IntroductionWelcome| 00:00 |
(MUSIC).
My name is Jess Stratton and welcome to
| | 00:06 |
Google Calendar Essential Training.
Googe Calendar is a free time management system.
| | 00:12 |
In this course, I'll show you how to fully
navigate Google Calendar, set your
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calendar preferences, and even change the
way the calendar looks.
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I'll show you how to create events, invite
people to your events, and even how to
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book a conference room to your event if
your a Google Apps for Business or
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Education user.
I'll show you how to add reminders to your
| | 00:34 |
Calendar, and even how you can configure
Google to send you a text message as a reminder.
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You'll learn howto create additional
calendars and how to share out those
| | 00:44 |
calendars, so that others can view events
on them.
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Continuing, I'll show you how to search
your Calendar, and even all the options
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you have to print out your Calendar.
Finally, I'll show you how you can access
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Google via a smartphone or tablet, and
even how you can install it on the native
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Mac Calendar Client.
I'm going to show you all this and more,
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so let's get started right now.
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1. Getting Started with Google CalendarIntroducing Google Calendar| 00:00 |
Google Calendar is a web time management
system that comes free to you with your
| | 00:04 |
Google account.
Now I'm going to go into detail in later
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videos how to do all these things I'm
about to show you, but use this as a great
| | 00:11 |
overview of what calendar is and how it
can help you and enhance your schedule.
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It can work as a stand alone calender or
it can also work in conjuction with a
| | 00:21 |
Gmail account by allowing you to respond
to calender invitations sent to you by
| | 00:26 |
your Gmail account.
Now, you'll notice that is calender is a
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lot more crazy than it's going to be when
we first start out.
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By the end of the course, this is what
your calendar's going to look like, after
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we've added multiple calendars, and I've
showed you how to change the color coding.
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So you can create appointments and tasks,
you can set locations for the
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appointments, and you can even make them
recurring.
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Say, for a weekly meeting.
You can also very quickly turn them into
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video calls, which is great when you
want to schedule a video meeting or even a
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family video for grandparents or other
family members who live far away.
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If both sets of families have webcams on
their computers, you can invite other
| | 01:02 |
people to meetings and appointments, and
you can see who has responded to your
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meeting invitation at the click of a
button.
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As you can see here, you can color-code
your events to visually categorize them
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for how you like to stay organized.
And you can even add additional calendars
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and turn them on and off at any time.
Once you have added an additional
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calendar, you can even share it out to
certain people, so that they're invite to
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see what's on that calendar.
You can even set the permission level, so
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that certain people can add events to a
shared calendar.
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Finally, you can access Google calendar on
any computer that has internet access and
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a web browser simply by going to
www.google.com/calendar.
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That's the way you're going to access your
calendar at any time.
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Type that into the browser, hit the Enter
key on your keyboard, and you'll be taken
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to your Google Calendar.
You can also access Google calendar on a
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smart phone or tablet, and I'll show you
how to do that at the every end of the course.
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I'm going to show you how to do all of
this in later chapters.
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But for now, let's move on to a brief
discussion of the differences between the
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free Google Calendar versus a Google Apps
for Business Calendar.
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I'll also show you how to fully navigate
the calendar and I'll show you what all
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these icons mean.
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| Comparing Google Calendar with Google Apps Calendar| 00:00 |
I talked about how Google Calendar comes
free with your Google account, but many
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businesses choose to use Google as their
complete mail system platform.
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This is called a Google Apps for business
account.
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And users whose business uses this will
have a Gmail email account that ends in
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their business name, instead of
@gmail.com.
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For example, in the top-right here, if I
click on this drop-down next to my name,
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the current Gmail account that I'm using.
My email address is kinetecojess@gmail.com.
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If I was using a Google apps for business
account, this could say jess@kinetecoinc.com.
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Also, instead of the Google logo in the
top left hand corner of the page, I'd also
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have my company logo or a university logo
if this was an education account.
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Now, with this custom email domain, a
Google apps for business user will also
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have the ability to blanket share a
calendar within an entire email domain.
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Instead of listing out each email address
they want to share their account with,
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which I'll talk about in later chapters.
This makes it easy for a corporate user to
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let anyone in their company be able to
easily view their calendar.
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Also, Google Apps for Business Users get
to use a special tool, called the Google
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Apps Sync, which allows them to sync their
Google email, Calendar, and Contacts, with
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their desktop software, such as Microsoft
Outlook.
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Now, there's other ways to get your Google
Calendar onto Microsoft Outlook.
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But it's not a tool that comes from
Google.
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Finally, the most notable difference is a
feature called appointment slots, which is
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the ability to create slots of time, such
as 30-minute time slots, and allow people
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to come and book appointments themselves
on the calendar right through the web.
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This is great for professors who have
office hours, even hair salons.
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The ability to create appointment slots is
only available for Google apps for
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business, education, and government
customers.
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Any users using the free Google Calendar
app will not have the ability to create
| | 01:54 |
appointment slots.
Otherwise, you'll probably find that
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everything is just the same.
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| Navigating Google Calendar| 00:00 |
Here's a tour of the Google calender
interface, so you'll know where to find
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all the things I'm going to cover in
future videos.
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I always like to start from the top left
and work clockwise.
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So right at the very top this is the bar
you can quickly use to jump back and forth
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between any Google products.
Such as Gmail, Google drive And your calendar.
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One lower than that, you can click on the
Google logo to quickly get back to the
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main screen of your calendar.
To the right of that is the search bar.
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And further right is where you can click
the triangle next to your name and access
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your Google profile and your Google
account settings to manage settings across
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all your Google products.
You can also see which Google account
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you're currently logged into.
Continuing way over here on the left, you
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can also click Calendar to also get back
to the main Calendar screen.
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And here's some forward and backward date
picker screens.
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So that you can navigate through quickly
whatever view setting you're currently
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looking at.
For example, right now I'm currently in
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the week view.
So every time I click to the right to move
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forward, it's going to jump me ahead
another week.
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Likewise, I can move backwards between
weeks to quickly get back to today's date.
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I can click the Today button at any time.
Over here on the right, are some buttons
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to change the view.
That is, how many days you want to look at
| | 01:16 |
in one screen.
I'm going to talk about different ways to
| | 01:19 |
present the view in the next chapter and
so I'm not going to cover it too much
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right now.
If I click on the More button, here's
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where I can print my calendar or check for
updates to it.
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The Gear icon is where I can further
change the view a little bit.
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And also I can access my Google calendar
settings which are different than your
| | 01:35 |
Google account settings.
These settings only apply to your Google calendar.
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If we go way down to the bottom left of
the screen, here's where I can see any
| | 01:44 |
other calendars that I've added to the
view.
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I'm going to show you how to add some more
calendars later.
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Further up, is the list of your calendars.
And by the end of this course, you'll
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probably have multiple calendars.
Above that, is the date picker to quickly
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jump to any date.
Any dates that are in bold means that I
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have entries on those dates.
I can also jump between months by clicking
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these triangles and I can further minimize
these by clicking on the triangles to get
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them out of my view.
The Red Create button is just one of the
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many ways to create a calendar entry.
As is the aarow to the right of the create button.
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Finially, in the middle of the screen is
the main calendar view.
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This is the actual data that's on my
calander.
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And I can click on any entry to view it.
And I can also click to create new
| | 02:31 |
calendar entries.
Now we're going to talk about how to do
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all of this in later videos.
But up next, let's customize this view a
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little bit.
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| Changing the way the calendar looks| 00:00 |
Right now, I'm looking at the default view
that comes with Google Calendar, but it
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may not be the best view that works for
you.
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Fortunately, you have lots of options when
it comes to displaying your calendar data.
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So, let's dive right in to start changing
it around.
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Now the first thing we can do is change
the amount of days that were looking at.
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For example; I can see that its
highlighted here, so I know that we're
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looking at the Week view.
I can change these to toggle between a Day
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view, Week, a Month view of all my events.
And remember, in any of these views, I can
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use these navigation buttons at the top
left to move to the next month and the
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previous month.
If I'm on week view, these same buttons
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will move to the next week and the
previous week.
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I can move to today's date very quickly
anytime by clicking this Today button next
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to those navigation buttons.
You can also look at a four day view.
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And finally an Agenda view.
An Agenda view is a flat view of all my
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time slots and what I have during those
time slots.
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I can click on a plus next to any event
and I can change the color of it which
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we'll talk about later.
I can delete the event and I can edit it
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over here on the right hand side.
So while I'm in Agenda view, it's
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important to note that I can do and
interact with any of these events.
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Just like I could in any of these other
views here.
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I'm going to come back to the week view
for a minute because I want to to show you
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something else that you can do.
If I click in the gear icon, I can change
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the display density of this data.
It defaults to Comfortable.
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If I move between Cozy and Compact, you'll
see that it slightly, ever so slightly,
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changes the display density to give me
more room to look at all my calendar data.
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As you can see, the buttons here on the
top right are squished together a little
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more than they were before.
I can also toggle what I want to view here
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on this left navigation bar.
I can click these triangles to the left of
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any event and minimize it.
I can expand it or collapse it.
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So if it's visual clutter and I don't like
to look at it, I can make it go away at
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any time.
Let's go into settings and I'll show you
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some more things that you can add to your
calendar in there.
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I'm going to click on the gear in the top
right hand side.
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Choose Settings.
And the first thing I can do is add an
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additional time zone on the calendar.
I'm going to click An Additional Time Zone.
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Because sometimes this is useful if you're
working with somebody else in another time zone.
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And while you're booking meetings, you'll
want to know if it's a good time to
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schedule a meeting with them or not.
I'll set this one to Eastern time and I
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can add a label so I know what I'm looking
at.
