WelcomeWelcome| 00:03 | Hi! I am Susan Cline and welcome to
Google Calendar Essential Training.
| | 00:08 | In this course, we'll look at how to use
Google Calendar to manage your time and resources.
| | 00:14 | I'll start by showing you how to quickly
navigate through the different views of your Calendar.
| | 00:20 | We'll take a look at how to create events, add
guests, and set up meeting reminders and alerts.
| | 00:27 | Then I'll show you how to view your coworkers'
calendars and how to set up the Privacy Settings
| | 00:32 | for your own calendar.
| | 00:34 | Lastly, we'll explore creating shared
calendars to manage events, teams and families.
| | 00:41 | We'll be covering all of this plus plenty
of other tools and techniques for making the
| | 00:45 | most of a scheduling with Google Calendar.
| | 00:48 | Now it's time to get organized with
Google Calendar Essential Training.
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1. IntroductionIntroducing Google Calendar| 00:00 | Welcome to Google Calendar.
| | 00:02 | So Google Calendar is part of the
Google Apps suite of applications.
| | 00:07 | The Google Apps suite includes Gmail, Calendar,
Docs, Sites, Videos, Groups and even more.
| | 00:15 | Calendar is the scheduling application.
| | 00:18 | With Google Calendar, you can easily
create events, manage your resources and time.
| | 00:24 | It's easy to share your schedule
with coworkers, family and friends.
| | 00:28 | You can even give them access
to make changes to your events.
| | 00:31 | And your Calendar is
available when you're on the road.
| | 00:34 | You can access your
Calendar through your mobile phone.
| | 00:37 | You can even receive SMS notifications.
| | 00:40 | Using Calendar pop-up, email and desktop
reminders, you'll never forget about your events.
| | 00:46 | Calendar is integrated with Gmail, so you
receive your Calendar Invitations and can
| | 00:52 | respond to those invitations through Gmail.
| | 00:55 | Google Calendar is easy-to-use and a nice
complement to the rest of the Google Applications
| | 01:00 | you are already using.
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| Comparing Google Calendar with Google Apps Calendar| 00:00 | If you're using Google Calendar you are
either using Google Calendar associated with your
| | 00:05 | Gmail address or Google Calendar associated with
another email address, and that's Google Apps Calendar.
| | 00:12 | Meaning you then installed Google Apps on
your domain, or you work for a company where
| | 00:16 | Google Apps has been installed, and you are
using Google Calendar, but it's associated
| | 00:22 | with an email address that's not
Gmail, like this susan@suepointoh.com.
| | 00:28 | So you'll know which Calendar you're using
because if you sign into Calendar with a
| | 00:32 | Gmail address you are using Gmail Calendar,
if you sign in to Google Calendar with any
| | 00:38 | other address you are
using Google Apps Calendar.
| | 00:42 | And the main differences between these two
calendars is that with Google Apps Calendar
| | 00:48 | you have some domain administrator that may be
you but there is some person who administrates
| | 00:53 | the way Google Calendar
works for your organization.
| | 00:57 | In Gmail Calendar there's no administrator,
you choose the options for yourself there's
| | 01:03 | nobody who's controlling your account or who
provisioned your account or can make changes
| | 01:09 | to the way Google Calendar functions.
| | 01:11 | Let's go over some other differences though
between Gmail Calendar and Google Apps Calendar.
| | 01:17 | Well, with Gmail Calendar you don't have an
option to share a calendar within your domain.
| | 01:24 | But in Google Apps Calendar you can.
| | 01:27 | So when I look at the Sharing Settings for
Google Apps Calendar when I go to Share this
| | 01:31 | Calendar, I have this additional option
here to Share my calendar with everyone within
| | 01:37 | my organization or my domain name.
| | 01:41 | Your domain is the part of your email address that
comes after the @ sign, so mine is suepointoh.com.
| | 01:50 | But in Gmail Calendar I do not have that
option when I go to Share this Calendar, I can't
| | 01:56 | share it within just a domain.
So that's one difference.
| | 02:00 | Another one is that there's no individual
sharing restrictions within Gmail Calendar,
| | 02:05 | so you can share with individuals here, I
choose a person, and I have all four Permission
| | 02:11 | Settings available to me.
| | 02:14 | But in Google Apps Calendar, your
administrator may have disabled Sharing outside of your
| | 02:19 | domain altogether or just
may have restricted that.
| | 02:23 | So notice when I try to share my Calendar
with lyndalearner@gmail I only have two sharing
| | 02:29 | options, because my domain administrator has
said no, you can't share anything more than
| | 02:34 | your event details outside the domain.
| | 02:36 | However, within the domain you
have all four of these options.
| | 02:43 | With Google Calendar for Gmail you can sync your
calendar with your mobile phone or mobile device.
| | 02:49 | With Google Apps Calendar your domain
administrator may have restricted mobile sync for security
| | 02:55 | reasons, so it's possible that you cannot
sync your Calendar with your mobile device.
| | 03:00 | It's unlikely your administrator may
have done that, but it may have happened.
| | 03:04 | In Gmail Calendar when you go to book an
event you can add guests you cannot open meeting
| | 03:09 | rooms or resources.
| | 03:12 | But in Google Apps Calendar when you're creating an
event you can also book meeting rooms or resources.
| | 03:18 | So that's an additional feature that's only
with Google Apps Calendar, this ability to
| | 03:24 | book meeting rooms.
| | 03:26 | And finally, in Gmail Calendar your Calendar
labs will be available those are add-on features
| | 03:34 | of Google Calendar, and you could get there
by going back to your Calendar, click on the
| | 03:39 | Gear and select the Labs.
| | 03:41 | It's possible that in Google Apps Calendar your
domain administrator may have restricted access to Labs.
| | 03:49 | So if you see Labs listed in the gear then
you have Labs, if you don't see Labs listed
| | 03:56 | then it may be that your Labs were restricted.
| | 04:00 | And those are the main differences between
Google Calendar for Google Apps and Google
| | 04:06 | Calendar associated with Gmail, in
throughout this course I will be showing you points if
| | 04:12 | there are differences what it looks like in
Gmail and what it looks like in Google Apps Calendar.
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| Understanding the evolving interface of Google's web applications| 00:00 | I wanted to take a moment and address the
evolving web interface of Google's applications.
| | 00:07 | So Google is continuously updating Google
Apps, you'll probably see new features and
| | 00:13 | functions and design elements
come out at least once a month.
| | 00:18 | And that's for Gmail Calendar, Google
Docs, all of the Google Apps Products.
| | 00:23 | Unlike Microsoft's Products where to see
the new version you'd actually have to go out
| | 00:29 | buy it or install the upgrade, with
Google Apps those changes happen automatically.
| | 00:34 | So one day you sign in, and it looks one way, the
next day you sign in, and there may be some differences.
| | 00:39 | So you may notice that during this course.
| | 00:42 | You may see some things on my screen look a
little different than the way they are on your screen.
| | 00:47 | And that's just because Google may have
pushed out updates since this recording.
| | 00:52 | So at lynda.com we are committed to keeping this
course updated with the latest features and functionality.
| | 00:59 | So we'll have a chapter in each course that
talks about the latest features that have come out.
| | 01:06 | You can also learn about the new features of
Google Calendar by going to gmailblog.blogspot.com.
| | 01:13 | So this is the blog where Google always
posts updates about Gmail and Calendar.
| | 01:20 | So most of these posts are about Gmail,
but there is some of the Calendar as well.
| | 01:25 | So this is if you're a Google
Calendar user with a Gmail Address.
| | 01:29 | If you're Google's Apps user, meaning you
have a Google Calendar account associated
| | 01:35 | with your organization or company or another
domain, you can check out learn.googleapps.com
| | 01:42 | and right here under New In Google Apps this where
they always list the latest changes to Google Apps.
| | 01:48 | So there have been changes to
Google Calendar you'll find them here.
| | 01:52 | And again, please keep coming back and
checking this course for updated videos about Google Calendar.
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| Creating and managing your Google account| 00:00 | To use Google Calendar you'll need to
have either a Gmail or a Google Apps account.
| | 00:05 | If you don't have a Gmail account, go to Gmail.
com and click the red CREATE AN ACCOUNT button.
| | 00:12 | You'll need to fill out this form to then create
your account, you'll choose in a Gmail address.
| | 00:18 | And you'll go to this security captcha here,
you'll agree to the terms of service, and
| | 00:24 | then your new account will be created.
| | 00:26 | And then to log in to Google Calendar you'll
just go to the Sign in and you'll sign in with
| | 00:33 | new account you've created and the password.
So this will log you into Gmail, and then
| | 00:40 | to get into Calendar you just click on the Calendar
tab right here, and this will open Google Calendar.
| | 00:47 | You can also then sign directly into
Google Calendar by going to google.com/calendar.
| | 00:54 | To manage your Gmail account click on your
email address and select Account and from
| | 01:01 | here you can change your password, you can
decide what site you want to authorize and
| | 01:07 | what applications, you can
connect your account to other services.
| | 01:11 | So this is the account area
where you can manage your account.
| | 01:15 | Notice this Data liberation.
| | 01:17 | This is important this means any data that
you have stored with your Google account you
| | 01:21 | can then download it any
time, so you do own your data.
| | 01:28 | So that's all you need for a free Google
Calendar account associated with Gmail.
| | 01:33 | Now if you're using Google Calendar for
Google Apps you'll need a Google Apps account.
| | 01:39 | So Google calendar for Google Apps means
that Calendar is being used in association with
| | 01:44 | an email address on your domain.
| | 01:47 | You've either set this up yourself, you've installed
Google Apps or your domain administrator has done that.
| | 01:53 | If you have a domain administrator they've
provided you with your email address and a password.
| | 01:59 | If you need help managing that account you
should do that through your domain administrator
| | 02:04 | or the help desk for your
organization or company.
| | 02:07 | They are the ones who can help you reset
your password or make changes to your account.
| | 02:13 | And if you want to sign up for Google Apps,
go to google.com/a, and you can sign up here,
| | 02:22 | you can start a free trial of Google Apps
for business to associate Google Apps, Gmail
| | 02:28 | Calendar, Docs and Sites with your own domain.
| | 02:31 | So again, you can use Google Calendar with a
Gmail account or with a Google Apps account,
| | 02:38 | meaning an account associated with Google
Apps that ends in an email address other than Gmail.com.
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2. Navigating Google CalendarUnderstanding the Calendar interface| 00:00 | When learning a new calendar application it's
always great to start with a tour of the interface.
| | 00:05 | So let me show you around.
| | 00:07 | We'll start at the top in
this big black navigation bar.
| | 00:11 | This is called the Google bar, and you'll
see links here to other applications that
| | 00:16 | are associated with your Google account.
| | 00:19 | Now I am using a Gmail account,
these are the applications that I see.
| | 00:25 | If you're using a Google Apps account or
Google Apps for Business or EDU account, you may
| | 00:30 | see different choices of
applications associated with your account.
| | 00:35 | But you'll always have Calendar listed
somewhere here in the black bar so you can quickly get
| | 00:40 | to Calendar from whatever other
Google application you are in.
| | 00:46 | Here you'll see the Google logo or perhaps the logo
for your organization if you're using Google Apps.
| | 00:52 | Then we've got the search box which
you can use for searching your Calendar.
| | 00:57 | By clicking on the dropdown arrow you
can do some advanced searching as well.
| | 01:02 | Over to the right you'll see your email
address and to manage your account you can click on
| | 01:08 | this link and from here you can sign out of
your account, you can go to your Account Settings
| | 01:14 | or your Privacy Settings, or you can click
Add account to log into a different account
| | 01:20 | in the same browser window.
We've got our Label right here, Google Calendar.
| | 01:26 | You can always click this
calendar to get back to Google Calendar.
| | 01:32 | Below that is our CREATE button.
| | 01:35 | Clicking on the dropdown arrow you'd think a
dropdown menu would appear, but it doesn't,
| | 01:39 | instead this takes you to the
Quick Add feature which we'll look at.
| | 01:44 | Then we've got our mini calendar.
| | 01:46 | So this shows you the current month, the current week
is highlighted and the current day has a box around it.
| | 01:53 | Below that you will see
the My calendars section.
| | 01:56 | These are the calendars associated with
your main email address, your task calendar
| | 02:02 | and any other calendar you have
created or have sharing rights to.
| | 02:08 | Below that are other calendars.
| | 02:11 | What you'll see here are special calendars
you subscribe to, like a birthday calendar
| | 02:18 | or a sports calendar or if you'd been given
access to a friend or co-worker's calendar,
| | 02:25 | their calendar name will appear here.
So that's in Other calendars.
| | 02:29 | Also, in Other calendars are calendars
that you've been given change access to.
| | 02:36 | So if someone shared their calendar with you
and given you access to either see their free/busy
| | 02:41 | time, to see their event details or to make
changes, their calendar name will appear here
| | 02:47 | in Other calendars.
Then we've got the main Calendar body.
| | 02:53 | So unless you've changed your settings
you always open Calendar in week view.
| | 02:58 | You'll see the dates at the top, the time
along the left, and your different events
| | 03:04 | are signified by these blocks of time and
the blocks of time have the start and end
| | 03:10 | time, the name of the event, and some icons
that give you a little more information about
| | 03:15 | the event which we'll look at later.
| | 03:18 | Events that are dimmed out have already
occurred and events that are in the future will have
| | 03:25 | the same color as the color swatch
to the left of your calendar name.
| | 03:31 | The current day is shaded gray, and the
current time is indicated by this red line here as
| | 03:38 | well as this arrow here.
| | 03:40 | So we can see it's just a bit
before 4 p.m. on Thursday, April 26.
| | 03:47 | The buttons at the top allow
me to switch the calendar view.
| | 03:52 | The More dropdown menu gives me some
additional options like printing and refreshing.
| | 03:57 | You should know that the Calendar
refreshes automatically, a few times every minute.
| | 04:04 | And then you can change the settings here by
clicking on the gear, and you can change the Display
| | 04:09 | Density, you can get to your Calendar Settings,
the Help center, Calendar Labs and Offline Calendar.
| | 04:17 | So whenever we talk about changing your Calendar
settings, that's done here by clicking on this gear.
| | 04:24 | Well, that concludes our
tour of Google Calendar.
| | 04:27 | We'll be looking more in-depth at all of
these features in the other videos in this course.
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| Changing the Calendar view| 00:00 | The default Calendar view is the Week View.
| | 00:03 | So when you open up Google Calendar you will be in
the Week View looking at Sunday through Saturday.
| | 00:09 | Now you can switch to other views by
clicking on the buttons here, Day for the Day view,
| | 00:17 | Week for the Week view,
Month for the Month view.
| | 00:21 | I just want to point out that in the Month
view all day events those are events in this
| | 00:27 | all day area here at the top, these are
all day events, they show up like this in the
| | 00:36 | Month view, so just a colored block of time.
| | 00:39 | There is also the 4 Day view or the Agenda
view, which is a list view of the events in
| | 00:47 | your calendar, and you can expand
individual events to see more details about that, or
| | 00:54 | you can click Expand All to expand the
details for all of the events or Collapse All.
| | 01:02 | I tend to like to work out of the Week view.
| | 01:05 | However, if you have a really busy
calendar it may make more sense to work out of the
| | 01:11 | Day view or a custom view like the 4 Day view.
| | 01:16 | So in the Week view if you're just looking
at your own Calendar you usually have enough
| | 01:20 | space to see everything.
| | 01:22 | But if you start to overlay other Calendars
on top of that, it may be easier to look at
| | 01:27 | this in a compressed view like
the Day view or the 4 Day view.
| | 01:34 | I am going to go back to
the Week view for a moment.
| | 01:39 | You can also decide to turn on or off weekends.
| | 01:43 | So if you don't use your Calendar for
events in the weekends, and you don't need to see
| | 01:47 | the weekends, you can turn that off by
going to the Calendar Settings, so I clicked on
| | 01:52 | the gear, and I selected Settings, and
there is an option here to hide the weekends.
| | 02:00 | So if I click No, this will then hide the weekends,
so now I am just looking at a Monday through Friday view.
| | 02:08 | Other ways to move between the views or to
turn on keyboard shortcuts, so in the settings,
| | 02:14 | if you want to turn on keyboard shortcuts
just make sure that by the keyboard shortcuts
| | 02:20 | option, Enable keyboard
shortcuts you've selected, Yes.
| | 02:23 | Hey, that keyboard shortcuts that would be
helpful for you or D for Day view, W for Week
| | 02:32 | view, M for Month view, X for 4
Day view and A for Agenda view.
| | 02:43 | You can also move through your Calendar
using the right arrows--this takes me to the next
| | 02:49 | week, and so on--or the back
arrow to move back to an earlier week.
| | 02:56 | You can always focus the Calendar back on
today by clicking Today, and that'll bring
| | 03:01 | you back if you're in Week view
to the week that contains today.
| | 03:06 | The keyboard shortcut for Today view is T.
| | 03:10 | You can also move forward and backward
through your Calendar using N for next to go to the
| | 03:16 | next week or P for Previous
to go to the previous week.
| | 03:22 | So as I've said, I like to work out of Week
view, it may be that you want your default
| | 03:26 | view to be the Day view or a Month view, and
you can change that by going into the Calendar Settings.
| | 03:34 | And where it says Default view, you can change
this to Day, Week, Month, Custom View or Agenda.
