Tips for Using Google Calendar

Google Calendar is a time-management and scheduling calendar service developed by Google. It became available in beta release April 13, 2006, and in general release in July 2009, on the web and as mobile apps for the Android and iOS platforms.

Google Calendar allows users to create and edit events. Reminders can be enabled for events, with options available for type and time. Event locations can also be added, and other users can be invited to events. Users can enable or disable the visibility of special calendars, including Birthdays, where the app retrieves dates of births from Google contacts and displays birthday cards on a yearly basis, and Holidays, a country-specific calendar that displays dates of special occasions. Over time, Google has added functionality that makes use of machine learning, including “Events from Gmail”, where event information from a users Gmail messages are automatically added to Google Calendar; “Reminders”, where users add to-do activities that can be automatically updated with new information; “Smart Suggestions”, where the app recommends titles, contacts, and locations when creating events; and “Goals”, where users enter information on a specified personal goal, and the app automatically schedules the activity at optimal times.

Google Calendars mobile apps have received polarized reviews.[3] 2015 reviews of the Android and iOS apps both praised and criticized the design. While some critics praised the design for being “cleaner”, “bold” and making use of “colorful graphics”, other reviewers asserted that the graphics took up too much space. The Smart Suggestions feature was also liked and disliked, with varying levels of success in the app actually managing to suggest relevant information upon event creation. The integration between Google Calendar and Gmail was praised, however, with critics writing that “all of the relevant details are there”.

How To Use Google Calendar (2022)

18 ways Google Calendar can improve your organization and efficiency

Managing the events of your professional life can improve your productivity and give your coworkers and managers a more positive experience when working with you. Staying organized can also help you prioritize your tasks, which increases your value to employers. Here are some ways you can use Google Calendar so you are more organized and efficient in the workplace:

1. Separate your work and personal calendars

Consider separating your work and personal calendars so you can manage both parts of your life without confusing the two. Google Calendar makes this separation possible, and its easy to switch between calendars so you can see each when you need to.

By splitting up your calendars, you can keep your private appointments off your work calendar, which means your work tasks remain your primary focus during working hours. You can color-code each calendar you create to help you easily separate between them while viewing your days schedule.

2. Hide event details

Separating your work calendar from your personal calendar is a great way to introduce more privacy into your scheduling practices. However, sometimes its important for only certain individuals to see specific work events. A great feature of Google Calendar is that it allows you to hide event details from those not on your meeting invite. These individuals wont be able to see the name of the meeting or any of its details.

3. Add attachments to your meetings

If there are important documents that are necessary for your meeting, Google Calendar can help you disburse them to your attendees. Instead of emailing your attendees the files they need, which can get lost in someones inbox, simply attach the documents to the Google Calendar invitation.

When you do this, youre ensuring that the attendees have what they need for the meeting. Also, anybody you add to the meeting invite later on has direct access to the attached files.

This practice allows all attendees to find the materials they need quickly, saving everyone time, and they can open the meeting on their calendar later on if they need to re-access the files for any reason.

4. Add your work hours to Google Calendar

More employers are open to remote workers. This opens up the possibility of having colleagues in different time zones. Google Calendar allows you to add your work schedule right into the system, so those looking to schedule meetings with you can always find the perfect time slot. You can also adjust your work hours if you take a day off or are on vacation, so your coworkers and managers know you arent available for meetings.

5. Add specific meeting locations

If you plan on holding any meetings outside the office, such as a photoshoot or a vendor meeting, its important that everyone knows where to go. Google Calendar integrates with Google Maps, so all of your attendees can see the specific address for the meeting and use their navigation to arrive there on time.

6. Set up event alerts

Especially as more time passes since you accepted or created a meeting invite, you may forget that its on your calendar. To prevent surprise at having a meeting, use Google Calendar to create custom alert windows. With these, youll receive a notification when an event is approaching. You can set up your alerts so they notify you whenever you need, from just minutes ahead of the event to a set number of days or even something more.

7. Import calendars

If youre impressed with Google Calendar and its abilities for both personal and professional scheduling, you may want to import even more calendars. For example, if you regularly meet with a certain group of coworkers, you can import their calendars, with their permission, so you can see when the best time to schedule a group meeting might be.

You can also import more personal items such as the schedule for your favorite sports team so you never book a weekend activity over a game.

8. Share your calendar with others

Similar to how importing others calendars can give you a better understanding of when they may be available, sharing your calendar with coworkers and managers gives them the same insights and flexibility. This mutual sharing can lead to a decrease in emails between coworkers as they decide what day and time work best for a meeting, which means you can spend more time completing work tasks.

9. Sync your CRM calendar with Google Calendar

There is a wide range of powerful add-ons and integrations available with Google Calendar. Because of Googles reach, more people are using its app suite, which means more people are developing integrations to meet growing needs. Before you create duplicate meetings so your Google Calendar matches your CRM calendar, check if the specific CRM you use supports a Google Calendar integration. If it does, you can link the two calendars together.