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If I come down all the way to the bottom,
click Save.
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Once I'm back in my calendar, I can see
that I now have a new column on the left
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hand side here with both time zones.
My default time zone is the one that's in
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the darker color.
While additional time zone that I've added
| | 02:45 |
is grayed out a little bit.
I can swap those by coming back to the
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gear, clicking Settings, and clicking that
Swap button.
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That changes which one's going to be the
default.
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When I'm done with a particular project
that I might need to talk to somebody else
| | 02:59 |
in another time zone.
I can remove that from the display by
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clicking Remove next to it.
I can also change how I want the date
| | 03:06 |
formatted in the view.
How I want the time formatted.
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And I can also change what day my weeks
starts on, it defaults to Sunday.
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I can also change whether I want to show
the weather in the view or not, it
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defaults to Do Not Show Weather.
But I can have it in either Celsius or Fahrenheit.
| | 03:24 |
And the other thing I have to do before
that will work, is tell it where I am located.
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So right above that I'm going to put in my
location.
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I can put in a town or a zip code.
Come all the way down to the bottom.
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Click Save.
And at the top here, I now have icons for weather.
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This is great when you're trying to plan
an event, and you need to know which day
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is the best day to plan that event on,
based on the weather forecast.
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I can even click my mouse on it and get an
actual forecast.
| | 03:52 |
I can click the X and at any time if I
don't want to see that anymore, again I
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can go back into settings and click Do not
show weather.
| | 04:01 |
I always have to remember to save my
changes down here at the bottom and it
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takes me back to my calendar.
So that's how you can change the way that
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your calendar looks to get it all set up
for the way that it's going to work the
| | 04:11 |
best for you.
Now up next, let's look at these calendar
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settings in more detail.
You've already seen a little bit about it,
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but let's go over what all the settings
do.
| | 04:20 |
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| Setting Google Calendar preferences| 00:00 |
In the last video, to show you how you can
customize the view a little bit, we went
| | 00:04 |
into the settings and changed some
details.
| | 00:06 |
Well, this time we're going to go back
into settings and focus on all the things
| | 00:10 |
that you can change to customize your
Google calendar experience.
| | 00:14 |
To get into Settings, click the gear icon
on the top right-hand side of the screen
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and choose Settings.
This is going to take you into the main
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Calendar Settings page.
Now, there's a few things you can change
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right off the bat, such as, what country
you're in.
| | 00:27 |
And that will also change what time zones
you can choose to see on your calendar.
| | 00:31 |
You can also add an additional time zone
on the calendar, and remove it if you want.
| | 00:36 |
You can change the date format, time
format, and the default meeting length.
| | 00:41 |
That is if your creating a meeting with
other people on your calendar, it's easy
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at the click of the button, to change the
default link if you always only have 30
| | 00:50 |
minute meetings.
You can choose what day the week starts
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on, and you can also dim events.
What event dimming is, is any events that
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have already happened or will happen in a
future event, will be a dimmed color.
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Versus the bright color on that name
calender screen.
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You can decide whether you want Google
calendar to show you weekends or not.
| | 01:10 |
If you're only using it for business it
might not be that helpful to see weekends
| | 01:13 |
and it might just be more visual clutter
for you.
| | 01:15 |
You can also choose what your favorite
default view is.
| | 01:19 |
Whichever view you use the most in Google
calendar you can have it automatically set
| | 01:25 |
to that view every time you launch the
calendar.
| | 01:27 |
Here's where you can choose your Custom
view.
| | 01:29 |
Now, Google Calendar defaults to giving
you a special view that shows you four
| | 01:34 |
days worth of calendar data, but you have
a lot of choices here.
| | 01:38 |
I'm going to choose 2 Weeks, scroll all
the way to the bottom and click Save for a second.
| | 01:42 |
When I'm on my special view while looking
at two weeks, I can see.
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Both weeks stacked up on top of each
other, to see 2 weeks out which is great
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when you're trying to book meetings for
people, and you just want to see two weeks
| | 01:55 |
out of your calendar, to see what's up on
your schedule.
| | 01:58 |
I can also come here to the Week view and
show you how these colors are nice and
| | 02:02 |
bright because this is the current week.
If I go to a past week, I can see that
| | 02:06 |
it's a lighter color, this is what Event
dimming is.
| | 02:09 |
But let's get back into the settings now
that I've shown you what that custom week
| | 02:13 |
can do for you.
So you can choose what's going to be the
| | 02:16 |
most helpful for you.
I like the 2 Weeks view.
| | 02:18 |
And here, you can also have weather on
your screen.
| | 02:21 |
Now, if you choose to have weather
clicking either the Celsius or Fahrenheit
| | 02:25 |
radio buttons you have to come up here to
Location and enter either a town or a zip
| | 02:30 |
code in order to get it to work.
You can also see events that you've
| | 02:34 |
declined if you want to still see those on
your calendar.
| | 02:37 |
And you can choose to have Google Calendar
automatically add invitations to your
| | 02:41 |
Calendar so that you can see them in
context to all your other appointments.
| | 02:45 |
Now, when you get invited to an event,
Google Calendar will send you an
| | 02:49 |
invitation via email, but you can have it
shown on your calendar also.
| | 02:54 |
You can also have Google calendar
automatically add video calls to any
| | 02:57 |
events that you create.
Click Yes to always add a video call by
| | 03:01 |
default, so if it's something that you use
all the time, you can come in here and
| | 03:06 |
change it to Yes so that you don't always
have to turn it on.
| | 03:08 |
You can add some Alternate calendars that
they give you, and finally, you can choose
| | 03:13 |
whether or not you want to display helpful
tips at the bottom of your Google Calendar.
| | 03:17 |
If you're a new Google calendar user, it
could be very useful.
| | 03:21 |
You can come here and select Yes and
you'll see them at the bottom of your screen.
| | 03:25 |
By default, keyboard shortcuts are on.
You can turn them off if you want.
| | 03:29 |
You can click the blue Learn More button t
find out what keyboard shortcuts you can
| | 03:33 |
use with Google Calendar.
When you're happy with changes, click Save
| | 03:37 |
and you'll be brought back to your
Calendar.
| | 03:39 |
Now, there's some more settings in here.
I'm going to go back to this gear icon,
| | 03:43 |
and go into Settings one more time.
Because, while we are going to cover these
| | 03:46 |
in future videos, I did want to tell you
that it's here.
| | 03:48 |
The Calendar Settings is actually a tabbed
interface and there's some more settings
| | 03:52 |
you can get into from here.
For example, you can get into individual
| | 03:56 |
calendar settings, notifications and
subscriptions right from here.
| | 04:00 |
You can also Mobile Setup up your calendar
to be texted reminders about all your events.
| | 04:07 |
And finally, you can enable Google Labs
and show some neat features in the labs to
| | 04:12 |
have some fun toys out at your calendar
that can be very useful.
| | 04:16 |
And that's a new feature that Google
doesn't give you by default.
| | 04:19 |
At anytime, you can click the Back To Your
Calendar button right in the middle of the
| | 04:23 |
screen to be taken out of Settings and to
get back to your Calendar, so you can get
| | 04:28 |
back to work.
| | 04:28 |
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| Setting calendar details| 00:00 |
In the later videos, I'm going to show you
how you can start adding more than one
| | 00:04 |
calendar to your default Google Calendar
account.
| | 00:07 |
When you start Google calendar, you get
your one calendar that you can create all
| | 00:11 |
your appointments on.
But you'll soon find that it's very useful
| | 00:14 |
to start adding additional calendars.
Now, when you do that, it becomes even
| | 00:19 |
more important to stay on top of your
calendar settings for each individual
| | 00:23 |
calendar that you have.
To get into those settings, on the
| | 00:26 |
left-hand side on the navigation bar, you
can hover your mouse over your calendar.
| | 00:31 |
Right now, because this is the default
setting, we only have our one calendar
| | 00:35 |
still, so it's easy to find.
Right now, it's my name.
| | 00:37 |
And when I hover my mouse over it, an
arrow appears on the right-hand side.
| | 00:41 |
I can click that arrow and here's where I
can start changing the settings for my calendar.
| | 00:46 |
Now the first thing I notice that I can
change right away is the color.
| | 00:49 |
What that does is it's going to change the
color of all the events that are made with
| | 00:54 |
that calendar.
I can click on a color and it's going to
| | 00:57 |
change every event.
This becomes particularly useful when you
| | 01:01 |
start adding multiple calendars.
But, for now, it's also just nice to
| | 01:04 |
choose a color that you like.
So once you've chosen a color, I can click
| | 01:08 |
on that arrow again.
And, this time, I'm going to go into
| | 01:11 |
Calendar Settings.
There's a few more things that we can
| | 01:14 |
change in here, and you need to know how
to get here.
| | 01:17 |
For example, you'll notice that the first
thing we can change is the calendar name.
| | 01:21 |
It defaults to the name on your Google
account.
| | 01:24 |
But you can change this to anything you
want.
| | 01:26 |
For example, I even can call this
personal.
| | 01:28 |
I can also add a description of it.
(SOUND) Here's my description.
| | 01:33 |
And I can also add a location for this
calendar.
| | 01:36 |
Now, I don't have to put anything in here
at all.
| | 01:38 |
But if I turn this into a public calendar
and I want people to be able to search
| | 01:42 |
events on it, it becomes useful and
helpful to other people.
| | 01:45 |
It defaults to the timezone that my Google
Calendar account settings uses.
| | 01:50 |
I can change that by clicking Set my
timezone.
| | 01:53 |
I'm not going to to click on that right
now, though.
| | 01:55 |
Because of what it's going to do is pop me
out of this screen and back into my Google
| | 01:59 |
Calendar account settings.
