Create an Event

1. In Calendar, choose an option:
   • Click an empty time slot in the calendar grid.
   • Click Create.
2. Add an event title, date, and time.
3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar.

Add guests

1. In the Add guests field, enter the first few letters of a person’s name or email address. Matching addresses in your organization’s directory appear as you enter text.
2. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address. After you add a guest to your event, their calendars appear alongside yours.
3. (Optional) You can add a Google Groups mailing list address to invite a large group of people at once.
4. (Optional) To check your guest's availability, choose an option:
   • To open your calendar and see your guest’s calendar and availability, click See guest availability.
   • To see a list of suggested meeting times for guests, click Suggested times and select an option.
5. (Optional) To mark a guest’s attendance as optional, point to the guest's name and click People .
6. (Optional) To allow guests to modify the event, invite others, or see the guest list, click Guest permissions and check the appropriate boxes.

Tip: If you’re not the organizer of the meeting but you have permission to edit the event, you can follow these steps to invite people to a meeting.

Note: If you create an event in Calendar and don't give guests permission to modify the event, they can't change the event's date or time on their own calendar.

Add rooms, location, or conferencing

Add a room:

1. Click the Add rooms, location, or conferencing field.
2. Note: If you don't see this option, contact your G Suite administrator.
3. Click Add rooms.
4. Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear.
5. (Optional) If you need to adjust the criteria for your meeting room, you can click:
   • People to specify the required room size.
   • Video to specify the need for video-conferencing equipment.
   • Phone to specify the need for audio conferencing
6. Point to the room that meets your criteria and check the box to select the room.
7. If you don’t see a suitable room:
   1. In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
   2. Point to a room to see details, such as room capacity, location, equipment and features.
   3. When you find the room you need, point to it and check the box to select it.

Add a meeting location:

Click Add location and enter your details. Suggestions automatically appear.

Add videoconferencing:

Click Add conferencing to add a Hangouts Meet video meeting in your event. Or, install a third-party conferencing add-on. You can also add a live stream.

For G Suite Enterprise edition accounts, a dial-in phone number and PIN are also added. Guests can call in to the meeting by phone if your G Suite administrator has turned this option on.

Add an event description and attachments

Add an event description:

1. Click the Add description or attachments field.
2. Add details, such as contact information, instructions, or links for your event.
3. (Optional) Format your description by bolding, italicizing, underlining, or adding lists and links.

Add an attachment:

1. Click the Add description or attachments field.
2. Click My Drive or Upload and select your file.
3. Click Select or Upload. Your file will be attached to the event

Choose an event color, calendar, and default visibility

• Choose an event color—When you're creating an event, you can choose the color that event will show as in your calendars. To choose a different color for your event, click the color palette next to your calendar name and select a different option.
• Add your event to a different calendar—For your event to appear on a different calendar, click your calendar name and select a different calendar.
• Show as busy/available—Change the visibility settings to “Busy” or “Available” so you can show free or busy times on your calendar.
• Set your default visibility—If you share your calendar, your events have the same privacy settings as your calendar. You can change what others can see about certain events.

For more information about privacy settings, see Change your privacy settings.

(Optional) Set up notifications

Set up notification defaults

1. In Calendar, click Settings Settings.
2. On the left under General, click Event settings.
3. Click Notifications and select an option:
   • Off
   • Desktop notifications
   • Alerts
4. (Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
5. (Optional) To manage your notifications, on the left, click your calendarGeneral notifications.
6. Next to each option, click the Down arrow and select None or Email.

Set up notifications for specific events

1. When you're creating your event, at the bottom, click More options.
2. Click Add notification.
3. Select a time period for notifications.
4. (Optional) To add another notification, click Add notification and repeat steps 2-3.

Save your event

When you’re finished filling in the details, save your event and send your invitations.

1. Click Save.
2. Choose an option:
   • Send to notify guests by email
   • Don’t send to skip notifications at this time
   • Dismiss to continue editing the invitation
3. If you’re inviting people from outside of your organization, click:
   • Invite external guests to notify them.
   • Continue editing to notify them later.

• (Optional) To open your event on the Edit event page, click More options.

Reply to an invitation

When you get an invitation to an event, it appears on your calendar. If you subscribe to email notifications, you get invitations by email as well. If you're using Gmail, you can respond to the invitation right from the email.

1. In the calendar grid, click the event.
2. At the bottom next to Going?, click Yes, No, or Maybe.

Tip: To respond to the event from Gmail, open the email and next to Going?, click Yes, No, or Maybe.