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| Hiding and expanding Calendar sections| 00:00 | Google recently changed the interface of Google
Calendar and the idea was to make the interface
| | 00:06 | cleaner, more whitespace,
easier to see the different elements.
| | 00:10 | So Calendar looks a little clearer
than it did in previous iterations.
| | 00:15 | However, if you feel that there's too much
stuff showing up, I want to show you some
| | 00:20 | ways to hide certain sections of your Calendar,
specifically sections you're not using, so
| | 00:27 | that you can just focus on the part of your Calendar
that you want to see, your appointments and events.
| | 00:33 | So we've got our mini calendar here, and you
can hide this mini calendar by clicking the
| | 00:40 | arrow here, and that
collapses that mini calendar.
| | 00:43 | You can also collapse the My
calendar view or the Other calendar view.
| | 00:49 | So I've collapsed those views so now I just
have three links here, and if I want to expose
| | 00:54 | it again, I can just click on the section or
click on the arrow here or click again to hide it.
| | 01:01 | So if you're not using the Other calendar
feature, if you're not viewing other people's
| | 01:04 | calendars or special calendars, you
may just want to keep this hidden.
| | 01:10 | I am going to expand everything now--well
actually I think I'll hide in mini calendar
| | 01:15 | for this demonstration.
| | 01:17 | Now whichever calendar if you have highlighted
or which you've selected, and you know a calendar
| | 01:22 | is selected when the colored square appears
to the left, that's the calendar that's going
| | 01:27 | to show on your view.
So I've got my Lynda Learner calendar.
| | 01:32 | If I click the Susan Cline calendar
that will show this calendar as well.
| | 01:38 | Click Oakland Athletics, this is going
to show the Oakland A's baseball schedule.
| | 01:43 | So what I've got on my calendar here, I've
got Lynda Learner, Oakland A's and Susan Cline.
| | 01:49 | To hide those calendars I just click
it again, and that hides the calendar.
| | 01:54 | And this is a good tip.
| | 01:55 | If you ever come into your calendar, and you say,
oh no all of my events are gone, this is horrible.
| | 01:59 | It's probably just that you unhighlighted
your calendar, click it again, and you've
| | 02:05 | got your events back.
| | 02:06 | A lot of people ask me how they
can hide certain hours of the day.
| | 02:11 | The way it works is that when you load Google
Calendar, it should center itself around the current time.
| | 02:20 | So right now it's almost 4 o'clock to 4 o'clock
shows in the center of the calendar.
| | 02:26 | However, if you do scroll up you're going
to see starting at 12:00 a.m. all the way to 6:00 a.m.,
| | 02:32 | probably times you're not working, and
then again if you scroll down you're going
| | 02:36 | to see the evening hours as well.
| | 02:40 | If you'd like you can hide those morning and
evening hours, and you can do that using a Calendar Lab.
| | 02:48 | Labs are these add-on
features of Google Calendar.
| | 02:50 | You'll find them in Gmail as well.
| | 02:53 | And so they help you optimize your
calendar and add some additional functionality.
| | 02:59 | So there is a Lab, and I'll get to it by
clicking on my gear and selecting Labs.
| | 03:03 | And the Lab is Hide morning and night,
that's the name of the lab that I want to turn on.
| | 03:11 | So this Lab let's you minimize a range of
times in the morning and at night, so you
| | 03:14 | only see the title of events during those hours.
| | 03:18 | Okay, got that enabled, I
click Save, my calendar reloads.
| | 03:24 | So now while I'm still seeing the morning
hours, but what I can do I can actually drag
| | 03:29 | to hide the time range.
| | 03:32 | So if I select that I want to hide 12:00 a.m. to
7:00 a.m., select that and my calendar updates,
| | 03:40 | and now I don't see that time
anymore, it shows up like this.
| | 03:44 | I would need to click it again to expand,
and it looks like I already have 5:00 p.m. to 12:00 a.m.
| | 03:49 | hidden, I am actually going to expand that,
and I think they do have events off and after 5:00 p.m.
| | 03:55 | so may be I'll just hide 9:00 p.m. and after.
| | 03:59 | So that's the Calendar Lab that allows you to
hide the early morning and late evening hours.
| | 04:07 | If you decide you don't like that Lab you
can always disable it by going back into Labs
| | 04:12 | and clicking the Disable button.
| | 04:14 | Now you maybe thinking, well, can I drag
and drop and move these different elements to
| | 04:20 | different places in the Calendar, can move
the My calendar section over to the right
| | 04:25 | or the other calendars? Not at this time.
| | 04:27 | What I've shown you as far as hiding and
expanding and showing sections, that's the complete
| | 04:33 | range of options you have for hiding and
displaying different sections of calendar.
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3. Creating EventsCreating a new event| 00:00 | In this video I am going to show you the
basics of creating a new event in Google Calendar.
| | 00:06 | So an event is any block of time that has
a start and end date, an all day event or
| | 00:13 | a repeating event, all of these different
squares whether they have again a start or
| | 00:17 | end date or are one of these all-day
events like this, this is called an Event.
| | 00:23 | So there are three different ways to
create a new event, and I'm going to show you my
| | 00:27 | favorite way first, which is
just the Highlighting Method.
| | 00:31 | So I know that on Tuesday, May 1st from 11:00
to 12:00 I want to review the Gmail Essential Training Course.
| | 00:39 | So I have signed up for the lynda.com library,
it's a course I have decided to take.
| | 00:43 | I am going to put an hour into watching the
videos on Tuesday, May 1st from 11:00 to 12:00.
| | 00:49 | So all I do is I navigate to Tuesday, May 1st,
I highlight 11:00 a.m., I'd pull down the mouse,
| | 00:57 | drag to 12:00 p.m., let it go.
| | 01:00 | This dialog box comes up, then I'm going to
name this event, Watch Gmail training course,
| | 01:07 | okay, I click Create event
and the event has been created.
| | 01:11 | So there we go, I get this yellow
confirmation letting me know the event has been created.
| | 01:17 | Well, I just realized that I actually forgot,
but I have a meeting already scheduled for
| | 01:24 | 11:00 to 12:00, instead I'm going to move this
event down, I can just drag it just hold on to it
| | 01:31 | and drag it to 3 o'clock, so there we go.
| | 01:35 | And then you know what, an hour is not enough
time, I am going to do 90 minutes, I can put
| | 01:40 | my mouse here in those three lines
right there and drag this down to 4:30.
| | 01:46 | So, that's a quick and easy
way to create a new event.
| | 01:51 | If I needed to add some more details to
that event, I could click on the name, and this
| | 01:58 | takes me to the Event details page.
I am going to go back though.
| | 02:04 | So that's one way to create a new event.
| | 02:06 | The other way to create a new event is just
to click the Create button, so I click Create
| | 02:13 | and ta-da this takes me
to the Create event screen.
| | 02:18 | So from here, I'll give this a title, and
I have a Dentist Appointment, and I'm going
| | 02:25 | to click the Date area, I
am doing it on April 27.
| | 02:29 | Note, by default when you create a new event,
it will default to one hour in length, and
| | 02:35 | this is actually from 3:30 to 4:30--
give myself a little travel time.
| | 02:40 | So we'll say it's till 5:00 p.m..
I can put a Location here.
| | 02:46 | I can put a Description as well or maybe a
reminder to myself, and then when I'm done,
| | 02:51 | I click Save and the event is saved.
| | 02:54 | We'll look at some of the other
features in the Edit event screen a bit later.
| | 02:59 | So now if I take a look at Today, and I look
at Tomorrow, there is my Dentist Appointment
| | 03:04 | scheduled for tomorrow.
| | 03:07 | The third way to create a new event is to
use the Quick Add feature, and we have a whole
| | 03:12 | movie dedicated just to that, but just to
review, you can create a new event using the
| | 03:17 | highlight method, creating a start and end
time and highlighting, and then filling out
| | 03:22 | the name of the event, I
do that when I'm in a rush.
| | 03:24 | Or, using the Create event button,
which takes you to this screen.
| | 03:29 | Remember, whenever you're creating an event in
this Create event button, remember to click Save.
| | 03:35 | If you decide you want to discard the event,
click Discard, but it won't automatically save.
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| Creating a repeating event| 00:00 | You may find that many events on your
calendar are repeating events or recurring events,
| | 00:05 | so they happen more than once.
| | 00:08 | So, a weekly meeting or a bimonthly meeting
or something that happens on the fifth day
| | 00:14 | of every month, that's
considered a repeating meeting.
| | 00:17 | So, to create a repeating event, you can use
the highlight method to create a new event,
| | 00:25 | and then go into the Edit event details
screen by clicking on the name of the event, or you
| | 00:30 | can start by clicking the Create event button.
| | 00:33 | I am actually going to start with an
existing event, my Watch Gmail training course.
| | 00:39 | So, I will click on that.
| | 00:40 | This takes me into the
Edit Event details screen.
| | 00:44 | To make this a repeating event, I click on
the box by Repeat, and from here I need to
| | 00:49 | choose the repeating pattern.
| | 00:52 | A pattern you will see quite a
bit is a Weekly repeating event.
| | 00:56 | So, from the Repeats menu, I choose Weekly.
| | 00:59 | This is going to repeat
every one week on Tuesdays.
| | 01:03 | I can choose when it will start.
| | 01:05 | I can decide if it has an end date, so if I
choose Never, it will repeat continuously.
| | 01:11 | I can choose after so many occurrences, so
if it's for 10 weeks, I would repeat that
| | 01:16 | for 10 weeks, or I can choose a specific
date if I know that I'm going to stop doing this
| | 01:24 | at the end of July, I will just choose July 31.
| | 01:30 | So this Summary here gives a summary of the
repeating pattern, Weekly on Tuesday, until July 31, 2012.
| | 01:37 | Sounds good, so I click Done, and I click Save.
| | 01:41 | Remember to click Save or
your changes will not be saved.
| | 01:46 | So now if I go look at the Month view, I
can see that every week Tuesdays at 3, I have
| | 01:53 | that event, and that goes May, June, and then ends
on the 31st, and it does not appear again in August.
| | 02:03 | So that's an event that repeats once a week.
You can also create a biweekly event.
| | 02:10 | I open this back up.
I will edit the repeating.
| | 02:14 | So instead of every 1 week,
I can choose every 2 weeks.
| | 02:17 | So, this would repeat every 2 weeks
or every 3 weeks, or every 4 weeks.
| | 02:22 | So, you can choose every
week or up to every 30 weeks.
| | 02:27 | I can also change the box,
maybe this is Tuesday and Thursday.
| | 02:32 | So check the Summary to see what
you've selected for repeating pattern.
| | 02:36 | Okay let's look at another type of repeating
event, and that's something that repeats on
| | 02:41 | a certain day of the month.
| | 02:43 | So a lot of things often happen on the last day
of the month or at the first day of the month.
| | 02:47 | So, I know that I always pay the
utility bill on the first day of the month.
| | 02:51 | Now, my rent is due on the 5th of the month,
but I like to send the check on the 2nd.
| | 02:58 | So every month on the 2nd, I
want to put here Send Rent Check.
| | 03:02 | So, I'm going to click in the all
day event area, choose Send Rent Check.
| | 03:08 | Now, I will go into Edit event, and to
make this a repeating event, I click Repeats.
| | 03:15 | Now, instead of a Weekly recurring event,
this is going to be a monthly repeating event.
| | 03:23 | So it's going to repeat every month, and I
can choose either the day of the month, meaning
| | 03:27 | the second day of the month, or day of the week.
| | 03:30 | So, if this always happens on the first
Wednesday, you will often have meetings that repeat on
| | 03:35 | the third Thursday or the fourth Friday.
| | 03:38 | But in my case, I want to do a day of the
month, on the second day of the month, and
| | 03:42 | again, I can choose if it has an end date,
I click Done, and so every month on the 2nd,
| | 03:48 | I will see this Send Rent Check event.
| | 03:54 | In the Editing Event chapter, we'll look
at a little more about what happens when you
| | 03:58 | make changes to repeating events.
| | 04:01 | Another thing I should say about repeating
events is that your repeating event must have
| | 04:05 | some type of pattern.
| | 04:07 | In some calendar applications, you're able
to create a repeating event that repeats on
| | 04:13 | random days that have no pattern, maybe the
4th, the 14th, the 15th, the 20th and the 27th.
| | 04:21 | In Google Calendar, in order to create this
repeating structure, you do need to have some
| | 04:25 | kind of pattern for the repeating events.
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| Creating an all-day event| 00:00 | An all day event is an event
that has no start or end time.
| | 00:05 | It could last all day, it could last for a
couple of days or week or as long as you'd like.
| | 00:10 | You'll see your all day events
appear at the top of your calendar here.
| | 00:14 | So I have this Pay Utility Bill event.
| | 00:17 | I can create a new all day event,
by just clicking in this area here.
| | 00:21 | So Friday, the 4th, I'll click in this top area,
and this is going to be, I'll put Pam's Birthday.
| | 00:28 | So notice, there's no start or end time.
I click Create, and there's that all day event.
| | 00:34 | You can also create an all day
event that lasts multiple days.
| | 00:39 | So I can drag from maybe Monday to
Wednesday, perhaps this is a Conference.
| | 00:46 | The all day event can also be created by
going into the Create menu. You can type the name
| | 00:51 | of the event, click All day and notice the
time goes away, the start and end time disappears,
| | 00:59 | and I'll put that there's also a
conference from the 23rd to the 26th.
| | 01:05 | So I click Save, and that
will create that new event.
| | 01:09 | I can use my Mini calendar to go to that week,
and there's that Conference event that I created.
| | 01:16 | So, All day events are helpful for
reminding you to do things like pick up the milk, or
| | 01:24 | somebody's birthday or
some kind of task reminder.
| | 01:29 | You can also use an All day event to show when
you're going to be out of the office or on vacation.
| | 01:36 | So, if I'm taking a vacation, say May 14th,
I'm taking a vacation the 17th and the 18th
| | 01:42 | I can highlight this and write Vacation.
| | 01:45 | However, you should know here that if you
mark off Vacation and other people look at
| | 01:51 | your calendar, they don't
necessarily see this time blocked off.
| | 01:56 | So you would actually still appear as Available.
| | 02:00 | There's no actual
vacation out of office setting.
| | 02:04 | So a best practice is that if you're going to
be out of the office or away and not available
| | 02:10 | for other people to book meetings with you,
you should just block off the whole day like
| | 02:16 | this and write Block or
Vacation or whatever you would like.
| | 02:21 | And further in this course, when we look at
sharing calendars and viewing your coworkers'
| | 02:25 | calendars, you'll see why that's helpful.
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| Using the Quick Add feature| 00:00 | The final method for creating a new event is the
Quick Add feature, and this is a very googly thing.
| | 00:05 | I like this feature.
I'll show you what it does.
| | 00:09 | If you click on the down arrow by the Create,
you get this Quick Add text field and with
| | 00:15 | this you can actually type out a sentence in real
words that Google will then create into an event.
| | 00:22 | So we'll start out with something easy.
| | 00:24 | I'll just say 5/3 Toby's Birthday and a
new All day event called Toby's Birthday will
| | 00:34 | be created on Thursday, May 3rd. There it is.
Let's try something with a start and end date.
| | 00:41 | So I can click Quick Add, and I'll say
Breakfast with Toby on Monday at 8:00 a.m.
| | 00:52 | What this will do is create an event called
Breakfast with Toby on the next Monday at 8:00 a.m.
| | 01:01 | Tada! Breakfast with Toby at 8:00 a.m.,
and it defaults to one hour.
| | 01:06 | Okay, how about this?
| | 01:09 | Now we'll say I like to go hiking on Friday
afternoons, Hiking from 3:00-5:00 p.m. every Friday.
| | 01:19 | So this should create a repeating
event called Hiking every Friday from 3:00-5:00.
| | 01:24 | And if I look at my Calendar, there is
the event Hiking every Friday from 3:00-5:00.
| | 01:34 | Let's try one more.
| | 01:35 | So we can also invite a guest
using the Quick Add feature.
| | 01:41 | So in this case, I am going to have a Supervisor's
Meeting 4/27 10:00am-11:00am with pam@suepointoh.com. I click Add.
| | 02:02 | This creates an event called Supervisor's
Meeting, and it's prompting me to send an
| | 02:06 | invitation to my guest. So there we go.
| | 02:09 | There's the event Supervisor's Meeting Friday,
the 27th, and when I open this event, I see
| | 02:15 | that Pam is listed as a guest.
| | 02:17 | So, as you can see, the Quick Add feature
is really great for quickly taking a thought
| | 02:23 | in your head or a sentence
in turning that into a median.
| | 02:27 | A lot less clicking and dragging,
using that Quick Add feature.