Here's where we can embed this calendar.
| | 02:03 |
We'll talk about how to do this in a bit.
But it's a way to get your Google calendar
| | 02:07 |
onto a website, so that other people can
see your events.
| | 02:11 |
This is also where you can come to get
certain addresses that you can use to
| | 02:15 |
share with other people, so that they can
find your calendar.
| | 02:18 |
Now, probably right now, the first things
that you'll want to change is the calendar
| | 02:21 |
name and the description.
But you can also use this tabbed interface
| | 02:25 |
to click Share this Calendar and, then,
Reminders and notifications at the top.
| | 02:30 |
I'm going to talk about this in much later
detail, so I'm not going to go over it now.
| | 02:34 |
But this is where you would go to find it,
if you did want to share or start adding
| | 02:38 |
some reminders and pop-ups to your
calendar.
| | 02:41 |
When you're all done, click Save, and
you're brought back to that screen.
| | 02:45 |
Now, at any time, to change the color of
your calendar or to change any of these
| | 02:48 |
settings, simply hover your mouse over the
calendar again, and click the arrow.
| | 02:53 |
Now you'll notice that the changes take
effect right away, and I can see that my
| | 02:57 |
name is gone.
And now, it says personal.
| | 02:59 |
This is going to make it really easy to
start identifying different calendars that
| | 03:03 |
I might be adding.
So up next, let's get started on a new
| | 03:07 |
chapter, Creating and Working with
Calendar Events.
| | 03:10 |
| | Collapse this transcript |
|
|
2. Creating and Editing EventsCreating a calendar event| 00:00 |
I'm going to show you a few ways to create
the most basic meetings in your Google Calendar.
| | 00:05 |
There's a few methods.
The first is to simply click the bright
| | 00:08 |
red Create button in the top lefthand side
of the Google Calendar screen.
| | 00:12 |
As soon as I click that, I'm going to get
brought into the New Calendar Appointment dialog.
| | 00:17 |
Now the first thing I need to do is give
my event, meeting, or appointment a name.
| | 00:22 |
After I've typed in the what of my event,
now I need to say when it is.
| | 00:27 |
I can click in the start date field.
And the first thing I need to choose is a
| | 00:31 |
date of when that appointment's going to
begin.
| | 00:33 |
It defaults to today's date and I can
either click on any date in the calendar
| | 00:38 |
and choose a new one or I can also click
these triangles to the left and right of
| | 00:42 |
the date to navigate between months.
This way I can create an appointment
| | 00:46 |
that's many months out in advance.
I can also click on the Start Time.
| | 00:49 |
And choose the starting time of my
appointment by using the slider to
| | 00:53 |
navigate through all the hours in the day.
Now you'll notice that as soon as I change
| | 00:57 |
the start time, the end time also changes.
This is because the default appointment
| | 01:02 |
time is 1 hour.
Now I can easily change that by clicking
| | 01:06 |
on the End Time and choosing a new ending
time.
| | 01:09 |
I can also click time zone if this meeting
happened in a different time zone or if I
| | 01:13 |
wanted to specify.
There's another optional field down here I
| | 01:17 |
can specify where my appointment is.
Now I can put in a simple text description
| | 01:22 |
for my own reference or I can also put an
address in which is useful later if I want
| | 01:27 |
to click on Google Maps and bring up how
to get there.
| | 01:30 |
You also have the option to leave it blank
too.
| | 01:32 |
You can click Add Video Call, which will
automatically initiate a Google Hangout
| | 01:37 |
when you click on it when the appointment
is schedule to begin.
| | 01:40 |
This is optional also.
The next field is where you choose the
| | 01:43 |
calender that the appointment is going to
be created on.
| | 01:46 |
Now at the moment we only have one
calendar so it's going to default to that one.
| | 01:50 |
But when you have more than one calendar,
it's useful to come in here and specify
| | 01:54 |
which calendar you want your appointment
created on.
| | 01:57 |
Another optional field is the Description.
This is a long text field in which you can
| | 02:02 |
put in as much or as little description or
notes about this appointment.
| | 02:06 |
This is also optional.
Finally, you can choose the event color.
| | 02:10 |
This is a simple visual reminder just for
you, so that you can color-code all your appointments.
| | 02:16 |
You don't even have to change the color,
but you may want to visually categorize it.
| | 02:20 |
For example, to specify between a work
event and a personal event, I'll choose a
| | 02:25 |
different color.
Now, I'm going to go over all the rest of
| | 02:27 |
these fields in different videos, so I'm
not going to cover them right now.
| | 02:30 |
But I'm all done, so I have a few options
up at the top here.
| | 02:33 |
If I decided I didn't want this
appointment at all, I can either choose
| | 02:37 |
the discard button which will throw it
away, or I can also click this arrow to
| | 02:42 |
get back to Google Calendar.
But in this case, I'm going to click the
| | 02:45 |
red save button.
It'll save the event at it to my calendar
| | 02:48 |
and bring me back to the calendar.
So you'll notice here's the new
| | 02:52 |
appointment that we just made.
Now I changed the color of it because I
| | 02:55 |
wanted to show you something.
You'll notice that the color's different
| | 02:58 |
that's what we set it to, however it's
important to note that the outline of the
| | 03:03 |
appointment is still in this bright green.
This is really useful to know when you
| | 03:07 |
start adding multiple calendars And each
of those calendars has their own colors.
| | 03:11 |
And you can still color-code individual
calendar entries in each calendar that's
| | 03:16 |
already a different color.
You'll start to have a really
| | 03:19 |
rainbow-filled calendar very quickly.
So if you want to find out quickly what
| | 03:24 |
calendar a certain event is on, always
look for that outline.
| | 03:27 |
You'll notice that this event is outlined
in bright green, so that we can quickly
| | 03:32 |
see That's it's still associated to my
main calendar even though I've changed the
| | 03:36 |
color of it.
OK.
| | 03:37 |
So that's the first way to create an
appointment.
| | 03:40 |
The second way is to come over here on the
left hand side in the Navigation bar,
| | 03:43 |
hover my Mouse over whichever particular
calendar you want to create an event on.
| | 03:48 |
Click the arrow and choose Create An Event
on this calendar.
| | 03:52 |
Another way to create a calendar
appointments is to simply come over your
| | 03:57 |
calendar find the new time that you
want to create your appointment for and
| | 04:01 |
click right in that block of time.
It's going to pop up a very simple dialog
| | 04:06 |
you will see that its got the date and its
got the right time that I selected and now
| | 04:11 |
I can simply type the what I can.
Click Create An Event and it will add it
| | 04:15 |
to my calendar, or at any time I can click
Edit event and I will be brought back to
| | 04:20 |
that bigger dialog where I can add the
location and a description and change the
| | 04:25 |
color if I wanted to.
I'm going to click Create an event And my
| | 04:28 |
new appointment is made.
Now if I accidentally click anywhere in my
| | 04:32 |
calendar and I didn't mean to and I
started to popup this quick event
| | 04:35 |
dialogue, I can simply click the x in the
top right hand side and it goes away and
| | 04:41 |
nothing gets created.
There's one more way I want to show you to
| | 04:44 |
create a meeting on your calendar.
And that is, by doing the same thing that
| | 04:48 |
we just did, except instead of clicking on
your calendar, we're going to hold the
| | 04:52 |
mouse button down and I'm going to drag it
because I might want a quick way to add an
| | 04:57 |
appointment that's longer than the default
appointment time one hour.
| | 05:01 |
So I can click and drag and you'll notice.
The time is extending as I'm dragging.
| | 05:07 |
When I'm happy with my time that I've
selected, I can let go of the mouse and
| | 05:11 |
now I can see that it's got the right date
and it's got the right start time and end time.
| | 05:17 |
So I can quickly create another
appointment.
| | 05:19 |
And again, I can click edit event, and it
will bring me back into this main screen
| | 05:24 |
in which I can type a description or I can
change the color of that event.
| | 05:28 |
So those are the easiest ways to create
events on your calendar.
| | 05:32 |
There's another method that we can use.
It's called a quick ad.
| | 05:35 |
I'm going to talk about that in a later
video.
| | 05:37 |
So I'm not covering it now.
I'm also going to cover how you can edit events.
| | 05:41 |
Delete events.
Duplicate them.
| | 05:43 |
And invite people to your events.
There's so much more we can do.
| | 05:46 |
| | Collapse this transcript |
| Creating all-day, repeating, and duplicating events| 00:00 |
It's very common to have an event that
happens more than once.
| | 00:04 |
Let's take our swimming lessons example
that we created in the last video.
| | 00:07 |
This isn't something that's going to
happen only once.
| | 00:10 |
This is something that's going to happen
on a regular basis like, weekly or daily.
| | 00:14 |
Well, we don't have to create
appointments, every day for them.
| | 00:17 |
We can create a repeating meeting.
To do that, we first need to edit our
| | 00:23 |
appointment, by clicking on it, and
choosing Edit Event.
| | 00:26 |
This brings us back into that main dialog.
I'm interested in this checkbox that says, Repeat.
| | 00:32 |
I can click on it, and this brings up the
repeating meeting dialog.
| | 00:36 |
Now, the first thing I need to decide, is
how often this is going to repeat.
| | 00:40 |
And I have a lot of choices.
I can click the arrow to the right of this
| | 00:44 |
Repeats, and choose whether it repeats,
daily, every weekday, every Monday,
| | 00:49 |
Wednesday, and Friday, every Tuesday and
Thursday, weekly, monthly, or yearly.
| | 00:54 |
This is great for things like, class
schedules too.
| | 00:57 |
Now in this case, I'll choose weekly, and
here's where I can choose whether it
| | 01:01 |
happens every one week, or I could select
two if it happened every other week.
| | 01:07 |
I can keep going.