Propose a new time or add a note

1. Click the event.
2. In the bottom-right corner, click the Up arrow and choose an option.
   • Add note—Enter your message, optionally change your event response, and click Send.
   • Propose a new time—On the left, choose the day and time, optionally add a message, and click Send proposal.

Note: All guests can propose a new time, except for events with more than 200 guests or all-day events.

Reply to an event from a forwarded invitation:

If you get a forwarded invite by email, you can respond from the email.

1. In Gmail, point to the email and click RSVP.
2. Click your response.

Update an existing event

You can invite more guests and change the meeting location.

1. In the calendar grid, click the event Edit .
2. To invite more guests, change the meeting location, or add attachments, make your changes and click Save.

Note: If the event organizer hasn’t given you edit permissions, you can't make changes to the event time or its duration.

Check guest attendance

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation, and who’s proposed a new meeting time.

1. In the Calendar grid, click the event.
2. Go to the Guests field to see a list of responses from your guests. You might have to click the Down arrow to see the responses.

Respond to a proposed new meeting time request:

1. In the Calendar grid, click the event.
2. In the Guests section, go to the proposal and click Review proposed time.
3. To accept the new proposed time, click Save.
4. (Optional) To notify guests about the new meeting time, click Send.

Notify guests about event changes

If you're updating your Google Calendar event, notify all your guests at once with an email.

Examples

• Let your guests know about event changes, such as new times, updated locations, or cancellations.
• Send your guests reminders or to-dos before an event.
• After an event, send a follow-up message asking for feedback or recapping action items.

Notify guests of a change to an event in Calendar

1. In Calendar, click the name of the event in your calendar grid.
2. Click Edit and make your changes to the event.
3. Click Email and enter a message.
4. Click Send.

Delete an event

If you delete an event, it remains in a calendar’s trash for approximately 30 days. After 30 days, it’s permanently deleted, but you can permanently delete it before that if you want.

Delete an event:

1. In your calendar grid, click the event,
2. Click Delete .

Permanently remove a deleted event:

1. Click Settings Trash.
2. Check the box next to the deleted event and click Delete .
3. (Optional) To permanently remove all events in your trash, at the top right, click Empty trash.

Restore a deleted event

You have approximately 30 days to restore an event that you deleted by mistake.

1. Click Settings Trash.
2. Check the box next to the deleted event and click Restore.

Manage event notifications

You can decide how you want to manage your incoming event notifications.

Turn notifications on or off:

1. In Calendar, click Settings Settings.
2. On the left under General, click Event settings.
3. Click Notifications and select an option:
   • Off
   • Desktop notifications
   • Alerts
4. (Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
5. (Optional) To manage your notifications, on the left, click your calendarGeneral notifications.
6. Next to each option, click the Down arrow and select None or Email.

Set event-specific notifications:

1. When you're creating your event, at the bottom, click More options.
2. Click Add notification.
3. Select a time period for notifications.
4. (Optional) To add another notification, click Add notification and repeat steps 2-3.

Choose your calendar view

You can choose how many days you see at a time in your calendar view. Select the option that’s best for you at the top of your calendar.

Choose your calendar view:

1. At the top right in the calendar view box, click the Down arrow and choose an option:
   • View a calendar by day, week, month, or year
   • View your schedule
   • Hide or show weekends
   • Hide or show declined events
2. To view multiple calendars side-by-side in day view—select Day view and check the boxes next to the calendars you want to see.
3. To view the next or previous day’s calendar—next to Today, click Next or Previous .

Manage your calendar view settings:

1. Click Settings Settings.
2. On the left under General, click View options.
3. Depending on the view you want, check or uncheck the following boxes:
   • Show weekends
   • Show declined events
   • Show week numbers
   • Reduce the brightness of past events
   • View calendars side by side in Day View
4. Click Start week on and choose when to start the week.
5. Go to the Set custom view field and click the Down arrow to choose the number of days or weeks you want to appear in your calendar view.
6. Go to the Alternate calendars field and click the Down arrow to choose an alternate calendar.

Change your calendar's look

Changing the way your calendar appears can help you when you have several calendars layered on the same screen.

Change your calendar’s density and color set:

1. Click Settings Density and color.
2. Click Color setModern (with white text) or Classic (with black text).
3. Click Information densityCompact or Responsive to your screen.
4. Click Done.

Change your calendars’ color set:

1. On the left under My calendars, point to the calendar.
2. Click More and select a color or click Add to choose a custom color.

Change an event’s color:

1. Right-click an event.
2. Select a new color.

Note: If you change the color of an event, the original color is represented as a vertical line on the left side of the event.