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| Creating appointment slots| 00:00 | One of my favorite new features of Google
Calendar is the appointment slot feature,
| | 00:05 | which allows you to block times and offer
appointment slots during that time block which
| | 00:12 | people can then book for themselves.
| | 00:14 | So this would be appropriate if you have open office hours
or supervisory meetings or parent teacher conferences.
| | 00:22 | One caveat though is that the people who
book appointments with you, they do need to be
| | 00:26 | using Google Calendar to book an appointment.
| | 00:29 | So here's how it works, I want to create
some open office hours on Tuesday from 8:00 to 12:00.
| | 00:37 | So I highlight 8:00 to 12:00.
| | 00:39 | Instead of doing a plain old
event, I click Appointment slots.
| | 00:43 | Now the first time you click this you may
need to also click a link that says get started
| | 00:47 | with appointment slots.
Okay, so what are these?
| | 00:50 | These are Office Hours.
It's on my Calendar.
| | 00:54 | Is this one single
appointment slot or do I want slots?
| | 00:57 | And I want 30 minutes slots, this
could have been 15, 45, 60, you decide.
| | 01:02 | But I want to create four
hours of 30 minutes slots.
| | 01:08 | So I click Create slots.
And this event has been created.
| | 01:12 | I know this is an appointment event
because it has this special icon here.
| | 01:17 | These are Appointment slots 30 minutes.
| | 01:19 | When I click on this it takes me to this special
page where I can make some changes to these slots.
| | 01:26 | For example, I can add a default location.
| | 01:30 | I can also click under
Description to add a default description.
| | 01:35 | Okay, this is the link that I want to use
to share my Appointment slots with others,
| | 01:42 | so that they can actually book an appointment,
so I'll copy that page, and I'll click Save.
| | 01:48 | So over here in this browser, I am logged
in as susan@suepointoh.com let's say lynda
| | 01:53 | Learner has shared her
appointment slots with me.
| | 01:55 | I enter the URL, Susan, and this is the
page she'll see if she goes to the next week.
| | 02:01 | These are what the Appointment slots look like.
| | 02:03 | So Susan can book a slot with lynda,
she'll select may be the 10 o'clock one, she can
| | 02:09 | fill in the What, Where and Description if she
wants or just leave it as the default, click Save.
| | 02:16 | So that appointment has now been booked.
| | 02:18 | And if we go back in here as Lynda Learner,
and we refresh the page, we can see within
| | 02:25 | that Appointment slot somebody has
booked the 10 o'clock appointment.
| | 02:29 | And if I open that up I see oh, it was
susan@suepointoh.com who booked that.
| | 02:34 | And now that slot will no longer be available
to others who I share this link with, because
| | 02:39 | they will see that this slot is booked and
they will see these seven remaining slots.
| | 02:46 | If you've created appointment slots, and you
need to make changes, you can just double-click
| | 02:52 | here, and you can change the Time
block or the slot time duration.
| | 02:59 | So that's how appointment slots work, and it's
a really nice way to quickly share appointment
| | 03:04 | slots with others and have people do their
own legwork of booking the appointment with you.
| | 03:09 | So it saves time, and
it can be very effective.
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|
|
4. Editing EventsEditing the description, location, and time of an event| 00:00 | The easiest way to edit an event is just
find the event on your calendar, and then click
| | 00:05 | on the title of the event, and this
opens up the event in the Edit Event screen.
| | 00:10 | So from here, I can make a change to the title
of the event, the date or the time of the event.
| | 00:17 | I can also change the Where
field or the Description field.
| | 00:22 | Now when you make a change, remember to click
Save, if you don't, changes will not be saved.
| | 00:30 | So you do need to remember to do that.
| | 00:32 | If you decide you don't want to keep your
changes just click Discard changes and your
| | 00:37 | event is not saved.
| | 00:38 | But again, I'll go back into this event, I
am going to make a change here to the time
| | 00:45 | and so it's just going to be 2:00-3:00, and I'll
click Save, and when an event has been saved,
| | 00:51 | you'll see this yellow bar said saving changes,
and now it says my event has been updated.
| | 00:58 | If you make changes to an event or
somebody else's invited, or you have other people
| | 01:03 | invited, you'll be prompted to send
your guests an update about the event.
| | 01:08 | So I've got this event here called Coffee.
| | 01:10 | And I'll open this up, and
I've got a guest invited.
| | 01:15 | If I make a change to this maybe I am going to
change the time, I actually want this to be 1:00 to 2:00.
| | 01:21 | When I click Save, I'm prompted
to send an update to my guest.
| | 01:25 | So if you are changing something, like the
time or the date or the location, I would
| | 01:31 | then send an update to your guests so they'll
get an email letting them know you've changed
| | 01:36 | something about the event.
| | 01:38 | However, if I'm just changing something simple
here, maybe I just am adding a note, and this
| | 01:46 | isn't a change that necessarily needs to go
to everyone's mailbox right away, when I save
| | 01:51 | this I wouldn't update the guests.
So you don't want to flood people with emails.
| | 01:57 | I only click Send to send the update to
guests when it's an important change like the date
| | 02:02 | or the time or the locations.
So in this case, I'll click Don't send.
| | 02:07 | When somebody makes a change to an event
that you're invited to, you'll get an email like
| | 02:12 | this it will say Updated Invitation.
| | 02:15 | When you open it up, there will be a green
link here that says Changed, telling you what
| | 02:20 | in the event has changed.
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| Undoing changes and deleting events| 00:00 | So let's look at undoing changes to an event.
| | 00:04 | If you make a change to an event let's say
open this Coffee event, and I change this
| | 00:09 | here, I've decided this is
going to be at Starbucks.
| | 00:13 | I click Save, that event has been changed.
| | 00:17 | Now if I want to undo changes to that event,
I can click on this Undo link right here,
| | 00:24 | and that will undo the changes.
| | 00:27 | And so now that Starbucks change has
not been saved, it goes back Coffeehouse.
| | 00:33 | But what happens if I make a change, maybe
I'll change the time to 12:30, and I click
| | 00:40 | Save, this event is now at 12:30, that Undo
link is there, but the moment I click elsewhere,
| | 00:47 | like on this event, that Undo link goes away.
| | 00:50 | So remember you only have one chance to click
that undo link so if you realize you've made
| | 00:55 | a mistake, you need to
click that Undo link right away.
| | 00:59 | Now if you need to delete an event--maybe that
event gets canceled--you can delete an event
| | 01:05 | you own, that means that's
an event that you created.
| | 01:08 | So, for example, I've got this Interview
event, if I want to delete that, I just click on
| | 01:14 | the Delete button and
the event has been deleted.
| | 01:18 | If guest had been invited to that event,
and you click Delete, you would be prompted to
| | 01:22 | notify your guests.
| | 01:24 | Now if you have an event on your calendar
that you did not create, for example, of this
| | 01:29 | meeting, this was created by susan@suepointoh.
com I do not have the delete button only Susan,
| | 01:37 | the owner of this event can delete it.
| | 01:39 | I can respond, no, I'm not going to this event,
and that will let Susan know I'm not attending.
| | 01:46 | But if I actually want to remove this from
my calendar, I would open the event in choose
| | 01:51 | Remove from this calendar, so
it's just remove from my calendar.
| | 01:57 | If you try to delete a repeating event, for
example, this All Hands Meeting, if you click
| | 02:01 | Delete, you'll be prompted to either just
delete this instance, All of the following,
| | 02:07 | to all of the, All Hands Meeting after this one,
and this one, or All the events in the series.
| | 02:14 | So if I'm just deleting this one, because
it's a holiday but I still want the other
| | 02:17 | ones to stay, I'll just delete this instance,
but if I want to end this meeting, we don't
| | 02:22 | have any more, I'll choose All the following,
and if I want to delete the whole record,
| | 02:28 | these All Hands Meeting never existed,
I'll choose All events in the series.
| | 02:32 | So this comes up when you
click delete in a repeating event.
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| Making changes to repeating events| 00:00 | When you make changes to a one-time event
basically you just open the event, make your
| | 00:04 | change and click Save.
| | 00:06 | But when you're making changes to repeating
event, there are some other considerations
| | 00:11 | that you need to look at.
| | 00:13 | So remember, you can tell if you have a
reoccurring event because when you hover your mouse over
| | 00:19 | that event, you'll see this little square here,
and this means this is a reoccurring event.
| | 00:25 | I'll show you one that's not a reoccurring event,
like this event up here does not have that icon. Okay.
| | 00:31 | So I open up this reoccurring event, I have
this Calendar Essential Training Recording
| | 00:36 | scheduled for the 9th at 10:00, and I have something
else that morning, so I need to change this to 10:30.
| | 00:43 | So that will be 10:30 to 12:30.
| | 00:46 | So I click Save, and now this dialog comes
up asking me when I edit this reoccurring
| | 00:52 | event, do I just want to make a change just to
this specific event, to all of the Following events?
| | 00:58 | So from here on is the Calendar Essential
training Recording going to be at 10:30 or
| | 01:03 | do I want to make this change to All of the
events, meaning, the ones that have already
| | 01:07 | occurred, and the ones
that will occur in the future.
| | 01:10 | In this case I only want to make a change
just to this event, so only that one on the
| | 01:16 | 9th will change to 10:30, and if I go ahead
to next week I see the rest in this series
| | 01:21 | stay the same, 10:00 to 12:00.
| | 01:24 | When you make a change to one event in the
reoccurring series, you'll see that square
| | 01:29 | up here with the line crossed out, meaning,
this particular one is out of sync with the
| | 01:35 | pattern of the rest in the reoccurring series.
| | 01:39 | Now let's look at the same event, I'm going
to open this event and in this case on the
| | 01:44 | 16th I know that I have a new person starting on
my team, and I want to invite them to the event.
| | 01:52 | So I add this person's email address now
when I click Save, this time I want to make the
| | 01:59 | change not just to this event, but to All
events, so going forward, this person will
| | 02:04 | be invited to All events.
The same goes with deleting every reoccurring.
| | 02:11 | So if I'm going to delete this event, I can
delete just this instance, All of the following
| | 02:16 | or All of the events in the series.
| | 02:19 | So if you're just deleting an event one time,
but you want the rest of the reoccurring pattern
| | 02:23 | to continue, choose just this.
| | 02:26 | If this meeting no longer needs to happen,
you can choose All of the following, and if
| | 02:32 | you want to delete this entirely from the
calendar, you don't want any record that it ever
| | 02:37 | existed, choose All events in the series.
| | 02:40 | So you'll only see that that box come up saying,
this event, all the following, when you make
| | 02:45 | changes or edit a reoccurring event.
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| Marking events as free or busy| 00:00 | By default, when you create a new event,
you will be shown as busy during this time.
| | 00:06 | So if somebody tries to create an
appointment with you and they bring up your calendar,
| | 00:11 | they'll see that you're busy during the
times when you have events blocked off.
| | 00:16 | So, for example, when I open this All
Hands Meeting, I see, that shows me as Busy.
| | 00:23 | Now sometimes, you may want to block off
time on your calendar, but you don't necessarily
| | 00:27 | want to be shown as busy.
| | 00:29 | For example, I know that the cable guy is
coming to my house on Wednesday, the 9th and
| | 00:34 | he's going to be there
sometime between 1:00 and 4:30.
| | 00:37 | So I want to block off this time for the
cable guy, however, I'm still open to phone calls
| | 00:45 | during this time, I can take appointments,
I just want this time blocked off, so I know
| | 00:49 | the cable guy is coming during this time.
| | 00:52 | So because I want to show myself as
Available during this time, I'll open the event, and
| | 00:58 | I'll choose, Show me as Available, I click Save.
| | 01:03 | So now if somebody was trying to book an
event with me, I'll just go into the Create event
| | 01:07 | area and they use the Find a time tab.
| | 01:10 | We will be looking at that when we look at
inviting guests, and if they were to go to
| | 01:15 | Monday, May 9th and pull up my calendar, they
see okay, well, I am booked during this time
| | 01:21 | from 10:30 to 12:00.
| | 01:23 | But remember that time when the cable guy
is coming from 1:00 to 4:30, I show up as
| | 01:27 | Available during this time,
because I marked myself as Available.
| | 01:32 | So that's what happens when you mark
yourself as Available, instead of Busy.
| | 01:37 | The default however is Busy.
| | 01:41 | When people block off vacation on their
calendar, I say that it's a best practice to actually
| | 01:47 | block off the whole date like
this so that you show up as Busy.
| | 01:51 | However, you could go into the actual Vacation event,
the all day event, and then show yourself as Busy.
| | 02:00 | So if somebody brought up the calendar for
that day in the Find event, you would show
| | 02:05 | as blocked off the whole time.
| | 02:07 | That's one of these things that's where
Google Calendar is not quite as clear as some other
| | 02:12 | calendar programs about
showing out of office time.
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|
|
5. Inviting Guests to Your EventsAdding guests to your event| 00:00 | To invite guest to an event just create
a new event or open an existing event.
| | 00:05 | I am going to create a new
event called Marketing Lunch.
| | 00:09 | I select Edit event.
| | 00:11 | Then in the Add guests area over to the right I
start to type the name of the guests I want to add.
| | 00:17 | If they are already in my
Address Book, their name will appear.
| | 00:20 | So I am going to invite Chris I can add
someone else as well, I'll add Abraham.
| | 00:28 | Or if you don't have their email address in your
Contact List, you can just type the full email address.
| | 00:35 | Additionally, you can add a Google Group, so this
is a Google Group or a group within Google Apps.
| | 00:43 | If you just type the email address of the group and
click Add, it will invite everybody in that group.
| | 00:48 | It will instantly put in the
names of the people from that group.
| | 00:53 | When you add a guest, if there are some who
you want to mark as optional, click the Make
| | 00:58 | some attendees optional link and
just click on the head by that person.
| | 01:02 | So if I want to make Pam optional, I'll
click on her head, and this white indicates that
| | 01:07 | she is an optional attendee.
| | 01:10 | Then I click Save, and this will
send an invitation to my new guests.
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| Viewing a guest's availability| 00:00 | When you invite guests to an event I've
invited Pam and Susan to this marketing lunch I can
| | 00:06 | click the Find a time tab and what this
does is it shows each of our schedules for that
| | 00:13 | day, Wednesday, May 9th and blocks the
time when your guests are free or busy.
| | 00:18 | So looking at this I see Pam is busy from 9:30
to 10:30 Susan is busy from 9:30 to 12:30,
| | 00:25 | but it looks like this
time here works for everyone.
| | 00:28 | If I had selected this time 11:00 to 12:00, I
would see there be some conflicts, but instead,
| | 00:34 | I select a time when everyone can meet.
| | 00:36 | And this is really helpful when you're inviting
multiple people, busy people, and you're trying
| | 00:41 | to find a time when everyone can meet.
| | 00:43 | Now the reason I see Pam and Susan scheduled
is because they've shared that with me, and
| | 00:48 | we talk about that in the
calendar sharing chapter.
| | 00:52 | But when you're in the edit Event mode, and
you've added your guests, then click the Find
| | 00:57 | a time tab to find a time
that works for everyone.
| | 01:01 | Additionally, you can click this Suggested
times link here, and this will bring up other
| | 01:07 | blocks of time when all three of these
individuals are available for a one-hour meeting, so it
| | 01:13 | looks like another time that would
work would be Wednesday 5/9/2012 at 2:00 p.m..
| | 01:18 | So this is a really valuable tool
when you're trying to schedule a meeting.
| | 01:23 | And if I had noticed that actually Wednesday
was no good, I can move through the days to
| | 01:27 | find another block of time
that would work for everyone.
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| Sending guest invitations| 00:00 | When you create a new event, and you add
guest to your event, when you click Save, you'll
| | 00:04 | be prompted to Send an
invitation to your guests.
| | 00:07 | Now, I think this is a nice thing to do, it
lets your guest know they have been invited
| | 00:12 | to an event, it brings
attention to it in their email.
| | 00:16 | So I do recommend sending invitations to
guests when they have been invited to an event.
| | 00:22 | If you don't Send invitation to the guest,
the event will still show-up on their Calendar,
| | 00:27 | they just won't get an Event email.
| | 00:31 | This is what an Event email looks like, I
am going to open my Gmail, and I see I was
| | 00:35 | invited to an event, here it says
Invitation the name of the invitation, some details,
| | 00:41 | I even see an Calendar icon here.
| | 00:44 | So when I open this event, I see the details
of the event and from here I can respond Yes,
| | 00:50 | Maybe or No, or I can click more
details to open this up on my Calendar.
| | 00:56 | Even if you're inviting guests who aren't
using Google Calendar, you should still send
| | 01:00 | the invitation, other Calendar applications
like Outlook Calendar or iCalendar can read
| | 01:06 | the Google Calendar invitations.
| | 01:09 | So they share a common link, so I do
recommend sending event invitations.
| | 01:14 | Now when you make a change to an event that
you have invited people to--here is this
| | 01:19 | Marketing Lunch--if I make a change
here, like I just add in the Description.
| | 01:28 | When I click Save, I am prompted
to Send an update to existing guests.
| | 01:33 | Now if I think it's important that people
see this update, bring your blue binders by
| | 01:37 | email then I will click Send, but if I
have just made a little change to the event, I
| | 01:42 | will not send and new invitation, because we
don't want to overwhelm people with email invitations.
| | 01:50 | When you Add a new guest to an event, so I
have already got this Marketing Lunch with
| | 01:53 | Pam and Susan, I am going to Add
a new guest, now I will add Chris.
| | 01:58 | When I add Chris and I click Save I am
prompted to Send an invitation just to the new guest.
| | 02:05 | One more little tidbit here, now if you're
going to add a new guest, and you're going
| | 02:10 | to make changes to an event, click Save in
between those two actions, so let's say I
| | 02:17 | took out the period here,
and then I Added a new guest.
| | 02:24 | When I click Save this prompts me to Send
invitations and updates to the existing guest.
| | 02:31 | So, yay! Paul Frank will get the new invitation,
but everybody else is going to get the update
| | 02:36 | that I removed a period here.
| | 02:39 | A lot of people ask me how to prevent that,
so instead, what I should have done--discard
| | 02:44 | my changes--is I should have gone to that event.
| | 02:49 | I should have added Paul here and click Save
and send him a new invitation, then I should
| | 02:56 | have gone back into the event and made
whatever change I want to make here, like removing a period.
| | 03:03 | Then when I click Save, I choose not to
Send an update to the existing guests.