In this case, it's every week and here's
| | 01:10 |
where I can check off what day it occurs.
It defaults to the same day that the
| | 01:14 |
appointment's on, but it can also create
others.
| | 01:16 |
For example, if it's every Monday and
Friday, I can choose when it starts, and
| | 01:21 |
next I have to choose when it ends.
It defaults to Never which means, that
| | 01:26 |
this is just always going to happen on a
weekly basis, which is really convenient,
| | 01:30 |
because I don't even have to think about
an ending date.
| | 01:32 |
I can also decide if it's going to end
after a set number of occurrences.
| | 01:37 |
Now, this is good for something like a
swimming lesson.
| | 01:40 |
I'm going to select that, because I know
that the swimming lessons end after five
| | 01:44 |
weeks, so I'm going to choose end after
five occurrences.
| | 01:49 |
Now, if this was for a class schedule, say
a class that I have every Monday and
| | 01:53 |
Friday, I'll know what the last day of
that class is.
| | 01:57 |
To which case, I could have selected on
and chosen the end date that it happens on.
| | 02:02 |
When I'm happy with my choices, I can
click Done, I can choose Save.
| | 02:07 |
And now if I navigate through the weeks on
my calendar, I can see that every week,
| | 02:14 |
here's my swimming lessons.
And After that fifth event, it's not
| | 02:19 |
going to be there anymore.
To change a recurring meeting at anytime
| | 02:23 |
or to shut it off, I can click on the
Event, choose Edit Event again, and choose
| | 02:28 |
Edit if I want to change the time, such as
change the end date, or if I don't want it
| | 02:34 |
repeating at all I can simply uncheck
Repeat.
| | 02:37 |
Here's another scenario what I want to
tell you about.
| | 02:39 |
Lets suppose we have an event that's
going to happen all day.
| | 02:42 |
It doesn't have a particular start time or
end time.
| | 02:46 |
Google Calendar will let us cover that
also.
| | 02:48 |
So remember when I had Pack for trip on my
calendar, well lets suppose that the trip
| | 02:53 |
is on Saturday the 29th.
I'm going to click on my calendar to
| | 02:56 |
create this event, I want to get into the
larger dialogue.
| | 03:00 |
So instead of creating a quick event, I'm
going to choose Edit Event.
| | 03:04 |
Now it's brought me in here, I'm going to
type Camping Trip.
| | 03:08 |
It's going to occur on Saturday the 29th.
However, instead of specifying a start
| | 03:13 |
time and an end time, I don't really know,
nor do I care.
| | 03:16 |
So I'm going to click All Day, because I
don't need to know the start times or end times.
| | 03:20 |
But when I'm looking at my calendar to see
what's on my day, I just need to know that
| | 03:25 |
I'm going to be on my camping trip.
I'm going to click Save, and now it brings
| | 03:29 |
it up to a special place on the calendar.
You'll notice that it's not in any
| | 03:34 |
particular start time or end time.
However, when I scroll, it doesn't move.
| | 03:39 |
That's because no matter what, this
event's happening on the 29th.
| | 03:43 |
And it'll get saved at the very top of the
screen.
| | 03:46 |
Alright, there's one more thing I want to
tell you.
| | 03:48 |
That's how to duplicate a particular
event.
| | 03:51 |
So, we made this pack for trip event.
Now, I went in here after, and created a
| | 03:56 |
description of all the things I wanted to
pack for this trip.
| | 04:00 |
So, let's suppose that I'm going on
another trip next month, and I need to
| | 04:04 |
create another appointment to pack for my
trip.
| | 04:07 |
Now, I don't want to remember everything
that I put in this one.
| | 04:10 |
I'd rather just create a brand new event
that has all this in there, because I
| | 04:14 |
already taken the time to set up the
title.
| | 04:17 |
I set up the description.
I got the color all set up and everything
| | 04:22 |
is just the way I want it.
I can duplicate that, and I'm going to do
| | 04:25 |
that by clicking More Actions right at the
very top, clicking the Drop Down, and
| | 04:31 |
choosing Duplicate Event.
Now, it doesn't look like it did anything,
| | 04:35 |
but you'll notice that that drop down
arrow has change.
| | 04:38 |
In fact, it's disappeared completely.
That's how I know I'm in my new event.
| | 04:43 |
So now, I can choose the new date.
I'm going to come in here and specify July
| | 04:49 |
8th, cause that's when I need to pack for
my trip.
| | 04:52 |
Everything's the same, and I'm going to
choose Save.
| | 04:54 |
So, here's my old event that's still here,
because we haven't touched that one, but
| | 04:59 |
if I navigate through my calendar, here's
my new event.
| | 05:03 |
This is the one that we duplicated.
I'm going to click on the Event, select
| | 05:07 |
Edit, because I'm going to show you that
the description is exactly the same.
| | 05:10 |
Everything's the same, it's been
duplicated.
| | 05:13 |
So, that's how you create a repeating
event, an all day event, and how you can
| | 05:18 |
easily duplicate an event.
So that you don't have to spend your
| | 05:21 |
precious time, retyping information.
| | 05:24 |
| | Collapse this transcript |
| Creating appointment slots| 00:00 |
If you're a Google Apps for Business
Education and Government user, you're
| | 00:04 |
entitled to a neat feature that's called
Appointment Slots.
| | 00:08 |
Appointment Slots is the ability to let
other people book an appointment directly
| | 00:13 |
on your Google Calendar from a time frame
that you specify.
| | 00:17 |
This is really useful for booking a 30
minute or one hour or 50 minute slot of
| | 00:22 |
time, if you are a professor that has
office hours.
| | 00:25 |
Or if you're a business that creates
appointment based meetings, such as a hair
| | 00:29 |
salon or a computer tutor.
Now, I can tell that I'm in a business
| | 00:34 |
account and not the free Google account.
First of all, because my email address
| | 00:39 |
ends in my domain, and secondly, because
in the top left hand side, I see my
| | 00:43 |
company logo.
I don't see the Google logo.
| | 00:45 |
Also, if you're trying to book appointment
slots and you find that the option just
| | 00:50 |
isn't there, then you're probably using
the free personal Google Calendar account
| | 00:55 |
and not a Google Apps for business
education or government.
| | 00:58 |
But let's get start and I'll show how to
do it.
| | 01:00 |
Click on your calendar and drag the time
range that you want to book the
| | 01:04 |
appointment slots for.
Now, if you were a hair salon, you might
| | 01:08 |
want to click and drag all day, according
to your opening and closing times.
| | 01:12 |
In this case, I'm going to pretend that
I'm a professor who has office hours, say,
| | 01:17 |
once or twice a week for a few hours.
So I'll click and drag my time range, let
| | 01:21 |
go with the mouse, and at the top of the
screen now, instead of just looking at the
| | 01:25 |
word Event, which is what the free Google
Calendar sites have, we now have this
| | 01:30 |
other option that says Appointment Slots.
If I click on that, I can type in what
| | 01:35 |
they are, such as an appointment for a
haircut or office hours.
| | 01:40 |
I can choose which calendar I want them to
be on.
| | 01:43 |
And now I can choose the type.
I can either offer it as a single
| | 01:46 |
three-hour appointment slot that one
person can come up and book or I can offer
| | 01:52 |
it as slots that are 30 minutes each.
I can also come in to edit details if I
| | 01:56 |
wanted to and fill out more or less.
For example, I can change the time block
| | 02:01 |
if I wanted to.
I can also add where it is, and I can also
| | 02:05 |
add a short description.
(SOUND) Now I don't need to add guests,
| | 02:09 |
but if I have a classroom full of people,
I could put in the email addresses for all
| | 02:14 |
my students.
Click Add, and they'll be notified about
| | 02:17 |
my office hours.
It's not mandatory, though.
| | 02:20 |
Because you can simply tell everybody what
the link is.
| | 02:22 |
And I’m going to show you that in a
second.
| | 02:24 |
For now, I’m going to click Save.
We’ll be brought back to my calendar, and
| | 02:28 |
this is what it looks like in my calendar.
I can see the range.
| | 02:32 |
I can see the grid, so the icon’s telling
me that it’s an appointment slot.
| | 02:36 |
And it also says that they’re booking in
30-minute slots.
| | 02:39 |
Now, I’m going to get into that
appointment again by clicking on it.
| | 02:42 |
And I'm brought to this link.
Now I can highlight this link and send it
| | 02:47 |
to anybody to show them how they can book
appointments.
| | 02:49 |
And if they click on the link, this is
what they'll see.
| | 02:52 |
They'll see my calendar and it'll say,
Click on an open appointment slot to sign up.
| | 02:57 |
If no slots are available, try a different
range.
| | 03:00 |
So I can click on an Appointment.
Book it, click Save, and my appointment's
| | 03:05 |
been saved.
Now people can come in and see that that
| | 03:08 |
appointment has been booked, because they
can't click on that particular time slot.
| | 03:12 |
I'm going to go back to my calendar by
closing out of this, because there's one
| | 03:15 |
more thing I want to show you about time
slots.
| | 03:17 |
The neat thing is, you can click Repeat
and make this a weekly appointment.
| | 03:22 |
So every week, anybody can come in and
book a time slot.
| | 03:27 |
I'm going to click Save and get back to my
calendar.
| | 03:29 |
I can see that somebody's booked at 4 p.m.
slot, so their going to fill up.
| | 03:33 |
So that's how you can use appointment
slots with your Google Apps for Business,
| | 03:37 |
Education, and Government account.
| | 03:39 |
| | Collapse this transcript |
| Creating an event quickly using Quick Add| 00:00 |
There's one more way to create a calendar
entry that i haven't shown you yet, and
| | 00:04 |
that's using the feature called, quick
add.
| | 00:06 |
Quick add lets you type in an actual
sentence to create an appointment.
| | 00:11 |
You do need to put in the who, what, when
and where of your appointment.
| | 00:15 |
What and when are the only two required
item to do a quick add, but you can add as
| | 00:20 |
much or as little detail as you want.
