Guide to Google Calendar

Guide to Google Calendar

As free web-based and mobile calendars go, Google Calendar is top of its class. This tool allows users to properly manage their schedules in a simple and powerful way, and integrates seamlessly into existing Google accounts.  While end users may vary from schools to non-profits, the benefits of this application are widespread and diverse.

As an introduction and overview of this application, we wanted to highlight its purpose and the benefits that it provides users.

The Interface
The Google Calendar interface is very simple and easy to navigate. From a design perspective, it mirrors other Google applications in regard to the colors utilized, and offers a clean display of its many powerful features. By clicking on any given date, you can easily shift to various sections of the calendar. The top right corner of the interface features tabs that switch between display options such as day, week, month, next four days, and agenda views.

Similar to other Google applications, the top of the screen presents links to additional Google apps that you are all set up to utilize such as Google Drive and Gmail. The left side of the interface allows for the overview and management of contacts and shared calendars, while there is also an option to search all of your calendars. This search function makes it quick and easy to find events based on keyword searches.

Creating Events
To create or add an event to your calendar, all you need to do is click the day you’d like to schedule your event. This prompts a dialog box, which allows users to very easily type in the details including day, time, and name of the event. If you’d like to take this a step further, users can click the “more details” link, and add additional information to the event. This additional information includes location, notes, invites, etc.

For those that already have calendars established within applications such as Outlook, Yahoo, or iCal, it is possible to import an entire calendar worth of events into Google. Unfortunately, Google Calendar doesn’t sync with these applications automatically, but third-party tools do exist to help sync these calendars.

Google calendar allows users to create multiple calendars, each with their own management settings. All of your calendars are accessible via the same interface. By separating your calendars, you can easily create a calendar for home, a calendar for work, and a calendar for your book club as well. Additionally, these calendars can all be visible and color coded within your main calendar in order to avoid confusion.

Calendar Sharing
There are many possibilities when it comes to sharing your Google Calendar. Calendars can be made public, which is great for groups or organizations that want to feature a public calendar with dates and information. Alternatively, it is possible to share a calendar with just one specific person as well. What’s great about both of these features, is that you don’t need a Gmail account to send invitations.

The access granted to those that share your calendar with you can vary as well. You can limit your collaborators to read-only access, allow them to edit the events, or manage their ability to invite others to the calendar. Ultimately this level of flexibility allows for an extremely customizable approach when it comes to creating and sharing your calendars or events.

Google Calendar can send you reminders regarding upcoming events. These reminders are customizable, and they can be sent as emails or even text messages. Upon the scheduling of events, an email can be automatically generated in order to inform other attendees. These emails present the event in the .ics format, which allows for them to be imported into outside calendar applications beyond google.

You should be considering Google Calendar if you aren’t already using it. It is very easy to navigate and integrate into your existing processes, as it makes scheduling events extremely simple. Whether you are in a school or an office, this tool offers some of the best scheduling processes available. If you are interested in exploring additional ways that Google Calendar can benefit your organization, contact us at