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| Changing guest privileges| 00:00 | When you invite a guest to an event, by
default they have privileges to Add guests to events,
| | 00:07 | and to see the Guest list.
| | 00:10 | If you look here, it says a Guest can, and there
is a check box by invite others, see guest list.
| | 00:15 | So that's the default.
| | 00:16 | Any time that I create a new event, by default
the guest can invite others, and see the guest list.
| | 00:23 | If I want to restrict guests from inviting
others, maybe this is a real exclusive event
| | 00:30 | and only I want to invite
others, I'll un-tick that box.
| | 00:33 | If this is a confidential meeting, maybe
I'll even un-tick the box by see guest list.
| | 00:41 | If you want to give your guests even more
privileges, you can choose modify event, which
| | 00:45 | means they'll actually be able to make the changes
to the title of the event or the date or the details.
| | 00:52 | So you would do that in a situation where
maybe you invite someone to an event, and
| | 00:57 | you say, hey! I think this time works for
you, but I'm not sure, feel free to change
| | 01:01 | this to another time.
| | 01:03 | And in that case you would give
them access to modify the event.
| | 01:07 | Notice here, I was invited to
an event called Copy Editing.
| | 01:11 | I'll go ahead and open up that event.
I see that this event is on Susan's calendar.
| | 01:17 | I was just in invite Lynda Learner.
| | 01:20 | I have access as a guest to add
guest and to see the guest list.
| | 01:24 | But notice, I can't make changes to the details.
| | 01:28 | Well, if I try to do this like if I tried
to make a change to the Location, it would
| | 01:34 | give me a warning saying, hey! You don't
really own this event, you can make a change, but
| | 01:38 | it's only going to be on your
calendar, not on other people's calendars.
| | 01:43 | So remember that, even though it looks like
you can make changes, if I were to suddenly
| | 01:47 | change this to 2:30 and Save it.
| | 01:50 | This only is changed on my calendar, the owner of
this event, susan@suipointoh does not see my changes.
| | 01:58 | So, if I'm requesting a change to this event,
so if I want to let Susan know I want to change
| | 02:03 | the Location, I should just click Email
organizer, and I can email the organizer of the event
| | 02:09 | and let him or her know
that I want to make changes.
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| Booking a resource or room| 00:00 | In this video I am logged in to a Google
Apps account susan@supointoh because I want to
| | 00:05 | show you how to book meeting rooms
and resources with Google Calendar.
| | 00:10 | Booking Meeting Rooms and Resources is only
available with Google Apps, it's not available
| | 00:15 | on the free Gmail accounts.
| | 00:18 | So to book a resource I
go to Create a new event.
| | 00:22 | And I can title my event and pick a time
and date like you would create any event.
| | 00:28 | So here we go Some Event on
5/2/2012 from 2:00 to 3:00.
| | 00:33 | Now to Add Guests I know that I click in the
Enter email address area here and Add Guests.
| | 00:39 | To add a Resource, like a Conference Room
or a shared Resource like a digital camera
| | 00:44 | or car, I select Rooms, etc.
| | 00:48 | So what I'll see here are the different rooms
and resources that are available at this time.
| | 00:54 | The green square tells me
that this room is available.
| | 00:57 | I could search for a room here, I will type Room
B, and that will bring up this particular room.
| | 01:04 | If I un-tick Show only available, I will
see the rooms and resources that are busy.
| | 01:09 | So it looks like these two meetings rooms
are busy during this time, as well as the
| | 01:13 | two digital cameras.
| | 01:16 | So I am going to go ahead and add Room A and why
not, I'll add Room C as well just as an overflow.
| | 01:23 | Notice that those rooms I just added go
into the Where section. So I click Save.
| | 01:29 | Now when I come back into this
event, I notice under Rooms, etc.
| | 01:33 | I have got check marks by these
different rooms indicating that they are coming.
| | 01:39 | If somebody else tried to book these rooms
during this time, they would now show up as busy.
| | 01:47 | Notice that there are no rooms available,
now those rooms I have booked are now busy.
| | 01:51 | So you can book multiple rooms, when you add a
room it then shows up as busy to everyone else.
| | 01:59 | When you are creating a repeating event, so I
am going to remove these rooms here by clicking
| | 02:05 | Remove, and I am going to start over, and
when you save the event those rooms are removed.
| | 02:11 | Now I will go back into this event let's say it's a
repeating events, this is a weekly repeating event.
| | 02:17 | So now when I go to book a room, I can book
the room just for this instance, I can choose
| | 02:23 | just this room, or I can book it for the
next 15 instances, so for the next 15 weeks
| | 02:29 | I can book this room.
| | 02:31 | After 15 instances,
you'll have to rebook the room.
| | 02:34 | But now I have added this
room, Room B, so there it is.
| | 02:39 | If I look at the next week, I see that the
room has also been booked for the following week.
| | 02:45 | Your Google Apps Administrator is in charge
of adding resource rooms to Google Calendar
| | 02:51 | and Shared resources, so you should contact
them if you need a room or resource added.
| | 02:57 | Also, if it's a room that only you should
have access to book or only a few people should
| | 03:02 | have access to book, you should let your apps
administrator know that and they can restrict
| | 03:07 | the room, so that only
certain people can book it.
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|
|
6. Responding to InvitationsResponding to events by email| 00:00 | When you get invited to a new event you'll
receive an email and the email will look like this.
| | 00:06 | It will say who invited you to the event,
Pam, the name of the event, the date, the
| | 00:11 | time, and then there will be a calendar icon here,
letting you to know this is a calendar invitation.
| | 00:18 | So I open up this email and here's
the invitation, okay, this is from Pam.
| | 00:22 | She invited me to Book Club on May 9th
from 5:00 to 6:50, and I can see over here on the
| | 00:28 | right-hand side, my Agenda for the day.
| | 00:31 | Well, I have gotten an event at 10:30, but
it looks like at 5 o'clock I'd definitely
| | 00:35 | be free to attend Book Club.
| | 00:37 | And I see some more
details about the event here.
| | 00:41 | If for some reason this was part of a
series, or I'd already responded to this event,
| | 00:45 | where it said, Going down here, it would show
if I've already responded and what I selected.
| | 00:50 | It's kind of a strange user interface thing
that they have Going up here and Going down here.
| | 00:56 | This Going is supposed to show you if
you've already responded, and this Going piece is
| | 01:01 | where you actually do the response.
| | 01:04 | So if I want to respond to this event via email,
I'll just go ahead and click Yes, I'm coming.
| | 01:10 | So, as you can see, by this
yellow bar, I've just replied Yes.
| | 01:15 | I can change my response to Maybe or even No.
So let's say I keep it as No.
| | 01:22 | When I go back into my calendar and a look
at that event, I'll refresh the page here,
| | 01:30 | that event appears on my
calendar, and it shows me as No.
| | 01:34 | So this is a real shortcut, this allows you
to manage your calendar through email, which
| | 01:39 | is where many of us spend most of our time
anyway, so I didn't even have to go into Google
| | 01:44 | Calendar to respond to this event
and see my schedule for the day.
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| Responding to events on Google Calendar| 00:00 | When you've been invited to an event, and
you haven't yet responded, that event appears
| | 00:05 | on your calendar like this.
| | 00:07 | You'll see this left-arrow here this arrow
indicates that you have not yet responded to this event.
| | 00:14 | So a best practice is to respond to events
within 24 hours so that the organizer knows
| | 00:20 | if you're coming or not.
So I was invited to this Book Club event.
| | 00:24 | To respond to this event I can click on
the event and choose Yes, Maybe, or No.
| | 00:30 | Or I can click on the name of the event, and I
can respond Yes, Maybe, or No in this Going area.
| | 00:37 | When I respond Yes, I can put the
number of guests, if I'm bringing a guest.
| | 00:41 | I can put Maybe, or I can put No.
| | 00:44 | If you're going to respond Maybe or No, it's
nice to add a note as to why you're not coming.
| | 00:50 | So I'm going to put No here, and I'll add
a note, okay, that's a valid excuse, I'm on
| | 00:56 | vacation, and I forgot to read the book,
so No I'm not coming to a Book Club.
| | 01:00 | So I'll click Save, now this event shows up
on my Calendar as an event I am not coming
| | 01:06 | to, it's grayed out and
has this line through it.
| | 01:09 | When I open it up, there is my response, I
am a No, that's what this circle with the
| | 01:13 | line through it means and here is my note.
| | 01:16 | So all of the other guests on the list will be
able to see your note as to why you're not coming.
| | 01:22 | If you need to change your response, click
change your response, maybe, I'll be a Maybe
| | 01:26 | instead, and I'll click Save.
| | 01:29 | Now this event shows up with the question
mark showing that I'm a Maybe, and I have
| | 01:33 | a question mark here, or I could
change this to Yes, and I have now responded Yes
| | 01:40 | to this event, and it appears on My calendar.
| | 01:44 | If you need to contact the organizer about
changing the time, you can just open the event
| | 01:49 | and choose email organizer.
| | 01:51 | And you can send an email to the organizer
requesting a different time for this event.
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| Changing your response and adding notes| 00:00 | You can change your response to an
event at any time by opening the event.
| | 00:06 | Then in the area where you've added your
response, choose Add a note or change your response.
| | 00:10 | So if I want, I've decided I am a Maybe for a Book
Club, you can add a note along with your response.
| | 00:17 | This note will show up under
your name in the list of guests.
| | 00:21 | So I am a Maybe for this event,
I'll put I may have a conflict.
| | 00:27 | And I'll click Save.
| | 00:29 | So now I'm marked as a Maybe, that's
what this question mark icon means.
| | 00:33 | And the organizer of the event and the other
guests on the guest list will see that I am a Maybe.
| | 00:40 | Now if you need to respond no to an event
that you've created, you shouldn't delete
| | 00:46 | that event, because that will
delete the event for everyone.
| | 00:50 | You should just respond No.
| | 00:51 | So this is my event, Calendar Essential
Training and in this particular event, I am not going
| | 00:57 | to be able to make it, so instead of deleting the
event, which would delete it for susan@suepointoh.com
| | 01:02 | as well, I'll just go ahead
and change my response to No.
| | 01:07 | And when you change your response to a
repeating event, you'll be asked if you are changing
| | 01:11 | your response just for this
event or all of the following.
| | 01:14 | If you want to send a note to the event's
organizer, but you don't want everybody listed
| | 01:19 | on the event to see that, in that case just
open the event and choose Email organizer,
| | 01:25 | and then you can send a
private note just to that organizer.
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| Controlling how events appear on your calendar| 00:00 | In this movie I am going to explain to you
how events appear on your calendar and how
| | 00:04 | you can change those settings.
| | 00:07 | Now first I will start by telling you what
the default settings are, and then I'll show
| | 00:11 | you how to make changes.
So let's take a look at next week.
| | 00:16 | Events that I have responded to, and I am
going to appear like this a solid square,
| | 00:23 | and I'm Going, there is
no icon here on the left.
| | 00:27 | Events that I have responded Maybe to appear like
this there will be a question mark by the event name.
| | 00:35 | Events that I have responded No to will appear
like this they'll be dimmed out and the title
| | 00:40 | of the event will be crossed out.
| | 00:42 | And then finally, events that I have
not yet responded to appear like this.
| | 00:47 | So I have an arrow pointing to the
left showing that I've not yet responded.
| | 00:52 | Okay let's start with events you're not attending,
by default those events stay on your calendar,
| | 00:58 | they just appear grayed out, but if you get
invited to a lot of events, and you say No
| | 01:03 | a lot, you don't want all of this events
crowding up your screen, you may want to change the
| | 01:08 | setting, so that events that you
responded No to just disappear from the Calendar.
| | 01:14 | Click on the Gear, and then choose Settings.
| | 01:19 | So where it says Show events you have declined,
I have Yes selected, I will choose No, and
| | 01:25 | then that event that I declined
went away, because I selected No.
| | 01:29 | Okay, now let's talk about events
that you have not yet responded to.
| | 01:34 | So if you have events in your Calendar, and
you haven't responded, they appear on your
| | 01:38 | calendar, and you will be shown as Busy to
other people, even though you haven't responded,
| | 01:46 | that's the default setting, if somebody
looks up my schedule for Saturday, even though I
| | 01:50 | haven't responded to this calendar event,
it will show me blocked out from 9:00 to 10:30.
| | 01:56 | I'll also get reminders about this
event even though I haven't responded.
| | 02:00 | If you want to change that, go into Mail
Settings and where it says Automatically add invitations
| | 02:09 | to my calendar, instead of saying Yes, you can
choose Yes, but don't send an event reminders
| | 02:16 | until I've responded "Yes" or "Maybe".
Meaning this will show you as Busy but you won't get
| | 02:21 | event reminders or No.
| | 02:24 | So this event will not appear on your calendar,
you will not be shown as Busy, you will not
| | 02:29 | get reminders until you respond Yes.
| | 02:33 | Now for me I prefer to have Yes selected,
so that way if someone books a meeting with
| | 02:38 | me, it will show me as Busy until I have responded,
and somebody else can't double book at the same time.
| | 02:44 | But this is up to you, the best thing to
do is respond to event invitations within 24
| | 02:50 | hours, so they'll either appear on your
calendar, or you will be shown as free during that time.
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|
|
7. Reminders and NotificationsCreating email and pop-up event reminders| 00:00 | You can set up email Event reminders and Pop-up
event reminders for the events on your Calendar.
| | 00:06 | You can setup general reminder times, and
you can also set specific reminder times for
| | 00:12 | each individual event.
| | 00:14 | So to take a look at your reminders,
select your Calendar, highlight it, click on the
| | 00:20 | down arrow and choose Notifications.
| | 00:23 | These are the default settings, you'll get
an Email reminder 10 minutes before each event
| | 00:28 | and a Pop-up reminder 10
minutes before each event.
| | 00:33 | To receive the Pop-up reminder you do
need to be logged into Google Calendar.
| | 00:38 | You don't have to have Calendar on the screen,
you can be on another screen, but you do need
| | 00:44 | to be logged into Google Calendar
in at least one tab or one window.
| | 00:50 | So I will show you what a
Pop-up reminder looks like.
| | 00:53 | This is a Pop-up reminder so even though I
was on another tab looking at lynda.com, I
| | 00:58 | was popped into Google Calendar and here's
my reminder, this event is starting, and
| | 01:05 | this is the name of the event, this is the
calendar that it's on, this is the time it
| | 01:10 | starts, and this is the location.
So is here's my Pop-up reminder.
| | 01:14 | When I click OK, this yellow bar at the top
changes, and I can set up a snooze reminder.
| | 01:22 | So if I click Remind me again in 5 minutes, then I
will see that Pop-up come up again in five minutes.
| | 01:30 | Can you set a sound to play?
| | 01:32 | No, you can't set up sounds to play with
those pop-up notifications, not at this time.
| | 01:39 | What does an Email Reminder look like?
| | 01:41 | Well, I will go into my Gmail and here's
an example of an Email Reminder. I have this
| | 01:47 | one here, from Google Calendar
Reminder: Coffee @Wednesday, May 2 at 12:30.
| | 01:53 | And so this is what my reminder looks like,
and when you open a reminder email, you will
| | 01:58 | also see details of the event, and you can
click more options or more details to see
| | 02:05 | the details of that event.
| | 02:08 | To make changes to the default reminders,
select your Calendar, choose Notifications,
| | 02:15 | and then you can make a change here, for example,
maybe I want the Email 5 minutes before, maybe
| | 02:21 | I want to Pop-up 15 minutes before, you
can choose minutes, hours, days or weeks.
| | 02:27 | You can also remove the
notification by clicking Remove.
| | 02:32 | Click Save after you have made the changes.
So those are my general event reminders.
| | 02:37 | I can also set reminders for specific events
like the TPS Reports 1, I have to drive into
| | 02:43 | the office to do that, I'm going to set
myself a reminder down here, which is Reminders.
| | 02:49 | I am going to set a reminder for 1 hour, and
I will do a Pop-up may be 25 minutes before the event.
| | 02:58 | So I have just made changes to the
reminders in one particular event.