Now, the what is considered the event
| | 00:25 |
title and the when can be a very specific
date or a time or even a date expression
| | 00:31 |
such as, next Tuesday or tomorrow.
The who is a list of email addresses and
| | 00:37 |
that's the guest list for your end
appointment, though it's not necessary.
| | 00:41 |
You can even put in the where.
Now, that needs to be followed by the
| | 00:44 |
words at or end.
So let's put it all together, to create a
| | 00:49 |
Quick add event, click the triangle to the
right of the Create menu.
| | 00:53 |
If I, if I hover my mouse over it, I can
see the word Quick add pop-up.
| | 00:57 |
So if we click on that, we'll get a single
line to tell us that all we need to do is
| | 01:02 |
type in a sentence.
So to put together all those things that I
| | 01:05 |
told you earlier, you can type things
like, Lunch at Casey's next Tuesday 12 p.m.
| | 01:11 |
If I click Add, let's see when that went
on my calendar, if I go to next Tuesday
| | 01:17 |
at12 p.m., there is my appointment.
And it works just like any other
| | 01:21 |
appointment now.
I can click on it and get into more
| | 01:24 |
details, I can add an address, I can
change it, I can delete it.
| | 01:30 |
We can also create other things such as
Dinner with Matt tomorrow, I don't even
| | 01:34 |
have to put in the date, at 8 p.m.
If I click Add, I'm going to come back to
| | 01:39 |
today's date by clicking Today.
And now, I'm going to scroll down.
| | 01:43 |
Sure enough, here's my appointment the
very next day.
| | 01:46 |
I can also put in some more detail, such
as Meeting in Room 206 on July 9th.
| | 01:55 |
3 to 4 p.m.
I've added an End time now.
| | 01:58 |
If I click Add, we can come over to July
9th and see our appointment.
| | 02:03 |
Now, you can also enter an event with no
date, but a time.
| | 02:07 |
If the current time of day hasn't happened
yet, Google Calender will actually create
| | 02:11 |
the event on the current day.
For example, I could have come in and
| | 02:16 |
typed Swimming Lessons 4 p.m., if I click
Add because 4 p.m.
| | 02:21 |
hasn't happened yet today, it's going to
create it on the same day.
| | 02:25 |
Now, if the time has already passed, it'll
create the event the next day.
| | 02:30 |
You can also create an event that has a
date, but no time.
| | 02:33 |
In that case, it's going to create an all
day event for you.
| | 02:36 |
You can even specify multiday events using
a date range.
| | 02:41 |
For example, I can type Quick add and add
a conference using a date range.
| | 02:46 |
For example, July 3rd through July 7th in
Florida.
| | 02:52 |
If I click Add, let's go see what that
did.
| | 02:54 |
Here's my multiday, all day events.
So Quick add can be a very quick way to
| | 03:01 |
start adding events to your calendar if
you're an efficient typer and you'd rather
| | 03:06 |
not look at it in a visual form.
So it's up to you.
| | 03:09 |
There's lots of ways to create events.
Use the way that best works for you.
| | 03:13 |
| | Collapse this transcript |
| Editing and deleting a calendar event| 00:00 |
Using Google Calendar, it's very easy to
get in and delete, or edit your events.
| | 00:06 |
The first way that you can edit events is
simply by clicking on them and pulling up
| | 00:11 |
the quick dialogue.
Now, from here, all I've done is clicked
| | 00:15 |
on the white space in any event.
It pops up this dialog and I can change
| | 00:20 |
three things.
The first thing I can do is change the title.
| | 00:23 |
If I click in the title bar, I can change
the text of the appointment.
| | 00:28 |
I can also click on the arrow to the left
of the text, and quickly change the color
| | 00:33 |
if I wanted to.
Finally, I can delete the event outright
| | 00:37 |
by clicking the Delete button.
I'm going to click on this x, though and
| | 00:40 |
change the color back to the purple,
because I want to show you that I can also
| | 00:45 |
hover my mouse, over the text, to
underline it.
| | 00:48 |
When I do that it shows me that it's a
hyperlink, and now I can click and go
| | 00:52 |
directly into the detailed events of that
meeting.
| | 00:55 |
This way, I can edit the title, as well as
add things like, add an address.
| | 01:00 |
I can click on the time.
Let's suppose the meeting got rescheduled.
| | 01:04 |
I can even change the color from here.
I can change the calendar that it's on and
| | 01:09 |
I can change the description.
Now, if I didn't want to make any of these
| | 01:13 |
changes, at anytime I can click Discard
changes, and I'll be brought back to that
| | 01:18 |
main calendar screen again.
And nothing of my changes will have taken effect.
| | 01:22 |
I can also delete a calendar entry at
anytime by clicking this big Delete button
| | 01:28 |
at the top here.
If I click Delete, my event is gone.
| | 01:32 |
Just like I can create a quick event, hit
the Enter key on my keyboard, come in
| | 01:36 |
here, click the event, and click the
Delete button.
| | 01:40 |
So that's a superquick way to delete an
event.
| | 01:42 |
Now, the only difference to this editing
of deleting procedure, is when you're
| | 01:47 |
working with a repeating event.
Take my swimming lessons down here, that
| | 01:51 |
we turned into a repeating event, meaning
it's going to happen every Monday at 5 p.m.
| | 01:56 |
for five occurrences.
So let's suppose that we need to change
| | 02:00 |
this or just delete one event.~ For
example, it's common that you might
| | 02:04 |
want to skip an event, or for this
particular swimming lessons, if one of
| | 02:08 |
those occurrences happens on a holiday,
you'd want it out of the calendar.
| | 02:12 |
So let's come in here.
We're going to click on it, and I'm
| | 02:15 |
going to click Edit Event.
Let's suppose I need to delete this event,
| | 02:19 |
so I'm going to click Delete.
Now, because this is a recurring event, I
| | 02:23 |
am going to get the following pop up.
It's asking me if I only want to delete
| | 02:28 |
this one.
If I want to delete this one and all the
| | 02:31 |
following events, meaning all the prior
ones that already happened, will be left
| | 02:36 |
untouched in my calendar.
Or finally, do I want to delete all the
| | 02:40 |
events in this series, meaning past and
future events.
| | 02:44 |
Now if I decided I didn't want to do this
at all, I can always at any time click
| | 02:48 |
Cancel this change in the bottom
right-hand corner.
| | 02:50 |
In this case, I'm only going to delete
this one because I want to leave all the
| | 02:54 |
other ones intact.
So I'll click only this instance.
| | 02:58 |
I can see that the one that I deleted is
gone.
| | 03:00 |
And if I go to another week, it's left all
of them intact still.
| | 03:03 |
I can do the same on a quick edit.
For example, if I come in here and click
| | 03:08 |
once on swimming lessons, click into the
title bar and change the name of it to
| | 03:13 |
swimming lesson.
If I hit Save, I'm going to get that same
| | 03:17 |
prompt even though I didn't actually go
into the full entry to edit it.
| | 03:22 |
In this case I'll say, all events and now
when I look at a future event I can see
| | 03:27 |
that that change has taken effect to that
one also.
| | 03:30 |
So, as you can see, it's very easy to edit
a calendar entry anytime by clicking on it.
| | 03:35 |
You can edit it the superquick way, or you
can click Edit event and be brought into
| | 03:40 |
the full dialogue.
You can click save at any time, or discard
| | 03:44 |
changes to go back to your calendar
without making any changes.
| | 03:48 |
And you can also make changes on repeating
entries very easily too.
| | 03:52 |
You just have to decide if you want to
make that change for all of your events or
| | 03:56 |
just that one.
| | 03:57 |
| | Collapse this transcript |
| Inviting guests to an event| 00:00 |
I can invite other people to my events.
This is good for a fundraisers, or
| | 00:05 |
meetings, or anything that involves
multiple people, and I want to know if
| | 00:09 |
they're on board for the right time and
date to attend my event.
| | 00:13 |
So, to invite people to the event.
The first thing I want to do is
| | 00:16 |
double-click the Event, which is another
way that I can get into it to edit it.
| | 00:21 |
And find my event, double click on it, and
I'm interested in this section on the
| | 00:25 |
right here that says Add Guests.
What we need to do, is enter in all the
| | 00:30 |
e-mail addresses of the people that we
want to invite to our event.
| | 00:34 |
These people can be in our contact list or
there can be a new e-mail address that I
| | 00:39 |
can type in.
They don't even have to be other Google
| | 00:42 |
Calendar users.
The need thing is, is that they can get a
| | 00:45 |
special link in which they can say yes or
no to whether or not they are coming to my meeting.
| | 00:51 |
And if whatever digital calendar program
they use supports a format called iCall,
| | 00:57 |
they can even add this event to their own
calendars.
| | 01:00 |
So, let's get started adding some guests
to our event.
| | 01:04 |
I'm going to type in an address.
And now, because this person is in my
| | 01:08 |
contacts, their name is going to
automatically come up and I can click on it.
| | 01:12 |
Now, instantly they get added below as a
guest and it's up to me to first mark
| | 01:17 |
whether or not they're required to attend
this event or just optional.
| | 01:21 |
If they're optional, meaning it's not
necessary that they come, I can click on
| | 01:26 |
the little head icon next to their name
and that flags them as being optional.
| | 01:30 |
It also updates this little status bar
over the guest list and marks that there's
| | 01:35 |
one optional person on this list.