10. Let Google Calendar do the scheduling

The more people you invite to a meeting, the more schedules youll have to work around to find a time thats best for everyone. Because of this common workplace issue, Google added a handy scheduling assistant that can help a meeting organizer discover times when everyone invited is available during a given time slot.

11. Attend virtual meetings in a Google Hangouts call

If your workplace doesnt use any designated virtual meeting software such as Skype or Microsoft Teams, be sure to take advantage of Google Hangouts. When creating a meeting, simply hit the create video call to allow attendees to join via Google Hangouts. Attendees will only need to click on the Hangouts link in the meeting invite to start or join the video call.

12. Turn on the world clock

Similar to how you can toggle different working hours, you can also take advantage of the world clocks that Google has integrated into its calendar. If youre in an industry where you work with people from around the world, the world clock feature helps you keep deadlines and meetings because youll have access to the different world time zones.

13. Send a batch email to all attendees

Let Google Calendar manage your address book when you need to send out a mass email to all attendees of an event. Simply open the event and click the “email attendees” button. This can help you save time in your workday and increase your efficiency.

14. Turn on desktop notifications

Consider enabling the desktop notifications feature if you want added protection so you dont miss an important meeting. This helpful feature provides you with a pop-up notice when a meeting is starting or is about to start. With it, you dont have to worry about having your calendar open to receive a notification or meeting update.

15. Set up appointment windows

If you want to make sure you remain focused on your work tasks, consider creating appointment windows. This option allows those who have access to view your calendar also see when youre available for appointments. You can set up an appointment window that works best for what youre working on in a specific day, or you can create consistency to your calendar by having the same appointment days and times week after week.

For example, if you know you do your best work between 9 a.m. and 12 p.m., you can create an appointment time slot each day during the mid-afternoon hours. When coworkers see specific appointment time slots on your calendar, they are more likely to schedule a meeting with you during those times versus requesting a meeting invite outside the specific hours youve set.

16. Create a custom view

You can have your Google Calendar display exactly the way you want. The week and month views are popular, but you can also set up a custom view to show what you need at a glance. For example, if youre working on a big project over the next two weeks, consider creating a custom view to show the next 14 days, so you always stay on track to meet your goals.

17. Learn the keyboard shortcuts

There are a few useful keyboard shortcuts you can master when trying to maximize your efficiency with Google Calendar and freeing you up to get more done. Navigating without keyboard shortcuts can take up a significant amount of time in your day, while using shortcuts keep you as productive as possible.

18. Tie in your marketing tools

Depending on your line of work, you may want to consider Google Calendars powerful add-ons. If youre in marketing, for example, one Google Calendar add-on can give you more control over timed social media posts right in your calendar. This is another great way to take advantage of the multiple calendars feature.

Three ways to incorporate Google Calendar into your job search

Google Calendar also has several features that can help you when youre looking for a job as they can help you once youve secured a position. Here are three ways to use Google Calendar while looking for a new job:

1. Use the description and comment section

If youre setting up multiple interviews with different employers, you may want to keep important notes on each. You can use the event description and notes sections for this purpose.

2. Have your daily agenda emailed to you

Each morning, you can have Google Calendar send you a quick briefing of what is on your calendar that day. This gives you time to prepare and do the things you need to do before interviews.

3. Integrate your job search with Google Tasks

Google Calendar can integrate with Google Tasks to help you stay fully prepared for each interview. Whether you need to brush up on the employers history and mission or simply want to remember to get your interview outfit prepared the night before, Google Tasks and Google Calendar can work together to make sure youre as prepared as possible.

FAQ

How do I get to my Google Calendar?

It’s available on both Android and iOS.

Google Calendar
  1. Clicking on your account name in the right-hand corner. …
  2. In “Settings,” you should see “Connected Calendars” — it’s in-between “Notifications” and Billing.”
  3. Tap on “Calendar” and a list of the calendars that have been connected with Calendar will appear.

How do I open Google Calendar in browser?

After you sign in, you should see your Google Calendar events. Your events are synced automatically so you can access your calendar from any mobile device or computer.

Get started
  1. Open the web browser on your phone or tablet.
  2. Go to www.calendar.google.com.
  3. Sign in to your Google Account.

How do I share a Google Calendar with someone?

The Android and iOS apps still don’t support this feature.

Step-by-step instructions:
  1. Visit calendar.google.com.
  2. Locate the My calendars section on the left side of the interface and hover the mouse over the calendar you want to share.
  3. Click the three-dot menu button, followed by Settings and sharing.

How do I open Google Calendar app?

On your Android phone or tablet, visit the Google Calendar page on Google Play. Tap Install. Open the app and sign in with your Google Account.

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