Tips for Google Calendar

November 17

2014 Google Calendar Training

Tips to save time and increase your productivity

Google Calendar Training

©2014 Boost eLearning

Page | 2

Tips for Google Calendar

Learn tips to increase your productivity and manage your calendar efficiently.

Table of Contents

Tip: Use the Calendar event icons .................................................................................. 3

Tip: Set your working hours ............................................................................................. 4

Tip: Show or hide weekends ........................................................................................... 4

Tip: Use Event dimming .................................................................................................. 5

Tip: Use more 'Quick Add' features ................................................................................. 5

Tip: Use Add by URL and Import Calendar ..................................................................... 6

Tip: Change the event color from the Calendar view ...................................................... 6

Tip: Select a custom color for your calendar ................................................................... 7

Tip: RSVP to an event from your inbox ........................................................................... 7

Google Calendar Training

©2014 Boost eLearning

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Tip: Use the Calendar event icons

Use the event icons to quickly learn key information about an event. Keep in mind you will probably see multiple icons on one event.

Looks like:

This event is marked as private

All guests have replied ‘No’ to this event

Guests are invited to this event

Reminders are set for this event

This is a repeating event

You have not yet replied to this event, or you replied ‘Maybe’

You have replied ‘No’ to this event indicated by the event fading to a lighter shade

Google Calendar Training

©2014 Boost eLearning

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Tip: Set your working hours

Set your working hours and a warning will show to people who invite you to an event outside of your working hours.

Looks like:

Tip: Show or hide weekends

Make your calendar more easy to use by choosing to show or hide weekends. Looks like:

First, click the settings icon, then ‘Settings’

Click the radio button to show or not show weekends

Select Working hours, and then tailor to accurately display your working hours

Google Calendar Training

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Tip: Use Event dimming

Dim past or recurring future events to clearly keep track our your events.

Looks like:

Tip: Use more 'Quick Add' features The ‘Quick Add’ feature can be used by entering in basic information; you can also create more sophisticated events by following the suggestions below.

To create an all day event o Enter: AAA meeting 12/14

To create an event within time intervals o Enter:

AAA meeting 12/14 2:00pm for 1 hour or AAA meeting 12/14 2-3:00 pm AAA conference 12/14-12/16

To invite someone to the event, include their email address o Enter: AAA meeting 12/14 alegra@aaamarketing.com

Select if you want past events to be dimmed or not.

First, click the settings icon, then ‘Settings’

Google Calendar Training

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To create a repeating event, include the interval the event repeats for o Enter:

AAA meeting Monday 2-3pm weekly (can also use ‘monthly’) AAA meeting every Monday 2-3pm (can also use ‘every month’) AAA meeting Monday 2-3pm for 3 weeks

Tip: Use Add by URL and Import Calendar

Add by URL and Import Calendar are two ways to additional calendars to your Google Calendar. Looks like:

Tip: Change the event color from the Calendar view Call attention to a specific event by changing the event color. This change can also be made from the ‘Event Details’ page, although it is faster to make the change directly from the Calendar view. Looks like:

Click Add by URL, then import the

calendar by entering its iCal address. To find the iCal address of a Google Calendar, click on a specific calendar, then under ‘Calendar Details’ click iCal.

Click Import calendar, then upload a

calendar in iCal or CSV (MS Outlook) format. Select which calendar you want these event to be listed on.

Click the down arrow inside the color

Google Calendar Training

©2014 Boost eLearning

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Tip: Select a custom color for your calendar

Make your calendar more personal by changing the personal color of a calendar. Adding a custom color can also help you identify import calendars. Looks like:

Tip: RSVP to an event from your inbox You can RSVP to an event straight from your inbox, without opening the email for the event invitation. Looks like:

Choose a specific event color

Click the down arrow next to your calendar, then select ‘Choose custom color’. Then, select the color you want for this calendar.

Click the RSVP button to view the basic event details.

Then select your response to the invitation.