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| Customizing email notifications| 00:00 | Google Calendar is designed to
work hand-in-hand with Gmail.
| | 00:04 | So if you make changes to your Calendar, and
you've got Calendar Notifications setup, you
| | 00:09 | will see email
notifications about those changes.
| | 00:14 | Let me give you an example of some of these
changes you'd want to see email notifications for.
| | 00:19 | Well, let's go into our Notifications section
and click the down arrow by my Calendar name,
| | 00:24 | and I choose Notifications.
| | 00:27 | So in this Choose how you would like to be
notified area, I can choose whether I want
| | 00:32 | an Email notification for
these different events, New events.
| | 00:36 | I recommend getting an Email
notification for New events.
| | 00:40 | This is what it looks like when
you're invited to a new event.
| | 00:43 | Let's say here is the person who invited you,
here is the subject of the invitation, there
| | 00:48 | is a Calendar icon, you can open this up, and you
can respond to that new invitation right from Email.
| | 00:54 | So I do recommend getting Email notifications.
| | 00:59 | Changed events, do you want to receive a
notification when someone sends an update or changes an event?
| | 01:06 | Well, we'll look at this in another movie,
but I usually do recommend getting emails
| | 01:12 | about changed events, especially if
someone's done something like change the time or date
| | 01:18 | of an event, you will want to get an email.
| | 01:20 | I'll show you an example
of a changed event email.
| | 01:25 | So it will say Updated event.
| | 01:27 | When you open the email, you will see
information about the event, then in green it will say
| | 01:33 | Changed, and you'll see what has changed.
| | 01:35 | It looks like either the
date or the time has changed.
| | 01:39 | Canceled events, well, I certainly recommend
getting notifications about Canceled events.
| | 01:45 | That way if an event has been canceled, you
will receive an email that the event was canceled.
| | 01:50 | So this is what a
Canceled Event email looks like.
| | 01:54 | It will say Canceled Event, it will say the
name of the event, and it will show you that
| | 01:58 | this has now been canceled
and removed from your Calendar.
| | 02:01 | Okay, the fourth option is Event responses.
| | 02:05 | Do you want to receive a
notification when guests respond to your events?
| | 02:08 | Now I don't really recommend setting these up,
especially if you manage a lot of events,
| | 02:13 | because you are going to get an email
every time somebody responds to the event.
| | 02:18 | Instead of getting emails about that, I
recommend just going into the event itself, and you
| | 02:25 | can see how people responded by looking at
how many people have said Yes, Maybe or No,
| | 02:30 | and the check mark here
means yes, this person is coming.
| | 02:34 | Going back into our Notifications area, the
final one here is you can set it up, so you
| | 02:39 | get a daily agenda emailed to
you every morning around 5:00 a.m.
| | 02:44 | Now, I'm not going to go into this SMS
piece in this course, because we are really just
| | 02:49 | focused on the Essential Training.
| | 02:52 | If you have a Smartphone, you can sync your
Smartphone with Google Calendar and receive
| | 02:56 | notifications through your Smartphone.
| | 02:59 | If you don't have a Smartphone, and you
just want to receive SMS notifications, you can
| | 03:04 | click this link to setup your
mobile phone to receive notifications.
| | 03:08 | You will have to verify your phone number,
and then you will check the SMS box by the
| | 03:14 | different types of notifications you want to
receive via text message on your mobile phone.
| | 03:20 | However, majority of people I know have
smart phones that they then sync with their Google Calendar.
| | 03:28 | You can find more information about syncing
your Smartphone with Google Calendar by going
| | 03:33 | to M as in Mary, m.google.com.
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| Understanding event notification updates| 00:00 | When you make changes to an event you own,
for example, if I open this Marketing Lunch
| | 00:06 | event, and I make a change here,
such as changing the Description.
| | 00:12 | When I click Save I'll be
prompted to Send an update to my guest.
| | 00:17 | So if I want my guest to receive email updates about
this change I've made I'll go ahead and click Send.
| | 00:25 | However, if I just make a change, a small
minor change like this maybe I come in here,
| | 00:32 | and I make a change to the Description, I
don't necessarily need to Send an update to
| | 00:41 | guests just because I added a few words.
| | 00:43 | If I were to change the date or time or major
change to the description, I would Send an update.
| | 00:50 | Now if you receive email notifications
about updates, and you know you receive them if
| | 00:55 | you go into Notifications, and you've got
this box checked by Changed events, then you'll
| | 01:02 | see in your mailbox some emails, when
events change, they'll say Updated Invitation.
| | 01:09 | When you open the event there will be a
green line that says, Changed by whatever changed,
| | 01:15 | show it looks like the
Description of this event changed.
| | 01:19 | If I open up this other one Updated in this
case it looks like the date or the time changed.
| | 01:25 | So unfortunately, it doesn't tell you
specifically what changed, it just let's you know either
| | 01:31 | the date has changed or
the description has changed.
| | 01:35 | So you might want to then open your
calendar and get a better idea of what has changed,
| | 01:40 | but that's how you interpret these
Updated Invitation Notifications.
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|
|
8. TasksCreating tasks and task lists| 00:00 | You'll notice under you're My calendar's section you
have your Primary Calendar, and then a Task Calendar.
| | 00:06 | The tasks that display when you click on
Tasks see this tasks over here, or the same tasks
| | 00:14 | that would display if I were to
open Gmail and view my Task list.
| | 00:19 | So with Gmail open, from the dropdown menu I
choose Tasks and my task list display is here.
| | 00:29 | I can add task to my Task list by just
clicking by check box, and it will add a task, so I
| | 00:35 | need to record task video.
| | 00:39 | To add a new task, I can place my cursor
at the end of the task and press Enter.
| | 00:46 | I can also use this button
down here to add a new task.
| | 00:52 | I can change the order of tasks by hovering
my mouse over the left-hand here, until it
| | 00:57 | turns into a white hand, and then I can move that
task to a new location, or I can move it back up.
| | 01:05 | I can create an entirely new list of tasks
by clicking the Switch list menu and choosing
| | 01:12 | New list so my first list is the one associated with
my username, I'll create new a list, call it groceries.
| | 01:20 | So now I'm looking at grocery list.
| | 01:23 | When I've completed a
task I can just check it off.
| | 01:26 | I can always go into the Actions
menu and Clear completed tasks.
| | 01:31 | To get back to my other list, I choose Switch
list, and I can go back to this other list here.
| | 01:37 | You can add details about your task by clicking on
the Edit Details button, and you can add some notes.
| | 01:46 | You don't need to press save, you can just
click back to task list, and any task that
| | 01:51 | you list here will show up here,
in Gmail, and they also Sync.
| | 01:56 | So if I click on record task video, to show
that this item is complete, within about 30
| | 02:02 | seconds or so, this should update here on my
task list, and this should show up as complete.
| | 02:10 | So if I pull up that task manager again, that
task should show up as complete shortly, maybe
| | 02:15 | I'll just refresh the screen,
and now it shows up as complete.
| | 02:21 | So you can use task as a way to keep a
running list of items, things that you need to do.
| | 02:27 | Now the task manager is not quite as sophisticated as the
tasks in Outlook or some specific task management programs.
| | 02:35 | But it is a helpful way to keep a running
list of things you need to do and check off
| | 02:40 | things you've done.
| | 02:41 | In another video on this chapter, we'll
look at how to add dates to task, so that they
| | 02:45 | show up in your calendar.
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| Displaying tasks on Google Calendar| 00:00 | To get your tasks to show up on your calendar,
you need to sign a Due date to those tasks.
| | 00:07 | So click on the task calendar, it will
display over here to the right, then to add a Due
| | 00:12 | date just click on the arrow, how about
this one, record sharing video, I'll click edit
| | 00:18 | details, and I'll add a Due date.
I have this due on Friday the 4th.
| | 00:24 | So I'll select the 4th and look at that,
that Task now shows up here on My calendar, has
| | 00:30 | a little check box by it
showing me that this is Task.
| | 00:33 | Let's go the Day here so we can see a
better view of this. Okay, there's that Task.
| | 00:39 | If I want to mark it as complete, I'll
check it off, it shows up as checked off in the
| | 00:44 | Task list or if it's actually
not complete, I can uncheck it.
| | 00:49 | If I want to move it to a new Day, I can
just take the Task and drag it to a new Day.
| | 00:56 | So Tasks with Due date will always show up
in the all-Day event area and the Tasks show
| | 01:02 | up as whatever color you've
colored your Task calendar.
| | 01:06 | So I can change the color by
clicking the dropdown arrow.
| | 01:09 | I think my Task should be purple, there
we go, so now my Task show up as purple.
| | 01:15 | And if I don't want my Task showing up on
the calendar, I'll just unhighlight the Task
| | 01:20 | calendar and they go away.
| | 01:22 | Now when you give a Task a Due date, it has to be
a single date, you can't assign repeating Tasks.
| | 01:29 | If you want to create a repeating Task, I
recommend you just create a repeating all-Day event.
| | 01:35 | For example, I've got this Pay utility bill,
all-Day event, and I've this set to Repeat
| | 01:41 | Monthly on the 1st day of the month.
| | 01:44 | So there's no check box by it, and it's not
on my Task List, but it appears in the all-Day
| | 01:49 | event area of My calendar, and it can repeat.
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| Assigning tasks| 00:00 | The current Task list doesn't have
functionality for assigning tasks to someone.
| | 00:06 | However, the workaround for that is just
creating an all-Day event, and then inviting the person
| | 00:11 | you want to assign as a guest to that event.
| | 00:14 | So I have a Task for Pam @suepointoh, I
need her to file my tax return, so I click the
| | 00:22 | all-Day event here, I'll choose File Tax
Return, I guess I miss the April 15th deadline.
| | 00:28 | I click Edit event and under Add guests, I'll
add Pam's name, and I can put in any instructions
| | 00:38 | that go along with this task.
| | 00:43 | So I click Save, I Send her an invitation,
and that's important, so she gets that this
| | 00:48 | is her task, and then this task has been
created, she's been invited to it, that's how I can
| | 00:54 | assign a task to it.
| | 00:56 | Since this is specifically for Pam, I can even
come in here and add a note and show myself as a No.
| | 01:03 | I don't want to delete the Task, because
that would delete it from Pam's calendar.
| | 01:08 | But that's how you could invite a
guest to a Task or assign a Task.
| | 01:14 | If you want to print your Task list, you
can do that by clicking Actions, choose Print
| | 01:20 | task list, and this will come out with a
Task list that you can go ahead and print, then
| | 01:26 | maybe you could email it to someone, but
Tasks really isn't setup yet for assigning Tasks
| | 01:32 | via the Task list.
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|
|
9. Viewing Other CalendarsViewing the calendars of friends or coworkers| 00:00 | So a really nice feature of Google
Calendar is the ability to overlay your coworker's
| | 00:05 | and friend's calendar on your own calendar,
it helps make scheduling easy and helps you
| | 00:09 | quickly find where your friend or coworker is.
| | 00:13 | So under Other calendars, notice
I have some people listed here.
| | 00:17 | Here is Pam, if I select Pam's calendar,
Pam's events appear overlaid on my calendar, they
| | 00:23 | show up in this orange color.
| | 00:25 | I can click on the down-arrow here, and
change the color, maybe we'll make it teal, so now
| | 00:31 | Pam's events show up in teal.
| | 00:32 | So, if I wanted to book an event with Pam
on Tuesday, I'd say, well, maybe a good time
| | 00:37 | would be here between 9:00
and 10:00, we're both available.
| | 00:40 | And then to hide Pam's
calendar, again, I just click it.
| | 00:44 | So to request access to someone's calendar,
you can just enter their email address here
| | 00:49 | under Other calendars.
| | 00:50 | So I am going to request access
to susan@suepointoh's calendar.
| | 00:54 | Now, the person does need to be using
Google Calendar in order for this to work.
| | 00:59 | So I will select Susan.
| | 01:01 | Now, this message will come up that I can
send her a Request, so I am sending it to
| | 01:06 | Susan, Requesting Access.
There is some boilerplate content here.
| | 01:10 | I could also put this in, personalize and
send a certain message to Susan, but I will
| | 01:15 | just Send the Request.
| | 01:17 | So now I have to wait for
Susan to grant me access.
| | 01:20 | So, she'll probably getting an email.
I will log in as Susan here.
| | 01:28 | So, Susan receives this email,
lyndalearner would like to view your calendar.
| | 01:34 | So, to accept, she will click on this link here.
| | 01:38 | And what this does is it takes her to
the Sharing settings of her calendar.
| | 01:42 | We talk more about this in the Sharing chapter.
| | 01:45 | So, this will open up her Sharing settings,
and under Person, it puts lyndalearner here,
| | 01:50 | and now Susan will decide the
Permission Settings of these four settings.
| | 01:54 | She will get access to let
lynda see her event details.
| | 01:59 | So I click Add Person, and
then Susan will save her changes.
| | 02:04 | And then if we go back into Calendar, we'll
go back into Lynda Learner's calendar, and
| | 02:10 | I am just going to refresh the screen, and
then under Other calendars, now when she type
| | 02:16 | Susan's name, Susan's calendar will appear.
| | 02:19 | So now Susan's calendar is appearing here
in this light blue color, and since Susan
| | 02:24 | shared her event details, Lynda Learner
can actually see the details of her events.
| | 02:29 | So now, as a Lynda Learner, I can look at
Susan and Pam's calendar at the same time.
| | 02:35 | So if all three of us need to have an
event, I can overlay all three calendars.
| | 02:39 | I can turn these off again, I can hide them
by just clicking on the name to unhighlight it.
| | 02:46 | So when the calendars are turned on, they
have the color swatch right here, and when
| | 02:49 | they're off, there is no color swatch.
| | 02:52 | Now, if you want to remove the calendar
from the list just click on the down-arrow and
| | 02:57 | choose Hide this calendar from the list.
| | 02:59 | You can always get it back by just
typing Pam's name again, and there it is.
| | 03:04 | If you want to unsubscribe completely to a
calendar, you would go into your Gear, choose
| | 03:10 | Calendar Settings, and under Calendars, you can choose
Unsubscribe, the calendar you want to unsubscribe to.
| | 03:19 | If you want to resubscribe later,
you'll have to Request Access again.
| | 03:24 | Now, whichever calendars are displayed on
the screen, those are the calendars that will
| | 03:30 | also show up if you print.
| | 03:31 | So if I print my calendar right now, it's
going to print my calendar, Pam's calendar,
| | 03:36 | and Susan's calendar.
| | 03:38 | Okay just a couple of notes
about sharing your calendar.
| | 03:41 | If you're using Google Apps, your Google
Apps Administrator may have restricted sharing,
| | 03:46 | so you may not be able to share your calendar
with people who have email addresses outside
| | 03:51 | your domain, or it may just be
restricted so that you can only share blocks of time
| | 03:55 | when you're free or busy,
but not the event details.
| | 03:58 | So if you have a work calendar, and you're
trying to share that with your personal calendar,
| | 04:01 | you may be restricted there.
| | 04:04 | And remember, if you don't see the list of
people under Other calendars, it may be that
| | 04:08 | this was collapsed, so you can open up Other
calendars by clicking on the down-arrow here.
| | 04:14 | The calendars will appear in alphabetical
order, and that's not something that you can change.
| | 04:19 | So that's how you view other
calendars in the Other calendar list.
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| Subscribing to a holiday calendar or a special event calendar| 00:00 | Using Google Calendar, you can also subscribe
to special calendars like a Holiday calendar,
| | 00:07 | or a Sports calendar.
| | 00:09 | To take a look at my Other Calendar section,
notice I have US Holidays, if I click this
| | 00:13 | on, now my US Holidays appear.
| | 00:16 | Let's go to July, I can do that quickly,
my Mini Calendar, by going to July, and I'll
| | 00:26 | focus on the first week of
July, in there Independence Day.
| | 00:29 | So here's the US Holiday calendar.
I can also view a Sports calendar.
| | 00:34 | I've got the Oakland A's baseball calendar.
| | 00:37 | When I turn this on, I see the upcoming
games, there's a little baseball symbol there.
| | 00:43 | I can also see the scores of the past game.
So I see the Yankees beat the A's on Sunday 2-0.
| | 00:49 | If the game is going on, you can
actually see the live score appear right here.
| | 00:54 | So that's a really fun
feature of Google Calendar.
| | 00:57 | So how did I subscribe to this calendar?
| | 00:59 | Well, if I click on the down arrow by Other
Calendar, and I choose Browse Interesting Calendars.
| | 01:07 | So this first puts me in the Holiday tab.
There's a Sports tab and a More.
| | 01:11 | So if I want to subscribe to may be
Canadian Holidays, I just select Subscribe.
| | 01:17 | This is helpful if you do
business with another country.
| | 01:19 | So I'm now subscribed, I'll go back to Calendar,
and I've now got Canadian Holidays as well.
| | 01:26 | For that Sports calendar, I choose Browse
Interesting Calendars, I can select Sports.
| | 01:32 | First choose the Sport, how about Baseball?
| | 01:34 | Then choose the League, Major League, and I'll go
ahead and subscribe to another local team, the Giants.
| | 01:42 | Then I'll go Back to calendars,
and that calendar appears as well.
| | 01:46 | This is getting a little busy when you have
a lot of calendars overlaid, you can click
| | 01:50 | on the down arrow by your calendar
and choose Display only this Calendar.
| | 01:56 | So again, to see the calendar, you
just click on it, and it's highlighted.
| | 02:00 | To remove that you click
on it again, it goes away.
| | 02:02 | If you want to hide the calendar from the
list, click on the dropdown arrow and choose
| | 02:06 | Hide this calendar from the list.
| | 02:09 | Now that's how you can view a
Special holiday or Sports calendar.
