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Every single event on our calendar also has the ability to act as an invitation. So for example, if I wanted to create a new event, and I wanted to invite people to that, I can do all of it directly inside of Calendar. Let's go and take a look at January 7th. I'm going to create a new event for collaborative planning, and I'm going to invite some of my team members to join me. I will double-click in the date to go ahead and open up a calendar event. I'll title this as Collaborative Planning. It is not going to be an all-day event, I'm going to set it to go from 8:30 am to 10:00 am. Where, I'll put My Classroom.
And now what I'm going to do, is go ahead and add some guests. When I choose to add guests, I come to the Add Guests dialog box, and I can just start typing their names in. I'll go ahead and add Jeff and Jessica and ask them to join me for a middle school collaborative planning session. So I start typing Jeff's name, once it's highlighted, I can hit Tab, and he'll be automatically added. I'll do the same thing for Jessica, hit Tab, and she's automatically added. Now even though their names are showing up as guests, I've not actually invited them yet. Before I invite them, I want to figure out what role the guests will have at this particular event. Under Guests Can, I have three options.
I can select Modify Event, which is the only thing I need to select if I do that, the other two are not even available now. Or I can give them permissions to invite others. Or I can give them permission to see the guest list. Now, a word of caution. If you select Modify Event, then both Jeff and Jessica will become administrators of the event, and they are assumed to be in attendance. If I keep Modify Event unchecked, then both Jeff and Jessica will have the ability to say Yes, No, or Maybe on going to this particular event. The rest of the event is going to be set up as normal. Such as, whether or not you'd like to have a reminder, how it should show up on your calendar, and the privacy of this particular event.
I'm going to go ahead and keep this default, because even though I'm not inviting other people, I'd like them to know that I have an event on my calendar and that I'm not to be bothered during this time. Lets go and click on the Save button. At this point Google is prompting us, should we send invitations to our guests. If we go ahead and click the Send button, then both Jeff and Jessica are going to receive an email with instructions of how they can say yes or no to this particular event. Now in addition to creating new events and inviting people, I can also take a singular event and invite people. Lets say that on January 13th, I would like to ask one of my co-workers to join me during office hours.
I can go and click on this event, I can click Edit Event, and I can come down to Add Guests. For this particular event, I'm going to go and type in Jeff's name and then hit Tab. It'll automatically put Jeff on the guest list for this particular event. As I look at the rest of this event, I'm going to keep everything else the same. I'll scroll to the top, and I'll click Save. I now have the opportunity to choose whether or not I'm inviting Jeff to just this event or all events in this series. If you remember our office hours are a repeating event. So if I choose All Events then Jeff's going to get invited to every single one of my Monday and Friday office hours.
I'm going to choose Only This Event, and then I'm going to click Send to send the email to Jeff. So at this point we've created a new event and invited some of our colleagues to join us for collaborative planning. I've also been able to invite another teacher to join me for just one of my office hours in a repeating event.
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