There are all sorts of calendar apps available, but have you tried Google Online Calendar for Business? Google Calendar has cloud service, a feature-rich web client, and intuitive Android and iOS applications. Let’s go over the features of Google Calendar and everything you need to know to start using it.

Google Calendar Features

With Google Calendar, you can:

  • Check coworkers’ calendars to see their availability for meetings.
  • Invite those without Google Calendar to your event if they have a valid email address.
  • Check the availability of conference rooms or shared resources for meetings.
  • Share calendars so others can see your availability or full event details.
  • View and maintain your schedules from your phone, tablet, or laptop.
  • Share calendars on the Internet.
  • Upgrade to Google Calendar from Exchange, Outlook, or iCal, or directly from .ics and .csv files.
  • Set reminders in Google Calendar that will remain until they are marked complete. Reminders that are scheduled through Keep, Inbox, and Google Search App will also show up in Calendar.

Making a Group Calendar

One of the best features of Google Calendar is the ability to create a group calendar that can be shared with team members or the company as a whole. If you open Google Calendar, you should see a page similar to the one below:

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This one’s admittedly empty—it’s a new year, after all! But let’s change that.

Learn how G Suite’s apps will help you run a better business and how it makes working together easy.

1.In the left-hand navigation, click the Add calendar field. Then, select New calendar from the dropdown that opens.

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The New calendar dialog displays.

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2.Enter a name and description for the new calendar in the appropriate fields. The dialog automatically shows the owner of the calendar and the name of the organization based on your Google Suite information.

3.Change the time zone to match yours.

4.Click the Create calendar You should get a success message like this:

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5.Click the Configure link to configure your calendar.

Creating a New Google Calendar Event

1.Click on the time and date for the new event.

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As you can see, there are several details that you can specify for a new event, such as the type of the event and the calendar it should go on.

2.If this event is just for you, click the Save button to add it to the calendar. But if you need other options, such as inviting others to the event, click the More options link.

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Here, you can:

  • Mark the event as all day.
  • Mark the event as recurring.
  • Add a location, such as a conference room.
  • Add a notification for yourself.
  • Change the calendar if necessary.
  • Color-code the event on your calendar.
  • Mark your time as busy or free for this event.
  • Mark the event as private or public.
  • Invite others to the event.
  • Change the event details.
  • See the guest list of invitees.

3.Click the Save button to save the event to your calendar.

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That’s it! Now that we’ve covered how to add an event to your Google Calendar, let’s go over editing an event you’ve already created.

Making Changes to an Event

1.If you need to change an event, first select it from your calendar.

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Note the icon toolbar:

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  • Pencil—allows you to edit the event.
  • Trashcan—allows you to delete the event.
  • Envelope—allows you to invite others to the event via email.
  • Three dots—opens the Settings dialog for the event.
  • X—closes the event.

2.If you click the Pencil icon to edit the event, you’ll notice that a More actions button appears:

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Now you can:

  • Print the event.
  • Delete the event.
  • Duplicate the event.
  • Copy the event to another calendar.
  • Publish the event.
  • Change the owner of the event.

3.Click the Save button to save the event to your calendar.

Sharing a Google Calendar

Once you’ve created your Google Calendar, you can share it with your team members. There are a few ways to do so. Here’s one if you want to share your calendar with a colleague:

1.Go to the left side of the screen where My calendars is located.
2.Select the drop-down menu, and go to Settings and sharing. This will take you to your calendar settings.

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The Settings page displays.

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3.Scroll to the Share with specific people section, and enter the names or email addresses of the people with whom you’d like to share your calendar.
4.Click the Send button.

One of the benefits of sharing your calendar and events with others is being able to send a quick email to everyone who shares the calendar. This is very important when someone is running late to a meeting or needs to reschedule the meeting altogether. It’s also much more efficient than creating a group text message, where you’d need to enter the names of the recipients one by one.

Another really useful feature is the ability to attach files to a meeting or event where everyone is expected to have certain materials or documents reviewed or available. We saw earlier where you could select the Pencil icon on an event in order to edit it:

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1.On the Event Details page, click the Add attachment icon.
2.Browse to the location of the file you wish to attach to the event.

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3.On the Select a file dialog, select the file(s) you wish to attach.
4.Click the Select button.

Perhaps you’d like to see what you have planned in the coming year from your Google Calendar. To do that:

1.First, select the Year option in the upper-right-hand corner of the page.

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2.Select a date from the Year View page.

If the date has no events or appointments the date will display the following message.

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Otherwise, if the date (such as the 9th in the example below) does have events, their details will be shown in a pop-up box.

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Conclusion

Google Calendar integrates seamlessly with your other Google Suite applications, especially when it comes to creating and maintaining calendars for teams or companies.  Looking to manage your workday more efficiently this year? Google Calendar’s a great place to start.

Written by Sophie Furnival Content Specialist @ SherWeb

Sophie is SherWeb's Marketing Communications Strategist.