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| Hiding and removing other calendars| 00:00 | So if you're a power user of Google Calendar
you have been using it for a while, you may
| | 00:04 | notice your other calendar list
often tend to get a little bit long.
| | 00:08 | You can only hide calendars from
the list or unsubscribe completely.
| | 00:13 | So just to hide a calendar, for example,
maybe I no longer need to see the Canadian Holiday
| | 00:18 | calendar, I click on the down arrow, and I
just choose Hide this calendar from the list.
| | 00:23 | I could do the same with Pam as well.
I am going to go ahead and hide Pam's Calendar.
| | 00:28 | Then if I want to see the calendar again I
just type the name of the calendar, the email
| | 00:32 | address or the calendar name, press Enter,
click, and now the calendar is displayed again.
| | 00:39 | But maybe I want to unsubscribe
from Pam's calendar altogether.
| | 00:43 | I just no longer need access to it, maybe
we don't work together anymore, or for some
| | 00:48 | reason I just want to shorten my calendar list.
| | 00:51 | In that case, I would click on the gear,
the Settings gear, and choose Settings.
| | 00:56 | Then click on the Calendar tab, under
Other Calendars notice I have an option here to
| | 01:04 | show or not show the
calendar in the calendar list.
| | 01:07 | So if I untick this Abraham's calendar won't
show in the calendar list or in that example
| | 01:13 | with Pam I just want to unsubscribe completely.
| | 01:16 | So I click Unsubscribe, then Confirm, and
now I am unsubscribed to Pam's Calendar.
| | 01:25 | If I want access again I will have to go
through the process of asking her to add me to her
| | 01:31 | calendar to the Shared Calendars settings.
| | 01:34 | So I will need to go through that
process of requesting access again.
| | 01:37 | Now in this case because I hadn't singed out
completely the calendar just appeared again,
| | 01:43 | but what should happen is that once I refresh,
and I know longer have access to Pam's Calendar
| | 01:48 | or a sign-in and sign-out, and then request access,
she will have to go ahead and grant me access again.
| | 01:54 | So unsubscribing is a permanent thing.
| | 01:58 | Now if you want to delete a calendar so that
would be a calendar you had created, one of
| | 02:03 | the calendars in my calendars or a calendar
that you're sharing access to, again you would
| | 02:08 | go into Settings and Calendars.
| | 02:11 | Now for these calendars that I own, again,
I could unsubscribe, or I could delete.
| | 02:16 | But if I delete this permanently deletes the calendar,
and it's deleted for everyone who shares it as well.
| | 02:24 | So if I do want to delete, I will have to
confirm that and the calendar is deleted.
| | 02:28 | If you just don't want to see it show up
anymore you can hide it or unsubscribe, but Delete
| | 02:33 | is a permanent deletion, and once you have
deleted a calendar you can't get the events back.
| | 02:39 | When you don't want the calendar to appear
in your list anymore you can just hide it,
| | 02:44 | when you no longer want to see the events
at all, you can unsubscribe, and when you
| | 02:49 | want to delete it
permanently you can click Delete.
| | 02:52 | So just hiding the calendar that can be
done through the calendar dropdown, this arrow,
| | 02:57 | but unsubscribing and permanently
deleting are done through the Calendar tab here.
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|
|
10. Secondary CalendarsCreating a secondary calendar| 00:00 | So in Google Calendar you have a primary calendar,
and that's the one associated with your email address.
| | 00:06 | It's also the Calendar under
My calendars that has your name.
| | 00:10 | So for me it's Lynda Learner,
this is my primary calendar.
| | 00:14 | If somebody invites me to an event,
that event appears my primary calendar.
| | 00:18 | However, I can create secondary calendars to
manage projects or personal events or maybe
| | 00:25 | even a workout schedule.
| | 00:28 | So I am going to go ahead and
create a secondary calendar.
| | 00:31 | So to do that I click the down arrow by My
calendars not the down arrow by other calendars.
| | 00:38 | So I click on the down arrow,
and I choose Create new Calendar.
| | 00:42 | That takes me to the screen so I
will give this calendar a name.
| | 00:45 | It's the name that's going to
show up on the left-hand side.
| | 00:47 | I am going to call this my Google Drive Calendar,
I am making a course about Google Drive, and
| | 00:52 | I want to create a calendar to manage my
milestones and events around this Google Drive project.
| | 00:59 | I can give this is a description and so this
is helpful especially if you're sharing this
| | 01:03 | calendar with others.
You can choose the default Time Zone.
| | 01:09 | Now starting off you probably
don't want to make a calendar public.
| | 01:13 | However, you can add specific people who have access
to share this calendar or make changes to the calendar.
| | 01:20 | We will come back to that in just a moment.
| | 01:22 | For right now I just want to click Create
Calendar and the calendar has now been created.
| | 01:27 | It's listed here under My
calendars below my primary calendar.
| | 01:32 | And it has a red square here, and this indicates
that events on this Calendar will show up in red.
| | 01:37 | If I click on that down arrow, I have some
options here I can change the color, maybe
| | 01:42 | I want to make this orange.
| | 01:45 | I can also go back and change the Settings
if I select the down arrow and choose Calendar
| | 01:50 | Settings this takes me back to the screen
here where I have the Name, the Description,
| | 01:56 | I can go to Share this Calendar and from
here this is where I can share the calendar.
| | 02:00 | We have a whole chapter in this course about calendar
sharing and what the different sharing options mean.
| | 02:06 | But if I'm working with Susan on this calendar,
I can add Susan by typing her email address,
| | 02:12 | and then I choose her Permission Setting.
| | 02:14 | So do I want to allow her to make changes
and manage sharing, make changes to events,
| | 02:19 | See all event details or See only free/busy.
| | 02:22 | And Susan is going to work on this
calendar with me so I will give her access to make
| | 02:26 | changes to events, and then I click Save.
So I have now created this secondary calendar.
| | 02:32 | So I am in an Gmail address.
| | 02:34 | This looks a little bit different in a
Google Apps address, so I am going to log into
| | 02:38 | my Google Apps account.
| | 02:42 | So when you are in Google Apps Calendar,
and you create a secondary calendar.
| | 02:46 | I have got one here called Accounts Receivable.
| | 02:49 | If I click the down arrow and select
Calendar Settings, and then share this calendar, I
| | 02:56 | have got this additional option to make the calendar
public, but just to share the calendar within my domain.
| | 03:03 | So let's say you have created a calendar
maybe you have a special lunch and learns at your
| | 03:08 | work or some kind of company events calendar.
| | 03:11 | In that case, instead of just sharing with
specific people you could share that secondary
| | 03:16 | calendar with everyone in the organization
so that they can see all the event details.
| | 03:22 | So in my Gmail Calendar my only choice is
for sharing or just to share with the public
| | 03:29 | or share with specific people.
| | 03:31 | In Google Apps Calendar I can make it public,
I can share just within my domain, or just
| | 03:36 | with specific people.
| | 03:39 | So that's how you create a secondary calendar, and you
can have as many secondary calendars as you would like.
| | 03:45 | They all appear under My calendars.
| | 03:49 | If at any time you need to delete a
secondary calendar, you would click on the gear and
| | 03:54 | select Settings, then select the Calendars tab.
Here is that secondary calendar.
| | 04:00 | I can either show or hide it in the list,
or I can delete it, and that will permanently
| | 04:05 | delete it for you and for
everyone who has access to it.
| | 04:09 | If I just don't want to see it anymore I can
just click Unsubscribe, and then I would be
| | 04:14 | unsubscribed, but the Calendar
would still exist for others.
| | Collapse this transcript |
| Adding and copying events to secondary calendars | 00:00 | Well, here I am in my calendar, I've got my
main calendar, and I've got my secondary calendar.
| | 00:06 | To add an event to my secondary
calendar, I can create the event.
| | 00:10 | So I'm going to do some research for
that Google Drive Course from 9:00-10:00.
| | 00:16 | Research Google Drive.
| | 00:18 | Now notice this defaults to
my Lynda Learner calendar.
| | 00:21 | So if I want to put this on my Google Drive
Calendar, click on the dropdown and select
| | 00:26 | that secondary calendar.
Notice the event turned orange.
| | 00:30 | I create the event, and this event
is now on my Google Drive Calendar.
| | 00:35 | If my Google Drive Calendar was the only calendar
displayed at the time, the event would automatically
| | 00:40 | go on to that calendar.
| | 00:42 | So if I unhighlight my primary calendar,
and I create a new event that defaults to the
| | 00:48 | Google Drive Calendar.
| | 00:51 | If you've already created an event on one
calendar, and you made a mistake, and
| | 00:55 | need to put it on another calendar, like this
Meeting with Toby, this is actually about Google Drive.
| | 01:01 | So I'll open this event and from the calendar
dropdown I'm going to put this on the Google Drive Calendar.
| | 01:08 | So I click Save, and that event is
now on the Google Drive Calendar.
| | 01:13 | So here's something to know that when
people check your availability and your schedule,
| | 01:18 | they are only looking at
events on your primary calendar.
| | 01:23 | So if somebody looked at my schedule for June, 1st,
they wouldn't see this 9:00-10:00 meeting that I have.
| | 01:29 | They would only see
meetings on my primary calendar.
| | 01:33 | If you have a meeting on a secondary calendar,
and you will want to block off that time on
| | 01:37 | your primary calendar.
You can copy the event to another calendar.
| | 01:42 | So here's this event to my
Google Drive Calendar. I open it.
| | 01:46 | From the More Actions menu I can
copy this to my Lynda Learner calendar.
| | 01:51 | I click Save, and now
this event is in two places.
| | 01:55 | However, if I change it here, I move it to
9:30 it doesn't automatically change here,
| | 02:01 | because it's just a copy of the event.
So I would need to move that as well.
| | 02:06 | So when you create a new event, and you see
the calendar dropdown menu what you'll see
| | 02:12 | here are your primary calendar, calendars
that you own, and any secondary calendars
| | 02:18 | that people have given you access to.
| | 02:21 | So that's what appears in
the calendar dropdown menu.
| | 02:24 | It's any of the calendars
that you can create an event on.
| | 02:28 | So that's how you would create an event on
a secondary calendar or copy an event from
| | 02:33 | one calendar to the other calendar.
| | Collapse this transcript |
| Managing notifications for secondary calendars| 00:00 | On your primary calendar the default is
that you have notification reminder setups.
| | 00:05 | You will get reminders ten minutes before
each event and popup ten minutes before each
| | 00:10 | event, and you have also got reminder set-
up for how you get notified about a new event
| | 00:16 | or a cancelled event.
| | 00:18 | You can always check those by clicking on
the down arrow and selecting Notifications.
| | 00:22 | So usually the default
looks something like this.
| | 00:27 | But that's just for your primary calendar.
| | 00:30 | On a secondary calendar, there
are no default notification set-ups.
| | 00:33 | You need to set those up yourself.
| | 00:35 | So under Google Drive Calendar click on the
dropdown arrow and select Notifications and
| | 00:42 | notice there are no reminders or notifications.
| | 00:44 | So I need to come in here and
actually add my own reminder.
| | 00:48 | Maybe I want pop-ups ten minutes before
and email five minutes before, and then I can
| | 00:54 | also decide if I want to get email
notifications for these various events like a new event
| | 00:59 | or when an event is changed or cancelled.
| | 01:02 | So I'll come in here, and I'll set up
these notifications, and I'll click Save.
| | 01:07 | Now when you get an email notification, you'll
know what calendar it's on because the calendar
| | 01:13 | will be in parentheses.
| | 01:14 | So here's one Reminder Calendar Essential
Training Recording, and I see that this is
| | 01:19 | on my lyndalearner@gmail.com Calendar.
| | 01:23 | But this one Sync Drive, this
is online Google Drive calendar.
| | 01:27 | So when you get those email
notifications you'll know which calendar it's on.
| | 01:31 | It also says here into Calendar
which calendar this event is on.
| | 01:37 | Remember, you can also set up events
specific reminders by going into the event itself,
| | 01:45 | what will be listed are the
global reminders you set up.
| | 01:48 | You can remove reminders for an individual event,
or you can add a reminder for an individual event.
| | 01:55 | So remember, on secondary calendars there
are no default notifications or reminders
| | 02:00 | you need to go in and set those up yourself.
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|
|
11. Sharing CalendarsIntroducing sharing permissions| 00:00 | In this chapter we are going to
look at calendar sharing options.
| | 00:04 | There are four different ways you can
share your calendar with an individual, and I'd
| | 00:09 | like to demonstrate what those four
different sharing options look like.
| | 00:13 | To share your calendar you click on the
dropdown arrow by your calendar name, and then choose
| | 00:19 | Share this Calendar.
| | 00:21 | Now in this Share with specific people area
you'll see that if you click on the dropdown
| | 00:27 | menu by Permission Settings,
there's four options here.
| | 00:31 | See only free/busy, See all event details, Make
changes to event, and Make changes AND manage sharing.
| | 00:39 | So I am going to demonstrate what all
four of these Permission Settings look like.
| | 00:44 | Let's start with Share only free/busy.
| | 00:47 | So if I go to my Other calendars and choose
Pam Webber calendar appears overlaid on mine
| | 00:53 | in these green events.
| | 00:56 | So Pam is someone who has only
shared her free or busy time with me.
| | 01:00 | I don't see the details of her events.
| | 01:03 | I just see blocks of time when she is
either free, the whitespace or busy.
| | 01:07 | These blocks of time that say busy so I can
see on the 11th she's busy from 8:30 to 10:30.
| | 01:15 | If I click on this event, nothing happens.
I can't make changes to this event.
| | 01:19 | So sharing your free or busy time with someone
is helpful if they need to make an appointment
| | 01:25 | with you or just view blocks of time when
you're free or busy, but you don't want them
| | 01:29 | to see the details of your event.
| | 01:32 | If someone says, hey, can you share your
calendar with me so I can book a meeting, you would
| | 01:35 | generally just share free or busy.
Then there is the See event details option.
| | 01:43 | So Jeff, here in blue is someone who has
shared the details of his events with me.
| | 01:48 | So I actually see the names of the event.
So Jeff's calendar is in blue.
| | 01:52 | I see the details of his events.
| | 01:55 | When I open this up, I can actually see when
the event is where it is who else was invited.
| | 02:01 | So I see the details of his events.
| | 02:03 | However, I can't actually
make changes to his calendar.
| | 02:06 | I can just see the details.
| | 02:09 | This diagonal stripe here this shows me
that this is an event that I cannot edit.
| | 02:15 | So you might share the details of your events
with your manager or a close friend or maybe
| | 02:21 | somebody who needs to see what you're doing,
but you don't want them to be able to make
| | 02:25 | changes to your events.
| | 02:27 | You just want them to be able
to see the details of your event.
| | 02:30 | So that's the See event details option.
Then there is the Make changes to event option.
| | 02:37 | So Chris Cesar has given me
access to make changes to his events.
| | 02:41 | His events appear on my calendar in yellow.
| | 02:44 | So I can actually open up his
event and make changes to his event.
| | 02:49 | I could respond on behalf of him.
| | 02:51 | So I just responded, yes,
he's going to this event.
| | 02:54 | I can move his events to a new time.
I will move this event here.
| | 02:59 | I can also create an event on
behalf of Chris or for Chris.
| | 03:04 | So I am going to create an event for Chris
called Susan created this instead of putting
| | 03:11 | this on my calendar I
put it on Chris's calendar.
| | 03:15 | Anyone who is giving you access to make
changes to their events or to manage the sharing of
| | 03:19 | their calendar, their name will appear in
the Calendar dropdown. So look at that.
| | 03:24 | I just created an event on Chris's calendar.
| | 03:27 | He's given me access to make changes to his
events to edit the details of his events to
| | 03:32 | create events, to respond
to events on behalf of him.
| | 03:36 | So this is a good sharing option if somebody
else manages your calendar, maybe an assistant
| | 03:41 | or your spouse, you would give them
access to make changes to your calendar.
| | 03:45 | And the last sharing option is
called Make changes AND manage sharing.
| | 03:50 | If someone gives you access to Make changes
AND manage sharing, their calendar will appear
| | 03:55 | here under my calendar.
So here's the Admin User.
| | 03:59 | So Admin User has given me access
to make changes to their calendar.
| | 04:02 | I can open up their events, I can add notes
here, I can create events for this Admin User,
| | 04:11 | I can respond on behalf of them, and I
can also share their calendar with others.
| | 04:17 | So remember Chris he gave me access to
make changes to his calendar, but when I click
| | 04:21 | on the dropdown arrow I can't
actually share his calendar.
| | 04:25 | There's no setting here, but Admin User has
granted me access to also share out their calendar.
| | 04:33 | So a reason why you'd want to give someone
sharing access is if you have created a secondary
| | 04:38 | calendar, or you want other people to help
you manage it and share it out or again if
| | 04:44 | you have an administrative assistant, and
you want that admin to have full control of
| | 04:47 | your calendars, you would give them
access to make changes and manage sharing.
| | 04:52 | So if you've given someone access to see
your event details, to make changes, or to see
| | 04:58 | you are free/busy then your calendar will
appear for them in the other calendar area.
| | 05:04 | If you've given them access to Make changes
AND manage sharing their calendar will appear
| | 05:09 | or your calendar will appear
in their My calendars area.
| | 05:13 | So those are the four different sharing
settings as well as some use cases for why you would
| | 05:18 | share out your calendar in that way.
| | 05:20 | Now in other movies in this chapter we will
look further at how to go about actually doing
| | 05:25 | the sharing of the calendar and managing
calendars that have been shared with you.
