adding individual email addresses.

1. Follow the directions in one of the sections above about how to share

2. Add each person's email address

Share with people who don't have Google Calendar:

The only way to let people who don't have Google Calendar view your calendar is to make it public.

Make your calendar public:

1. On a computer, open Google Calendar

2. In the top right, click Settings settings gear button > Settings

3. Open the Calendars tab

4. Click the name of the calendar you want to share

5. Open the Share this Calendar tab

6. Check the option Make this calendar public.

7. If don't want other people to view the details of your events, select See only free/busy (hide details)

8. Click Save

Google Apps users: Your domain's administrator may restrict your sharing settings. If you you don't see some sharing settings, contact your domain administrator.

Share a calendar with everyone in your organization:

If you share a work or school calendar, you’ll see Share this calendar with everyone in the organization. You won’t see this setting if you’re using an @gmail.com account.

How this setting works:

• People in your organization can find your calendar.

• People outside your organization won't be able to see your calendar.

• If you invite someone outside your organization to a meeting, they can see information about the meeting.

Options:

• See all event details: People in your organization can view the details of your calendar events, unless you mark them as private.

• See only free/busy (hide details): People in your organization can see when your time is booked or free, but they can’t see names or details of your events.

Stop sharing your calendar

1. Open Google Calendar on a computer

2. On the left, find  My Calendars. You may need to click to expand it

3. Find the calendar you want to stop sharing and click the arrow next to it

4. Select Share this Calendar

5. To stop sharing publicly, uncheck the box for Make this calendar public

6. To stop sharing with specific people, click the trash icon to the right of each person you want to remove

If you share multiple calendars, repeat these steps for any other calendars that you want to stop sharing.