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Creating and Managing Google Calendar Events

Josh Goodhead
  • Updated

This article covers creating and managing events in Google Calendar, including recurring events, sharing calendars, and setting reminders.

 

Creating a New Event

  1. Open Google Calendar: Navigate to calendar.google.com in your web browser.
  2. Click "Create": Locate and click the "Create" button (usually a "+" sign) in the top left corner. Alternatively, you can click directly on a date and time slot in the calendar grid.
  3. Enter Event Details:
    • Title: Give your event a descriptive title.
    • Date and Time: Select the start and end dates and times. You can also choose "All day" if applicable.
    • Add Location: Enter the event's physical location or a video conferencing link (e.g., Google Meet).
      • Google Meet: To create a Google Meet meeting, click "Add Google Meet video conferencing." This will generate a unique meeting link that will be automatically added to the event invitation.
      • Note: For best practices and tips on using Google Meet effectively, please see our help article: Effective Google Meet Usage: A Comprehensive Guide
    • Add Guests: Enter the email addresses of people you want to invite. You can set guest permissions (e.g., can modify event, can invite others).
    • Add Description: Provide any additional information about the event.
    • Add Attachments: Attach relevant files to the event.
  4. Save: Click "Save" to create the event.

 

Recurring Events

  1. Create a New Event (as above) or Edit an Existing Event: Open the event you want to make recurring.
  2. Find the "Does not repeat" option: This is usually located near the date and time settings. Click on it.
  3. Choose Recurrence Pattern: Select from predefined options (Daily, Weekly, Monthly, Yearly) or choose "Custom" for more specific settings.
  4. Customize Recurrence (if applicable):
    • Repeat every: Specify the frequency of the recurrence (e.g., every 2 weeks).
    • Repeats on: Choose the days of the week for weekly recurrences.
    • Repeat on day: Choose the day of the month for monthly recurrences (e.g., the 15th).
    • Repeats every: Choose the month for yearly recurrences.
  5. Set End Date (Optional): You can choose to have the recurrence continue indefinitely or set a specific end date.
  6. Save: Click "Save" to apply the recurrence settings.

 

Sharing Calendars

In Google Workspace, calendar visibility is typically shared by default within the organization. To view an employee's calendar alongside your own:

    1. Open Google Calendar: Navigate to calendar.google.com.
    2. Find "Other calendars" on the left: This section lists calendars you've already added.
    3. Click the "+" next to "Other calendars": Select "Subscribe to calendar."
    4. Enter the employee's email address: Start typing the employee's name or email address. Google Calendar should suggest users within your organization. Select the correct user.
    5. The employee's calendar will now appear in your "My calendars" list: You can toggle the visibility of the calendar by clicking the checkbox next to it. You will typically see their free/busy information. The level of detail you see may depend on company settings and individual user privacy settings.

 

Setting Reminders

  1. Create a New Event (as above) or Edit an Existing Event: Open the event.
  2. Find the "Notifications" section: This is usually located near the event details.
  3. Add Notification: Click "Add notification."
  4. Choose Notification Type: Select either "Email" or "Pop-up."
  5. Set Reminder Time: Specify how far in advance you want to be reminded (e.g., 10 minutes before, 1 day before). You can add multiple reminders.
  6. Save: Click "Save" to apply the reminder settings.

 

Managing Existing Events

  • Editing an Event: Click on the event in your calendar, make the necessary changes, and click "Save."
  • Deleting an Event: Click on the event, then click the "Delete" button (usually a trash can icon). For recurring events, you'll be asked if you want to delete only this instance, all instances, or following instances.
  • Changing Event Color: Right-click on the event and select a new color. This can help visually categorize your events.

 

Tips and Tricks

  • Keyboard Shortcuts: Use keyboard shortcuts to quickly navigate and create events. (See Google Calendar Help for a list of shortcuts.)
  • Mobile App: Access and manage your Google Calendar on your mobile device using the Google Calendar app.
  • Integrations: Google Calendar integrates with other apps and services, allowing you to sync events and receive notifications in other platforms.

This article provides a basic overview of creating and managing Google Calendar events. For more detailed information and advanced features, please refer to the official Google Calendar Help Center.

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