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| Sharing your calendar with an individual| 00:00 | In this video we will look at how to
share your calendar with individuals.
| | 00:05 | In another video in this chapter we talked
about what the different permission settings
| | 00:09 | mean, and it's important to understand
those four different permission settings before
| | 00:13 | sharing your calendar.
| | 00:15 | When I say Share your Calendar, I mean allow
other people to view the events on your calendar.
| | 00:22 | So, for example, when I select pam@supointoh,
I am able to view events on Pam's Calendar
| | 00:29 | overlaid on My calendar.
| | 00:31 | They show up in blue.
| | 00:34 | You can only share your calendar
with other Google Calendar users.
| | 00:38 | They can be using Google Calendar with a
Gmail address or with a Google Apps account, but
| | 00:46 | they must be using some form of Google Calendar.
| | 00:50 | If your friends or colleagues are using
other calendar programs, you can certainly invite
| | 00:55 | them to your events, but you can't share a calendar
with someone who's using Outlook Calendar or iCal.
| | 01:03 | So to share your calendar, click on the dropdown arrow
by your calendar name, then choose Share this Calendar.
| | 01:10 | Now in this bottom section down here, Share
with specific people, this is where you'll
| | 01:15 | enter the email address of the person
you want to share the calendar with.
| | 01:20 | So I will enter Susan, she
happens to be in my address book.
| | 01:23 | So I select her name.
| | 01:24 | Now Susan is listed here, and from the
Permission Setting dropdown menu I choose one of these
| | 01:31 | permissions: See only free/busy, so Susan
will see my blocks of time when I am free/busy;
| | 01:36 | See all event details, so Susan will actually
see the who, what, when, and where of my events;
| | 01:42 | or Make changes to events, which will allow Susan to
make changes to those events or create events for me;
| | 01:48 | and the last sharing option is Make changes
and manage sharing, which would allow Susan
| | 01:53 | to actually share my calendar with others.
| | 01:56 | So for the time been I will allow
Susan to see all my event details.
| | 02:00 | Now you can add additional people here as well.
So maybe I will also add Chris Cesar.
| | 02:08 | I'm going to give him access
to just see my free/busy time.
| | 02:13 | Before you leave this screen, remember to click
Save so that people who you shared your calendar
| | 02:19 | with will now get an email letting them
know you've shared the calendar with them.
| | 02:23 | I will show you an example of that.
| | 02:27 | So I am logged in as Susan and I'll go into
her email and here is the email saying lynda
| | 02:34 | Learner has given you access to edit events
on their Calendar, or if I look at this earlier
| | 02:40 | one this just says has given
you access to view free or busy.
| | 02:44 | So the person who you shared your calendar
with will get an email letting them know you
| | 02:48 | have shared the calendar.
| | 02:50 | They might see your calendar show up
automatically in the other calendar area or under My calendar,
| | 02:57 | if you have given then sharing access.
| | 02:59 | They may also need to refresh the screen or
sign out and sign in again before they can
| | 03:04 | see your calendar.
| | 03:06 | So that's how you share
your calendar with individuals.
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| Sharing your calendar within your domain| 00:00 | This video involves how to share your
Calendar with your domain or your organization.
| | 00:06 | When I say domain, I mean your web site.
| | 00:09 | And this only works with Google Apps accounts.
| | 00:12 | So notice I am using a
susan@suepointoh.com account.
| | 00:16 | This is a Google Apps account, Google Apps,
Gmail, Calendar, Docs, and Sites are installed
| | 00:22 | for usage with the suepointoh.com domain.
| | 00:26 | So other people at my company, suepointoh.com,
also have email address and usage of Google Apps.
| | 00:34 | When you have Google Apps installed on your domain,
you'll have an administrator who controls access to Apps.
| | 00:40 | This is the person who creates user
names and passwords and manages Google Apps.
| | 00:46 | You probably know who this person is at your
organization, or maybe if you've installed
| | 00:51 | Google Apps yourself, it's you.
| | 00:53 | So your administrator can control the default
setting for sharing your Calendar on the domain,
| | 01:00 | and it's usually that everybody in your
organization can see your free or busy time.
| | 01:08 | So notice that when I go to other Calendars,
and I select Pam, for example, she is someone
| | 01:13 | who has an email account on my domain,
and I can see her free or busy time.
| | 01:18 | And this is nice, so that when I am trying
to schedule appointments with my colleagues,
| | 01:23 | I can automatically see
if they are free or busy.
| | 01:26 | You can see how your Calendar is shared with
your organization by clicking on the dropdown
| | 01:31 | arrow and choosing Share this Calendar.
| | 01:35 | Now in this Share this calendar with
others section, I see that my Calendar is shared
| | 01:40 | with everyone in the organization, SuePointOh
or whatever your organization is, and the setting
| | 01:45 | is See only free/busy time.
| | 01:48 | So anyone who has an email account on suepointoh.com
will be able to see blocks of time when I am free or busy.
| | 01:55 | If I want to give them even more access,
I can choose See all event details.
| | 01:59 | And this will allow anyone in my domain to
see the exact details of my events.
| | 02:05 | They can't make changes to it, but they'll see the details.
| | 02:08 | And depending on your position, this
may be something that you want to do.
| | 02:11 | You may want to grant everyone your
domain access to see your event details.
| | 02:16 | If you don't want to share your Calendar at
all on the domain, you can uncheck this box,
| | 02:22 | and it won't be shared at all.
| | 02:24 | You can then enter specific people who you
want to share your Calendar with down in this
| | 02:29 | section, and we have a video about that.
| | 02:31 | But remember, if you decide not to share your
Calendar at all, just blocks of time when you're
| | 02:35 | free or busy, then if somebody tries to schedule
an appointment with you, they won't necessarily
| | 02:40 | know if you're available or not.
| | 02:43 | So you know your own scheduling needs better than I
do. I am just showing you that this is the setting.
| | 02:48 | If you do want to share your Calendar, you
can choose only free/busy or See all event
| | 02:54 | details, or you can untick this box if you don't
want to share your Calendar on your domain at all.
| | 03:00 | And I f you have questions about what the
default setting is for your organization,
| | 03:04 | you can ask your Apps Administrator.
| | 03:06 | This feature is only available in
Google Apps, not Google Calendar for Gmail.
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| Publishing a calendar| 00:00 | Google has a publishing feature so that you
can publish your calendars on a web site or
| | 00:07 | embed it on a site or even just create a
public address for the calendar that anyone
| | 00:12 | else using Google Calendars can subscribe to,
and you can do this with any of the calendars
| | 00:18 | in your My calendars section.
| | 00:20 | So here I am, here is my Lynda Learner Calendar,
I would like to make this public to the world.
| | 00:26 | So I click on the dropdown arrow, I choose Share
this Calendar, then I choose Make this calendar public.
| | 00:34 | I can also decide if I just want to share
my free/busy time but hide the details.
| | 00:39 | But let's say I am ready to make
this all public. So I click Save.
| | 00:43 | This is going to now be a public Calendar.
| | 00:45 | So many times people will do this if they
are publishing events or some kind of company
| | 00:50 | Calendar that they would want
to be public. So I click Yes.
| | 00:55 | Now to actually publish my Calendar somewhere or
get the code, I go into my Calendar settings area.
| | 01:02 | Okay, from here, I can use this Embed This
Calendar tool, I can take this iframe code
| | 01:08 | right here, and I can put this on a web site.
| | 01:12 | So this is HTML code in iframe
that I could then embed on a web site.
| | 01:18 | I can also customize it by choosing
Customize the color, size, and other options, and this
| | 01:23 | takes me to this page here where I can decide how
I want this Calendar to look. Do I want the title?
| | 01:30 | Every time I make a change, the preview updates.
| | 01:32 | Maybe I want the Default View to be Agenda.
What do I want the Width and Height to be?
| | 01:37 | What date does the Week Start On? I
can even choose the Background Color here.
| | 01:42 | So the background up there to make
this look more integrated onto my site.
| | 01:47 | I'll click Update HTML to get the latest HTML,
and this is the code I could then copy and
| | 01:53 | put on my web site.
| | 01:55 | Another way to share a Calendar--I'll go
back here--is I can use this Calendar Address, so
| | 02:02 | I could use this HTML Address or
an iCal address or an XML address.
| | 02:07 | The iCal address would allow
someone using iCal to view my Calendar.
| | 02:12 | If somebody asks you for a Calendar Address,
they'll probably tell you I need your XML,
| | 02:17 | your iCal, or your HTML address.
| | 02:19 | So that's a way that you
could share your Calendar.
| | 02:23 | Probably the easiest way to put a Calendar on a web
site is to use this Embed This Calendar code right here.
| | 02:30 | If you're working with a developer or some
kind of a web developer, they may ask you
| | 02:34 | for one of these addresses.
| | 02:37 | Let's say they asked for your XML address.
You just click on XML, and this is the link
| | 02:41 | that you'll need to give them.
| | 02:45 | So I am going to open a new Incognito
Window where I am not signed into Google Account,
| | 02:50 | when I paste this code, it
then shows the published Calendar.
| | 02:55 | So this is also the link that you could share with
people if they say, "I'd like to see your Calendar."
| | 03:00 | And they don't need to have a
Google Account to view a public calendar.
| | 03:06 | If you need to stop publishing your Calendar,
you've decided you don't want it public anymore,
| | 03:11 | go back into your Calendar,
choose Share this Calendar.
| | 03:15 | It says Make this
calendar public, untick that box.
| | 03:19 | Now if you're using Google Apps and you have
a Google Apps Administrator, that administrator
| | 03:24 | may have taken away that
option to make a Calendar public.
| | 03:29 | A lot of companies don't allow you to
publish your Calendar for security reasons.
| | Collapse this transcript |
| Managing your shared calendar| 00:00 | So you are not locked into any decisions you
make around publishing or sharing your Calendar.
| | 00:06 | You can always unshare your
calendar or change someone's settings.
| | 00:09 | So to manage your Calendar sharing settings,
highlight your Calendar, then click on the
| | 00:15 | dropdown arrow, and choose Share this Calendar.
| | 00:19 | So at anytime I can come in here.
| | 00:21 | If I want to remove Chris's
access, I can click the Trash.
| | 00:25 | If I want to change Susan's access, I can give
her a new permission setting from the dropdown menu.
| | 00:31 | Just always remember to
click Save to save your changes.
| | 00:36 | Now if you remove someone's access, they may
not see that they've been removed until they
| | 00:41 | sign out and sign back in again, or if they
try to create an event in your Calendar or
| | 00:47 | make a change, they'll
probably see some kind of error.
| | 00:50 | You can also make changes to whether your
Calendar is Public or not by ticking this
| | 00:54 | box or unticking this box, or if you're on
Google Apps, you can always make changes to
| | 01:01 | how the Calendar is shared within your domain
by clicking on this box and deciding how you
| | 01:08 | want to share your Calendar in the domain.
| | 01:11 | If you ever notice anything funny going on
with your Calendar, it looks like someone else
| | 01:15 | has been editing it or making changes, it
may be that you shared it with someone and
| | 01:20 | that person is making changes.
| | 01:22 | So I definitely recommend coming in here at
least once a month and just auditing who here
| | 01:26 | has access to your calendar and who
doesn't and what access they have.
| | Collapse this transcript |
|
|
12. Customizing CalendarsCustomizing date and time preferences| 00:00 | The default date setting for Google
Calendar has the month number appearing first
| | 00:06 | and then the day of the month appearing second.
So May 8th would be 5/8.
| | 00:12 | The default time setting is a
12-hour clock with a.m. and p.m.
| | 00:17 | We can change these default settings by
selecting the gear and choosing Settings.
| | 00:24 | Then under Date format, you can choose from
these three date formats, the month first,
| | 00:29 | the day first, or the year first,
so I'll try putting the day first.
| | 00:34 | And for the Time format, I
can choose the 24-hour clock.
| | 00:38 | So I'll click Save, and now the time on the
left appears with the 24-hour clock, so Book
| | 00:44 | Club is at 17 o'clock, and I've got the day
of the month appearing first, and then the
| | 00:50 | number representing the month here.
| | 00:52 | So this is how my events appear.
| | 00:55 | When you book a meeting event with somebody,
the Time format and the Date format will appear
| | 01:01 | to them however they've
set it up on their Calendar.
| | 01:04 | And you can always make changes by clicking on
the Settings and going back into the Settings
| | 01:10 | and making a change to the
Date format or Time format.
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| Displaying multiple time zones| 00:00 | The first time you set up Google Calendar,
the time zone will default to whatever time
| | 00:05 | zone you are currently in.
| | 00:07 | You can make changes to your time zone in
the Settings area, you will also notice that
| | 00:12 | if you're traveling and you open up Google
Calendar in another time zone, you will be
| | 00:16 | prompted to change to that time zone, so
your meetings appear at the right time.
| | 00:22 | To change my time zone, I go into the Gear,
I select Settings, I select the US, I can
| | 00:29 | untick this box Display all time zones, and
this will just show me the time zones in the US.
| | 00:35 | So, may be if I'm on Mountain
Time, I choose Mountain Time.
| | 00:38 | I can go back to Pacific Time, I can give
this a Label, the Label appears above the
| | 00:44 | time zone, if I don't select a
Label it would just read GMT-08:00.
| | 00:49 | So I will choose PT for Pacific Time, click
Save, and there's PT, so here, Pacific Time,
| | 00:57 | it's a little bit after 1:00.
| | 00:59 | My Calendar will automatically
update with daylight savings.
| | 01:04 | To add an additional time zone--I can actually
view two time zones side by side, and that's
| | 01:09 | really helpful if you are scheduling
meetings with people in another time zone.
| | 01:14 | I select the Gear, and I choose Settings.
| | 01:17 | Now if I want to show another time zone in
the US, I can just click Show additional time
| | 01:22 | zone without displaying all time zones, but
if I want to choose a time zone in another
| | 01:28 | country, I would choose that country.
| | 01:31 | So perhaps if I work with some
people in India, I will select India.
| | 01:36 | Now I will choose Show additional time zone.
| | 01:39 | And I can select from the
dropdown Indian Standard Time.
| | 01:43 | And I will just write here India and click Save.
| | 01:48 | So now I have Pacific Time and
India Time right next to each other.
| | 01:53 | So if I am booking a
meeting for let's say 2 p.m.
| | 01:57 | Pacific Time, that would be 2:30 a.m., India
time, maybe not the best time for a meeting.
| | 02:03 | So this is helpful to view
two time zones side by side.
| | 02:07 | Now you can only view two time zones,
you can't add an additional time zone.
| | 02:14 | If I need to switch this back to a
different time zone, I will choose Display all time
| | 02:19 | zones, and I can choose a different country
to display the time zone, maybe for Colombia,
| | 02:26 | I can choose a different time zone.
Here is Bogota time.
| | 02:33 | Now I forgot to change the Label India, so
it stayed as India, so we would have to go
| | 02:37 | back in there and put Colombia to
remind me what time zone that is.
| | 02:41 | And if you want to turn off the other time zone, just
going back into Settings, just click Remove and Save.
| | 02:48 | So here's another hint, when you create an
event--let's say you're creating an event with
| | 02:54 | someone in India and they say
let's do it at 10:00 p.m. my time.
| | 03:00 | So I click Time Zone, then I choose the country,
India, and they say they want to do 10:00 p.m.
| | 03:11 | India time, so I would select 10:00 p.m.
| | 03:15 | India time, see I am in the India Standard Time.