Alternatively, If I decide at any time
| | 01:41 |
that I don't want this person to come to
my event, I can click on the X beside
| | 01:45 |
their name and that will remove them from
the guest list.
| | 01:48 |
But for now I'm going to put them back in,
because I want to invite her to the event.
| | 01:52 |
And the other thing I want to point out is
this asterisk beside her name.
| | 01:56 |
This is telling me that her calendar can't
be shown on my calendar, so I can't look
| | 02:02 |
up to see whether or not she's available
before I schedule her.
| | 02:06 |
I'm going to go over that in the next
video, and so I'll show you why it's
| | 02:09 |
important that you can see their schedule.
But for now, let's put one more person in,
| | 02:15 |
I'm going to click Add, and here's another
person on my guest list.
| | 02:18 |
So, before I save this, I wannna show you
what the guest can do for this event.
| | 02:24 |
Now, there's three options.
Guests can have full control over this
| | 02:28 |
event and modify it, now this is useful if
we're all putting on an event together,
| | 02:32 |
like a fundraiser.
They can come in here and change the time.
| | 02:36 |
They can change the description and the
event color.
| | 02:39 |
They can fully modify this event.
If I want to give them the ability to do
| | 02:43 |
that, I can place a checkbox beside modify
event.
| | 02:47 |
Now, if I tell them that they can modify
the event, that automatically means that
| | 02:51 |
they can invite other people to this
event.
| | 02:53 |
At any time, just like you can take
somebody away from the event.
| | 02:57 |
You can also add people at any time, by
coming in here and simply adding more names.
| | 03:03 |
Now, they can also see the guest list that
is, they can see a list of everybody that
| | 03:09 |
I've invited to this event.
So, if I've given them full control to
| | 03:12 |
modify the event, by default, they
automatically get to do these other two things.
| | 03:17 |
However, if I don't let them have full
control over the event, I still get to
| | 03:21 |
fine tune whether they can invite other
people, or whether they can see the guest list.
| | 03:26 |
In this case, it's okay that they know who
else I've invited, but I don't want them
| | 03:30 |
to be able to invite other people.
So, I'll uncheck these two options and
| | 03:34 |
leave this one checked.
When I'm happy with my list, I can simply
| | 03:38 |
click Save.
And now I'm prompted whether or not I
| | 03:41 |
want to send invitations to these people.
Now, these are invitations, so that they
| | 03:46 |
can know when this event is, add a
response such as yes I'm going, no I'm not
| | 03:51 |
going, or hey can we move this to another
time, and whether or not they want to add
| | 03:56 |
this event to their own calendars.
So, I definitely want to do that, so I'm
| | 03:59 |
going to click Send.
It updates my event and now I can come
| | 04:03 |
back in here and look at it.
Now, in future videos, we're going to see
| | 04:08 |
what their availability is on their own
calendars, and I'm also going to show you
| | 04:13 |
how we can see what their responses are to
the event.
| | 04:15 |
| | Collapse this transcript |
| Viewing a guest's availability| 00:00 |
You can see the scheduling availability of
someone else that you want to invite to
| | 00:04 |
your event, if one of the following is
true.
| | 00:06 |
If they've shared their calendar with you
specifically.
| | 00:09 |
Or also if your using a Google Apps for
business and they've shared the calendar
| | 00:14 |
with the entire company or with you
specifically.
| | 00:17 |
Or finally, if it's a public calendar.
So, if any one of those three things are
| | 00:22 |
true, then you can see that person's
scheduling availability to find a time for
| | 00:27 |
your meeting when you know that they're
free.
| | 00:29 |
Now, you can compare up to ten schedules
at once to find a block of time where
| | 00:33 |
everyone's available.
This is useful, because it's easier to
| | 00:36 |
pick a time right away when you know
everyone's free.
| | 00:39 |
Rather than several back and forth
iterations of rescheduling, because
| | 00:43 |
everybody else already had plans at that
time.
| | 00:45 |
So, let's go in and see whose schedule I
can see in my fundraiser conference call.
| | 00:50 |
I'm going to double click the Entry to get
into it, and come over here on the right
| | 00:54 |
hand side, to see my guests.
Now, if a name has an asterisk next to it.
| | 00:59 |
Remember, this is because their calendar
cannot be shown to me.
| | 01:03 |
Now, that's because they either haven't
shared it with me, or I'm not in their
| | 01:06 |
company, or they haven't made it public.
Now, I can see one name here that doesn't
| | 01:11 |
have an asterisk, that means that they've
shared their calendar with me and I can
| | 01:16 |
see when their available.
In this case, knowing when one person is
| | 01:20 |
good for a time is better than not knowing
when anyone is, so let's go in to find a
| | 01:24 |
time and see when this person is
available.
| | 01:27 |
On the left hand side of the screen, I am
going to click Find a time, which is right
| | 01:31 |
next to the Event details tab.
This is going to bring me into the
| | 01:34 |
calendar picker.
Now, on the right hand side, I get a
| | 01:37 |
couple of bars here.
This is going to tell me who I am actually
| | 01:41 |
looking up to see their free time, I can
see my name here on the left, here's the
| | 01:46 |
other person on the right hand side.
No, however, many people that I can see
| | 01:50 |
the schedule of, they're going to be
stacked in this list.
| | 01:54 |
Now, here's a good time that Google has
suggested that we can have my meeting.
| | 01:58 |
I can also flip back and forth, using the
left and right triangles just like any
| | 02:02 |
other calendar.
And I can also scroll up and down over the
| | 02:06 |
course of the day, to see what's on the
schedule.
| | 02:09 |
For example, here's a block of time when
this person is not available.
| | 02:12 |
I can see that they're busy.
Now, this person has their calendar set
| | 02:16 |
up, so that I can't actually see what
they're doing, I can only see that they're busy.
| | 02:21 |
That's something that they set up in their
calendar and I'll show you how to do that
| | 02:25 |
in later chapters for your own calendar.
So right away, I know that this is a bad
| | 02:29 |
time to schedule a meeting.
So, I can pick a time when this person is
| | 02:33 |
available and I am available, and set that
for my time.
| | 02:36 |
Now, I can also select who I want to show
up in this picker list.
| | 02:40 |
For example, here at the top I can choose
whether I want to show all the guests,
| | 02:45 |
none of the guests, or only required
guests.
| | 02:48 |
Because remember, certain guests I can
mark as optional, by clicking on the
| | 02:53 |
little head next to their name.
This means, that they're not required to
| | 02:57 |
attend the meeting.
So, if somebody is not required to attend
| | 03:00 |
my meeting, I don't need to waste time
finding a time when they're available.
| | 03:05 |
If it's really tight and I'm having
trouble finding a time, when everybody's available.
| | 03:09 |
At any time, I can go back to this Event
details tab and see my Event.
| | 03:14 |
Now, I can also have Google suggest times
for me by simply clicking Suggested times
| | 03:19 |
at the bottom of this list.
Google is going to look up whoever it can.
| | 03:23 |
In this case, it can only look up one
person, but that's okay.
| | 03:27 |
It's going to find a time, when I can
attend and that person can attend.
| | 03:32 |
And it will suggest times.
I can click on any of these times.
| | 03:36 |
It changes the time and now I can come up
here at the top and click Save.
| | 03:40 |
Now, I've changed the time.
Now, that I've looked at some other
| | 03:43 |
people's availabilities, I found a better
time for my meeting.
| | 03:46 |
So, it's asking me if I want to send
updates to this appointment, I do.
| | 03:50 |
I can send updates to these guests, so
that they know the time have changed and
| | 03:55 |
their computer calendar programs can also
automatically update the time on their own calendar.
| | 04:01 |
So, I'm going to click Send.
The time has been changed, the updates
| | 04:04 |
been made, and now I know that more people
can attend to my meeting, because I looked
| | 04:09 |
up their availability.
| | 04:10 |
| | Collapse this transcript |
| Adding a room or resource to an event| 00:01 |
Your office may have one or several
conference rooms available for you to have
| | 00:04 |
your meetings in.
The problem is that everyone else in your
| | 00:07 |
organization also needs to have their own
meetings in that same room.
| | 00:11 |
Well, with Google Calendar, in addition to
scheduling other people to attend your
| | 00:15 |
meeting or event, you can also
simultaneously book a conference room or
| | 00:18 |
any other resource, so that someone else
will know that it'll be in use during a
| | 00:23 |
particular time frame.
Now, the ability to book a conference room
| | 00:26 |
with your meeting is only available for
Google Apps for Business and Education.
| | 00:31 |
And, in fact, only designated admins can
set up those rooms for you to choose for
| | 00:36 |
your meetings.
I've got a calendar appointment opened
| | 00:38 |
right now and I can tell that I'm in a
Google Apps for Business Account because
| | 00:43 |
instead of the Google logo on the top left
hand side I see my company logo.
| | 00:46 |
And also, over here on the right-hand
side, next to where I can add guests, I
| | 00:52 |
have a new tab.
It's where I can add rooms and more.
| | 00:55 |
So once I've got all the guests that I
want to add to my meeting, now I can
| | 01:00 |
schedule a room that's going to be
available, so that we all have a place to meet.
| | 01:05 |
I'm going to click Rooms, etc.
And it brings me to a new list.
| | 01:08 |
This is a list that all the admins have
set up of the available conference rooms
| | 01:12 |
in my organization.
If you have multiple buildings, they may
| | 01:16 |
be listed here.
Or you just may be shown a flat list of
| | 01:20 |
conference rooms.
It all depends on the size of your organization.
| | 01:23 |
So I can click the triangle next to all
these buildings and see a list of
| | 01:28 |
available conference rooms.