So here's some meeting.
| | 03:19 | Okay, so I created a meeting,
India Meeting 10:00 India Time.
| | 03:24 | I click Save, and that will appear on
my Calendar at 9:30 a.m. Pacific Time.
| | 03:32 | So this is a helpful feature if you're
talking to someone or somebody tells you what time
| | 03:37 | they want to have the meeting in their time
zone. You don't even have to do that calculation,
| | 03:41 | you just click Time Zone, select a time zone.
| | 03:47 | So if someone says Hawaii Time, 2:00 p.m. Hawaii Time,
that will go on your Calendar for 5:00 p.m. your time.
| | 04:01 | So just a tip, I do recommend when you are
traveling to change your Time Zone in
| | 04:06 | Google Calendar to the new Time Zone so that your
meetings and reminders appear at the correct time.
| | Collapse this transcript |
| Changing calendar and event colors| 00:00 | The first time you log into Calendar, your Calendar
will automatically be assigned a color. Mine is orange.
| | 00:07 | I can change the color by clicking on the
dropdown arrow and choosing one of these other colors.
| | 00:12 | So maybe I feel more like a purple person.
| | 00:16 | So now all of my events are in purple.
| | 00:20 | For other calendars that you view often,
it's helpful to choose a different color.
| | 00:24 | So for Pam, for example, her events are
showing in blue, if I want her events to be in green,
| | 00:31 | I will choose this green color.
| | 00:34 | You can also change the color for
individual events on your calendar.
| | 00:40 | So I could go in to this event, I click on
it, from the dropdown arrow, I can choose
| | 00:46 | a different color, so I can select green.
| | 00:50 | So this now appears green. I am not sure
if you can tell on your screen, but there is
| | 00:54 | a purple outline showing me that this is on
my Calendar, the Lynda Learner Calendar, so
| | 01:01 | you can color code these different events.
| | 01:04 | Now I changed the color of this event, but
it didn't change the color of the events in
| | 01:10 | the repeating series.
| | 01:11 | Maybe that's because this one was out of the
series, it was 10:30 to 12:30, instead of 10 to 12.
| | 01:18 | Let's try coloring this one to
see if it changes the other one.
| | 01:23 | Okay, so in this case it does, so I can update
the color just for that event or all of the events.
| | 01:29 | So now all of the Calendar
Essential Training recordings are in green.
| | 01:34 | The only drawback to this is that if you have
another calendar that's in green, like I have
| | 01:41 | got the Oakland A's Calendar, may be a
little confusing, because this calendar is green,
| | 01:47 | and then I've got this event in green as well.
| | 01:50 | So it may not be clear that this is
actually part of the Lynda Learner Calendar.
| | 01:54 | So you can decide if it works for
you or if it's something that's confusing.
| | 01:59 | When you create an event, you can also
choose the color here, right when you create the
| | 02:05 | event in this event color area.
| | 02:09 | When talking about your calendar to others,
it's not that helpful to mention the color,
| | 02:14 | because if your calendar is purple, it
doesn't necessarily mean that when they view your
| | 02:20 | calendar on their screen that it's purple.
So the colors are really more of a tool for you.
| | 02:26 | Even though I changed this event to a green
color, the other people I invited to the event
| | 02:30 | do not see that green color.
| | 02:33 | So that's how the coloring works.
| | 02:35 | What I find the most helpful is to put some
kind of term in the meeting title that defines
| | 02:40 | what kind of meeting it is.
| | 02:42 | So if it's a Recording Session, I will always
put Recording Session in caps lock, that will
| | 02:48 | be the title of the meeting.
| | 02:50 | So I know whenever I have things called
Recording Session, that is a Recording Session.
| | 02:56 | But choosing different colors for the events in the
calendars you can find a system that works for you.
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13. Calendar PrivacyDisabling calendar sharing| 00:00 | To ensure complete privacy in your Calendar,
you'll want to disable all Calendar sharing.
| | 00:06 | So if you don't want to share your Calendar
at all, you don't even want to give anyone
| | 00:10 | free busy access to it, then
you should disable all sharing.
| | 00:14 | In Google Calendar for Google Apps, when I
am using with my Google Apps account, I select
| | 00:21 | the dropdown arrow, I choose Share this
Calendar, and if I don't want to share my Calendar at
| | 00:27 | all, I untick Share this calendar with others.
| | 00:30 | And so it won't be shared with my domain or
with the public, it will only be shared with
| | 00:35 | the specific people I've listed here.
| | 00:37 | In even Google Calendar for Gmail, select
your Calendar, choose Share this Calendar,
| | 00:44 | make sure you do not have Make this
calendar public or this box checked.
| | 00:49 | And that way your calendar is not shared
publicly, it's only shared with specific people.
| | 00:55 | Don't worry, when you first start Google Calendar,
it's not that it's shared publicly.
| | 00:59 | You would actually have to choose share
it publicly for that to happen.
| | 01:02 | I am just showing you this video if you
just want to test and make sure that you don't
| | 01:07 | have it shared out publicly.
| | 01:10 | So in Gmail Calendar, you would untick this box, in
Google Apps Calendar, you would untick that box there.
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| Marking events as private| 00:00 | If you have people who you have given See
event detail access to, meaning people who can
| | 00:06 | see the details of your events--they can't
necessarily change it, but they've got this access here:
| | 00:13 | See all event details--then they'll be able
to see all of the events on your calendar.
| | 00:17 | So I've shared the Lynda Learner calendar
with Susan @suepointho, when she's logged
| | 00:23 | in and she views the Lynda Learner calendar, she
sees all of the events and the names of the event.
| | 00:29 | But if you want to make a specific event private,
maybe it's a surprise party or a confidential
| | 00:34 | meeting, you can select the event, then scroll
down and where it says Privacy, choose Private,
| | 00:42 | make sure you save your changes. Okay.
| | 00:45 | So I still see my event Cable Guy, however,
has this lock icon. When we go over this Susan's
| | 00:52 | calendar, I'll refresh the screen, now
that Cable Guy appointment no longer appears.
| | 01:00 | So because I've made it Private,
Susan does not see the event.
| | 01:05 | Now if you have people who have access to
make changes to your events or to make changes
| | 01:11 | in manage sharing, they will see
events you've marked as private.
| | 01:15 | So beware of that. Don't mark an event as
private and think nobody can see it, because
| | 01:19 | the people that have access to make changes
to your event, if you've set anybody up with
| | 01:23 | that access, they can see it.
| | 01:25 | And you can always change an event from
private back to the default setting by selecting
| | 01:31 | Default and then saving that.
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| Removing viewers and editors from your calendar| 00:00 | I recommend doing an audit of your Calendar
sharing settings once every two months or so.
| | 00:06 | You may have shared your calendar with
someone a few months ago and then realized you no
| | 00:10 | longer need to share your Calendar with them.
| | 00:13 | So to see who's currently sharing your Calendar
and what their status is, click on the dropdown
| | 00:18 | arrow by your Calendar name
and choose Share this Calendar.
| | 00:22 | And so you'll see the people who have access.
| | 00:25 | So I see Susan has access
to see all my event details.
| | 00:29 | So you can change people's access by clicking
on the dropdown arrow and changing their access,
| | 00:34 | or if they no longer need access, you can
just click the Trash icon by their name and
| | 00:40 | remember to click Save.
| | 00:43 | If you've given someone access not only to
make changes but to make changes and manage
| | 00:49 | sharing, that person will be able
to add other people to your Calendar.
| | 00:55 | So if some strange people show up on your
Calendar, you didn't expect to see them there,
| | 00:59 | it maybe that you gave someone
access to share out your Calendar.
| | 01:04 | So I do advise usually against giving people
the Make changes AND manage sharing option,
| | 01:11 | because they could then
share your Calendar with others.
| | 01:15 | So maybe make a calendar appointment for yourself once every
two months just to audit your calendar sharing settings.
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14. Troubleshooting and Getting HelpTroubleshooting server errors and access issues| 00:00 | If you've been using Google applications or
any other web applications, I am sure that
| | 00:05 | somewhere along the line you have tried to
load an application and received some type of server
| | 00:10 | error: sorry, this is unavailable. Oops! Cannot
load, try again later. Usually just refreshing
| | 00:17 | the screen takes care it.
| | 00:19 | You may see these errors come up in Google
Calendar as well. Perhaps you try to log in
| | 00:25 | to Calendar you'll get an oops error, or
maybe you try to open an event and saw some
| | 00:29 | kind of unexpected error.
| | 00:31 | This is pretty normal as far as
working with web applications.
| | 00:36 | They aren't always perfect. I'm sure you also
received errors in your Desktop applications as well.
| | 00:42 | So here are some quick troubleshooting tips
if you get one of those oops server errors.
| | 00:49 | The first thing to do: just try refreshing the
page in your browser. So your browser probably
| | 00:55 | has some type of Refresh button on the top.
I'm in Google Chrome, this is the Reload button,
| | 01:01 | in Firefox I can reload the page using this
button here to Reload, you can also use Ctrl+R
| | 01:08 | or Command+R on a Mac to reload.
| | 01:11 | So that would often take care of the access
problem, if you're still getting the problem
| | 01:17 | I recommend signing out and signing back in.
| | 01:20 | So just sing out of your account, just
click on your email address and click Sign out,
| | 01:27 | and then you will sign back in.
| | 01:32 | If that's still not taking care of the problem,
and you're still getting one of those errors,
| | 01:37 | you should then try clearing the cache and
the cookies in your browser, and there is
| | 01:43 | a different way to do this for every
browser. I will just show you quickly.
| | 01:47 | In Google Chrome I would do this by going
on the Wrench, I'll click on the Wrench here.
| | 01:52 | I choose tools and then Clear browsing data.
There is also a shortcut, Ctrl+Shift+Delete.
| | 02:00 | And what I want to do is just check the
box, Empty the cache, and Delete cookies and I
| | 02:04 | can do that for the past day. I'd click
Clear browsing data, and that will usually take
| | 02:09 | care of the issue. It's kind of
like just resetting your browser.
| | 02:14 | If you were using Firefox, you would do that
by clicking on the Firefox menu. I believe
| | 02:20 | this is under History, I choose Clear Recent
History, and then I select Cookies and Cache,
| | 02:29 | and I could choose the Time range,
perhaps Today, and I would click Clear Now.
| | 02:34 | If you'd like step-by-step troubleshooting
instructions, the best thing to do is go to
| | 02:39 | the Google Calendar Help Center, so you
would click on the gear and select Help.
| | 02:45 | Then select under Fix a
problem, choose Access issues.
| | 02:50 | And this is the most common type of error,
this Sorry Calendar is temporary unavailable.
| | 02:55 | So click on this link and then this will walk
you step by step through troubleshooting this.
| | 03:01 | So let's say I am using Firefox, then it
gives you instructions for Firefox. If that hasn't
| | 03:06 | resolved the problem, then select this
Radio button, and you'll go through a series of
| | 03:11 | steps trying to
troubleshoot the access problems.
| | 03:15 | But again, usually refreshing the page, signing
out and signing back in again, and then clearing
| | 03:21 | the cache and cookies will take
care of 95% of those server errors.
| | 03:27 | Remember, you do need to be connected to the
Internet to access your live Google Calendar.
| | 03:34 | So if you're receiving connection issues
that the page isn't loading at all, you do want
| | 03:38 | to check that you are connected to the Internet.
| | 03:41 | But I do recommend using the Google Help
Center and the Troubleshooting Guide there.
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| Troubleshooting sharing issues| 00:00 | Let's talk about troubleshooting
sharing issues, so Calendar sharing issues.
| | 00:05 | So if you're having trouble sharing your
calendar with someone, perhaps you've gone into your
| | 00:10 | sharing settings, you've added their email
address, and you've given them permission
| | 00:14 | and they are saying, "I don't see your calendar.
I can't access your calendar," the best thing
| | 00:19 | to do is to delete the person from sharing.
| | 00:23 | So I'll delete Lynda Learner, save your changes, then
come back into Calendar sharing and add that person again.
| | 00:34 | That's the best way to
troubleshoot that particular sharing issue.
| | 00:40 | Also remember, you will need to make sure
you've entered the person's correct email
| | 00:45 | address and that you've entered the email
address associated with their Google Calendar.
| | 00:50 | So people may have multiple email
addresses that they're using, you want to make sure
| | 00:55 | you share your calendar with the email
address they're using for Google Calendar.
| | 01:00 | So ask them to go into Google Calendar and
tell you what the email address is at the
| | 01:04 | top right, that's the one you
want to share your calendar with.
| | 01:09 | If you get an error when trying to share a
Calendar, or you notice that you don't have
| | 01:14 | all of your Calendar sharing permissions
available--so notice with Lynda Learner, I only have
| | 01:20 | two settings available, two permission settings.
| | 01:23 | That's because lyndalearner@gmail is
outside of my suepointoh.com domain.
| | 01:29 | So this may come up if you are using Google
Apps Calendar, your Google Apps Administrator
| | 01:33 | may have restricted
sharing from outside your domain.
| | 01:37 | So you may only be able to give certain
sharing options to people outside your domain.
| | 01:43 | If you've shared out your Calendar, another
thing that may come up is that you'll find
| | 01:48 | mysterious events appearing on your calendar.
| | 01:50 | So here's this mysterious event, and I know
I didn't put this event on my Calendar.
| | 01:56 | When I open it up I see, oh, this
was created by pam@suepointoh.
| | 02:00 | Pam is someone I've given access
to make changes to my Calendar.
| | 02:05 | So if you have events on your calendar that
you didn't create, there will be a Created
| | 02:09 | by field here, and it will
show you who created that event.
| | 02:13 | So you want to be mindful of who you give
access to make changes to your calendar because
| | 02:18 | they can create advance events on your calendar.
| | 02:22 | Now what about the other way around, someone
shared their calendar with you yet it's not
| | 02:27 | showing up on your Calendar list?
| | 02:29 | Well, if someone's just shared their
Calendar with you, make sure that you refresh your
| | 02:34 | Calendar or maybe even sign out and sign back
in to see the new Calendar that's been shared.
| | 02:39 | Also if the Calendar is not showing up, you
can type the name under other Calendars, and
| | 02:46 | then the Calendar should show up.
| | 02:48 | So, usually when someone shares their
calendar with you, it automatically shows up under
| | 02:52 | other Calendars, but sometimes you may need
to actually type the name of the Calendar.
| | 02:58 | To get to the Calendar Help Center, choose
the Gear and select Help, then under Fix a
| | 03:06 | problem, you can choose Sharing and invitations,
and there are some articles here about Errors
| | 03:11 | that may come up with sharing, so Sharing the
calendar is not working or Trouble with shared calendars.
| | 03:17 | So these are useful
resources for Calendar sharing.
| | 03:20 | But I find that most times if you're having
an issue, delete the person and add them again,
| | 03:25 | and that issue will be resolved.
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ConclusionAdditional resources| 00:00 | If you've got questions about Google Calendar,
and we didn't answer your question in this
| | 00:04 | course, there are a lot of
great places to get help.
| | 00:07 | I definitely recommend the
Google Calendar Help Center.
| | 00:11 | So let's start with Gmail addresses.
| | 00:13 | If you use Google Calendar with a Gmail address,
click on the gear here and select Help, and
| | 00:19 | this takes you to the
Google Calendar Help Center.
| | 00:22 | There are different
articles here that you can read.
| | 00:25 | So these are subtopics, and
then here are the sub-subtopics.
| | 00:30 | So if I look at Sharing and invitation, how
to RSVP to an event, here is the article on
| | 00:35 | how to RSVP to an event.
Sometimes there are some notes here.
| | 00:39 | You can share this out on your social
network, you can also print this if you'd like.
| | 00:45 | What I like about many of these pages is
that they have the date when they were written
| | 00:50 | so you know how up-to-date this is.
| | 00:51 | This particular one does
not have the date though.
| | 00:54 | You can also search the Calendar Help Center.
So maybe I want to know about event reminder.
| | 00:59 | I'll just do a search, and here are some articles.
Here's one about how to change a specific event reminder.
| | 01:06 | So here are the instructions for that.
| | 01:10 | Now if you're using Google Calendar for Google
Apps, the interface is going through a change
| | 01:15 | right now, so you may see the top bar up here
like this as it is on my screen, or you may
| | 01:21 | see the bar up here more like this with
this type of bar and your email address listed
| | 01:27 | here and no gear in the upper right.
| | 01:30 | If you see the interface like this, then the
way to get to the Help Center is to click
| | 01:34 | on this gear and choose Help.
| | 01:37 | If your interface still looks like this
where there is two gears, the way to get to the
| | 01:41 | Help Center is to click on the
gear here and select Calendar help.
| | 01:46 | This will take you to a special landing
page called Calendar for Google Apps which has
| | 01:52 | special articles just for
people using Calendar on Google Apps.
| | 01:57 | But you can also go to the main Calendar
Help Center by going to Calendar Help Center.
| | 02:02 | Okay, one more great
resource: learn.googleapps.com.
| | 02:07 | Again this is for Google Apps users, people
who have an email address that ends in their
| | 02:12 | domain name, not .com, not Gmail.
| | 02:16 | And so here in this learning center, there
is a section called Learn by app, and there
| | 02:19 | is one called Calendar, and there are some
great user guides and videos here and FAQs.
| | 02:26 | If you want to know about the latest releases
to Google Calendar, check out the Gmail Blog.
| | 02:32 | It's gmailblog.blogspot.com.
| | 02:38 | And so this is the blog that talks about new
features coming to both Gmail and Calendar.
| | 02:43 | So most of the articles are about Gmail,
but there are Calendar articles here as well.
| | 02:49 | So I am looking at the most recent updates,
and they are mostly about Gmail, but you will
| | 02:54 | find some Calendar events in here too. Like
here is one, Suggested times in Google Calendar.
| | 03:01 | This was a new feature that came
out recently--well, back in November.
| | 03:06 | You can subscribe to this blog using your
RSS feed by just putting in the blog's address
| | 03:11 | to your RSS Reader, or you
could just visit the blog here.
| | 03:16 | Also in that Learning Help Center that I
talked about, the learn.googleapps.com, there is a
| | 03:21 | section called Recent Updates, and this is
where it lists recent updates for Google apps
| | 03:27 | users--so updates to all of
the apps, not just calendar.
| | 03:32 | You can always keep checking this course.
| | 03:33 | We keep it updated to include the latest
features and functionality, and we'll have a special
| | 03:40 | chapter in each course that talks
about the latest updates for each quarter.
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