The first thing I can see is that any room
| | 01:32 |
that has a green button next to it, means
that it's available.
| | 01:35 |
At the current time that I've selected for
my meeting.
| | 01:38 |
A red x through it means it somebody else
has already booked it.
| | 01:41 |
I can see the name of the conference room,
and the number and parentheses on the
| | 01:45 |
right-hand side is the amount of people
that can fit into that conference room.
| | 01:49 |
So something else to take into effect when
you are trying to choose which room to
| | 01:53 |
pick is how many people you're inviting
versus how many people can actually fit in
| | 01:57 |
the room.
Now, if you don't want the visual clutter
| | 02:00 |
of seeing rooms that aren't available
during your time, you can place a checkbox
| | 02:04 |
next to Show only available.
You can also filter certain rules.
| | 02:08 |
For example, if you only want to see
certain buildings or certain conference
| | 02:13 |
room names.
Here’s another neat thing about conference rooms.
| | 02:16 |
You can actually add a room to your
schedule by clicking the Add button.
| | 02:21 |
For example, I’ll choose Room D.
It gets shown in the Invitee List for my meeting.
| | 02:26 |
If at any time I decide I don’t want that
room, I can click the x next to it, and it
| | 02:31 |
gets removed from the list.
And I can add it back at any time if it’s
| | 02:35 |
still available by clicking the blue Add
link again.
| | 02:37 |
Let's see if it's still available in the
scheduler.
| | 02:41 |
I can come up here to find the time on the
left hand side.
| | 02:45 |
And in addition to me seeing the free and
busy time of anybody I've invited to my
| | 02:49 |
meeting, you'll notice how there's a new
column and I can also see when this
| | 02:53 |
building room is going to be available.
So if I had a particular conference room
| | 02:57 |
that I really wanted to use but it
currently wasn't available for my meeting,
| | 03:02 |
I can click to add it, go up to find a
time.
| | 03:05 |
And now, I can look at the schedule for
the room, just like I could for any other user.
| | 03:10 |
In this case, this room looks like it's
free all day.
| | 03:13 |
So any time I pick is going to work.
I'm going to go back to Event details,
| | 03:17 |
because I do want to show you that now
that we've added that room to our meeting,
| | 03:21 |
you'll notice that it automatically
populates the where field with the room.
| | 03:27 |
So that's how, if you're a Google Apps for
Business and Education user, in addition
| | 03:31 |
to adding guests to your meeting, you can
also add rooms.
| | 03:35 |
| | Collapse this transcript |
|
|
3. Responding to InvitationsViewing pending invitations on the calendar| 00:00 |
I can quickly see at any time which events
I created versus events that somebody else
| | 00:05 |
has invited me to, on my own calendar.
In fact, you may look at your calendar and
| | 00:10 |
see some events that you just don't
remember creating.
| | 00:13 |
Those are most likely events that other
people have created and then invited you to.
| | 00:17 |
Events that you're invited to, show up on
your calendar and are designated with an
| | 00:22 |
arrow icon.
If you hover your mouse over an invitation
| | 00:26 |
that has an arrow on it, you'll see the
words, not yet responded.
| | 00:30 |
Now, I'll be going over how to respond in
the next video.
| | 00:32 |
But for now, look at your calendar and
note if there's any entries that don't
| | 00:37 |
have the arrow versus ones that do.
You can choose whether or not you want
| | 00:41 |
these invitations to show up on your
calendar, because remember you'll also be
| | 00:45 |
getting an email invitation as well.
So if you decide that you'd rather not see
| | 00:49 |
these tentative meetings on your calendar,
click the gear icon in the top right-hand
| | 00:54 |
side of the screen, go into Settings, and
scroll down.
| | 00:57 |
There's a section that's called
Automatically add invitations to my calendar.
| | 01:02 |
The default setting is Yes.
That means any event that somebody invites
| | 01:06 |
you to will be overlaid on your calendar,
so you can see it with that Arrow icon.
| | 01:11 |
You can change it to No, only show
invitations to which I have responded.
| | 01:16 |
In which case, it will only show up on
your calendar when you click the Accept
| | 01:20 |
button, which I'll be going over in the
next video.
| | 01:22 |
Or you can choose Yes, but you don't
want to be notified about any event
| | 01:26 |
reminders, unless you answered with a Yes
or a Maybe to the meeting.
| | 01:31 |
So it's up to you to decide if you'd
rather have these event invitations on
| | 01:34 |
your calendar.
And it's as simple as coming into the gear
| | 01:37 |
icon, scrolling down, and clicking on the
Yes or the No button on your calendar.
| | 01:42 |
Remember, you have to go down to the
bottom and click Save to update your
| | 01:45 |
changes on the calendar.
Up next, let's talk about how to actually
| | 01:49 |
respond to these event invitations.
| | 01:51 |
| | Collapse this transcript |
| Responding to an event invitation| 00:00 |
There's a few ways that you can respond to
meeting requests from other people on your calendar.
| | 00:05 |
I can see this lunch appointment here on
Friday, and I can tell that I haven't
| | 00:09 |
responded to it yet, because of this arrow
icon in the top left hand side.
| | 00:13 |
There's a few ways that I can respond to
it.
| | 00:15 |
The first way is to click once inside the
meeting.
| | 00:17 |
This brings up the Quick Edit dialog, and
I can quickly reply with a Yes, a Maybe,
| | 00:24 |
or a No right away.
In this case, our response was a Maybe,
| | 00:28 |
because I'm not sure if I'm going yet.
You'll see that, that icon has changed to
| | 00:32 |
a question mark, because now I'm tentative
for that meeting.
| | 00:36 |
I could also double click to get into the
Meeting, and I can change my response from
| | 00:41 |
here too.
I can see on the right hand side, my name
| | 00:44 |
has a question mark next to it, because
I'm still marked as maybe, and here's
| | 00:48 |
where I can add a note or change my
response.
| | 00:51 |
If I click this Text, here's where I can
change my response.
| | 00:55 |
I can choose Yes, No, and I can add a note
if I want.
| | 00:59 |
Though, its entirely optional.
In this case, I will choose Yes and I will
| | 01:03 |
add a note by clicking in the text box,
and I can write my text.
| | 01:07 |
It's up to me if I selected No, I could
also write my reason in here if I needed to.
| | 01:11 |
Or I can also propose a new time for the
meeting such as, I can say No, and type
| | 01:17 |
something to the effect of, I can't do it,
how about 1 o'clock.
| | 01:20 |
When I'm all done, I can click Save, and
you'll see that it's strike though for my
| | 01:25 |
calendar, that's because I selected No.
Now, the owner of the meeting, got sent my
| | 01:29 |
message, and it's up to them whether they
want to propose a new time for the
| | 01:33 |
meeting, when I can make it.
There's some other ways that you can get
| | 01:37 |
meeting invitations.
For example, you may have selected in
| | 01:40 |
Settings, not to have meetings invitations
show up in your calendar directly.
| | 01:45 |
In that case, they're going to go to your
e-mail, which they would anyway.
| | 01:49 |
I've got my Gmail account setup, and I can
see my email invitation to this meeting.
| | 01:54 |
I can click on the Event Invitation right
from my Inbox.
| | 01:58 |
This is what the event looks like, when
you sent it to other people and invite
| | 02:01 |
them to your meetings.
Here is those same buttons Yes, Maybe or
| | 02:05 |
No it also pop ups my calendar.
So, its very convenient for me to check my
| | 02:10 |
schedule right in the e-mail.
I could also scroll down and see some more
| | 02:14 |
information about the events such as,
whose invited, and if the person had put
| | 02:19 |
in any notes or details about it.
So very quickly, I can decide whether or
| | 02:23 |
not to say yes, maybe, or no.
And I can also click more details, and
| | 02:28 |
that will take me to the calendar event
itself.
| | 02:32 |
In this case, I'll click maybe, because
I'm not sure if I want to go to it or not,
| | 02:36 |
and it redirects me back to my calendar,
to which I can see the icons.
| | 02:41 |
When I'm happy with my choice I can click
Save, and it's up to me to decide whether
| | 02:46 |
or not if I want to keep this invitation
in my inbox or not.
| | 02:49 |
I could always simply delete, and then I
don't have to look at it again.
| | 02:53 |
I'll go back to my Calender.
And now I can see that it's still
| | 02:56 |
tentative, because that's how I replied.
So, up next let's look how we can go to
| | 03:01 |
your calender, if you're the person
chairing the event.
| | 03:04 |
And see who's excepted, who's tentative,
and who's declined.
| | 03:08 |
| | Collapse this transcript |
| Viewing responses to your invitations| 00:00 |
I've responded to other events and I've
seen what my status is for events that
| | 00:04 |
I've been invited to.
But what happens when I'm the one who's
| | 00:07 |
invited other people to my meeting?
If you want to find out who's coming and
| | 00:11 |
who's not, you can double-click on your
meeting to get into it, and look at the
| | 00:15 |
guest list on the right-hand side.
You can tell by the icons what their
| | 00:20 |
status is, so I can see who's going by
quickly looking at the top and getting a
| | 00:24 |
running number of whose a yes, whose a
maybe, whose a no, who you haven't heard
| | 00:30 |
from yet, and who you designated as an
optional attendee.
| | 00:33 |
You'll notice right away the two users
including myself have a check box next to
| | 00:38 |
their name.
That means that they are going to the meeting.
| | 00:41 |
A circle with a line through it means a
person can't attend.
| | 00:45 |
And in this case, they also follow through
with a note to say, sorry, I can't make it.
| | 00:50 |
This person doesn't have any icons next to
their name.
| | 00:53 |
That's because they haven't responded to
the meeting yet.
| | 00:56 |
Now if they had said maybe, there'd be a
question mark next to their name.
| | 01:00 |
Remember, at any time I can remove people
by clicking the x next to their name, and
| | 01:05 |
I can also email my guests.
For example, maybe I want to email either
| | 01:09 |
all the guests or just the people that
have said yes, or just the people that I
| | 01:15 |
haven't heard from yet.
In this case, I can click email guests,
| | 01:19 |
and it's going to popup with the email
dialog box.
| | 01:22 |
Now, here's where I can choose who I
want to send it to.
| | 01:24 |
I can send it to everybody who said that
they're coming to my meeting, because
| | 01:28 |
maybe I have a special message to say,
don't forget to bring your itinerary or
| | 01:32 |
something like that.
I can also send just a message to people
| | 01:36 |
who I haven't heard from yet and say, can
I please get a response?
| | 01:41 |
I can choose whether or not I want to send
a copy to myself and, then, I can click
| | 01:45 |
the send button.
So this is a very quick way to email
| | 01:49 |
people who are coming to your meeting.
You can even click email guests and email
| | 01:54 |
everybody at once regardless of what their
answer is.
| | 01:57 |
If you decide at any time that you didn't
want to email them, simply click this x in
| | 02:01 |
the top right-hand corner, and the email
dialog box goes away.
| | 02:04 |
Now, as guests continue to respond to this
event invitation, these status updates are
| | 02:10 |
going to change and so are the icons.
For example, somebody who was a maybe may
| | 02:14 |
decide at a later date that they either
are coming or aren't coming.
| | 02:19 |
So it's up to you, as the meeting chair,
to keep coming in and seeing the status of
| | 02:23 |
who's coming and who's not, because that
way you'll be on top of, whether or not,
| | 02:27 |
you need to email them about certain
status updates.
| | 02:30 |
| | Collapse this transcript |
|
|
4. Reminders and NotificationsCreating email and pop-up reminders| 00:00 |
You can be notified when your upcoming
meetings and events are.
| | 00:03 |
In fact, you have several choices.
You can be notified by text message, email
| | 00:07 |
message, or pop ups while on the Google
Calendar website itself.
| | 00:11 |
But for now, let's go over how to set and
adjust reminders for each individual
| | 00:15 |
meeting or event that you have on your
calendar.
| | 00:18 |
On any appointment on my calendar, I can
double-click to get into the event details
| | 00:23 |
and down near the bottom of the event,
there's a section on reminders.
| | 00:27 |
By default, I'll get a popup if I'm on the
Google Calendar site itself 30 minutes
| | 00:32 |
before the event.
I'll also get an email reminder 30 minutes
| | 00:36 |
before the event.
Now, I'm going to show you how in a later
| | 00:39 |
video we can change these defaults per
calendar.
| | 00:42 |
But for now, you can override every event
if you wanted to.
| | 00:46 |
For example; I can add a reminder or I can
change any of these reminders here or get
| | 00:52 |
rid of them entirely.
You'll notice that there's a little
| | 00:54 |
triangle next to the pop up and minutes,
that's because I can change these.
| | 00:59 |
I can change them and toggle between email
or popup.
| | 01:02 |
This becomes useful, so I can fine tune
the alarm, so it's just how I need to see it.
| | 01:08 |
For example, I might not want a popup at
all,.
| | 01:10 |
If I want to get rid of a reminder, I can
click the x to the right of it, and it
| | 01:15 |
goes away entirely.
Now for this event, I'm only going to get
| | 01:19 |
a email reminder 30 minutes before.
I can change these values though.
| | 01:24 |
For example, I can set this to 5 minutes
before the event.
| | 01:28 |
I can also click the pull-down next to
Minutes and change it between minutes,
| | 01:33 |
hours, days, or weeks.
I can also stack reminders.
| | 01:37 |
In addition to removing the built-in ones
that were there, I can add my own.
| | 01:41 |
For example, I can click Add a reminder.
Decide whether I want it to be an email or
| | 01:46 |
a pop-up reminder, choose how long, and
choose when.
| | 01:50 |
So in this case, I'm going to get an email
sent to me 5 minutes before this event is
| | 01:54 |
supposed to happen.
But I'm also now going to get an email
| | 01:57 |
sent to me one whole day before this,
because maybe I just need that extra time
| | 02:02 |
to plan my day.
If I don't want any reminders for an event
| | 02:06 |
at all, I simply click the x next to both
of them.
| | 02:09 |
And I am left with nothing.
I won't get any notification about it.
| | 02:13 |
When I'm happy with my reminder settings,
I can click the red Save button to get
| | 02:17 |
back to my calendar.
And now, I either be notified or not
| | 02:20 |
notified or notified many times, depending
on how many alarms I have set up for that occasion.
| | 02:27 |
I can do this to any event.
I can double-click my event, the default
| | 02:31 |
through there, and I can x out of them,
change them, or add new ones as I see fit
| | 02:37 |
at any time.
If I decide that I messed around with
| | 02:39 |
these reminders too much, I can always
click Discard changes, and the default
| | 02:44 |
entries will come back.
I'm going to click this arrow to get back
| | 02:47 |
into my calendar.
And up next, I'm going to show you how you
| | 02:50 |
can change those default settings, so that
they're just set the way you want every time.
| | 02:56 |
| | Collapse this transcript |
| Setting email notification preferences| 00:00 |
In the last video, I showed you how you
can override the individual reminder and
| | 00:05 |
notification settings for each entry.
This time, I'm going to show you how you
| | 00:09 |
can change the defaults on each calendar.
Now, each calendar gets its own
| | 00:13 |
notification settings, but in this case we
still only have the one calendar, so let's
| | 00:18 |
select it on the left hand side in the
Navigation bar, hover your mouse over it
| | 00:22 |
to get that arrow to appear.
Click the triangle and select Reminders
| | 00:26 |
and Notifications.
This is where we can go in and override
| | 00:30 |
the default reminders for any event that's
created on this calendar.
| | 00:35 |
So ,the first thing that you can change is
these default times.
| | 00:38 |
These should look familiar to you, 'cause
these are what you see when you create a
| | 00:41 |
new event.
Now, get these all set up the way you like
| | 00:44 |
your reminders to be.
For example, I'll set my e-mail reminders
| | 00:48 |
to one day before the event.
And I'll set a pop-up 15 minutes before
| | 00:53 |
the event.
If you didn't want any reminders for your
| | 00:55 |
events, you can click the Remove button to
the right of both of them and have them
| | 00:59 |
all be gone.
Likewise, you can add additional reminders
| | 01:03 |
by default by clicking the blue Add a
reminder button.
| | 01:06 |
For example, maybe you want another pop-up
30 minutes before the event.
| | 01:10 |
If you ever change your mind, you can come
back here into reminders and
| | 01:14 |
notifications, and remove anything or
adjust anything that you don't want.
| | 01:18 |
You can also choose how you want to be
notified.
| | 01:21 |
For example, remember how I kept saying
that when somebody sends you an invitation
| | 01:26 |
to an event, you don't have to have it
shown on your calendar, because you'll
| | 01:30 |
automatically get an e-mail.
You might not want that e-mail.
| | 01:33 |
In this case, this is the place that you'd
go and simply uncheck e-mail.
| | 01:38 |
You can also receive notifications when
somebody sends you updates about the event.
| | 01:42 |
You can disable that, but I don't
recommend it, because you'd need to know
| | 01:45 |
if your event's being changed.
It's the same thing with cancelled events.
| | 01:49 |
You can toggle these, on or off.
If you don't want to get any e-mails.
| | 01:52 |
You can also add text messages to them.
I'll show you how to do that in the text video.
| | 01:56 |
The last thing that you can change for
this calendar setting, is a really neat
| | 02:01 |
feature they call the Daily Agenda.
By default, it's not turned on.
| | 02:04 |
But you can come into the Reminders and
Notifications for that calendar, and place
| | 02:09 |
a checkbox next to it.
What this is going to do, is it's going to
| | 02:12 |
send you an e-mail with your calendar
every day at 5 a.m.
| | 02:16 |
To do this, place a check mark beside it.
Come back up to your calendar.
| | 02:21 |
Click the Save button.
And it's going to save it and bring you
| | 02:24 |
back to your calendar.
So remember, at any time to change the
| | 02:28 |
default reminders for your calendar or if
you decide that you don't want that daily
| | 02:33 |
e-mail anymore.
Come to your Calendar on the left hand
| | 02:35 |
side, click the Arrow, go into Reminders
and Notifications, and continue to adjust things.
| | 02:41 |
You can uncheck the Daily Agenda, but
don't forget to Save when you're done.
| | 02:45 |
| | Collapse this transcript |
| Receiving SMS reminders| 00:00 |
We've talked about how to get pop-up
reminders and email reminders for your
| | 00:04 |
Calendar Events.
But now, we're going to talk about how to
| | 00:06 |
set up SMS or text message reminders for
your events.
| | 00:10 |
To set that up, you first have to activate
it and prove that you own that phone
| | 00:14 |
number that you're going to be getting
those text messages on.
| | 00:17 |
To get into your preferences, on the left
hand side of the screen, click the arrow
| | 00:22 |
next to your calendar and choose Reminders
and notifications.
| | 00:26 |
Scroll all the way down to the bottom of
this page because you want to click Set up
| | 00:30 |
your mobile phone to receive
notifications.
| | 00:32 |
The first thing that you have to do is
tell Google that this is certainly your phone.
| | 00:38 |
That involves you putting in your phone
number and having Google send a small code
| | 00:43 |
to that phone.
It can happen either instantly but it
| | 00:46 |
shouldn't take any longer than ten
minutes.
| | 00:48 |
So I'm going to go ahead and put my phone
number in here.
| | 00:51 |
When I am done putting in my cell phone
number, click send verification code.
| | 00:55 |
I get a pop-up.
(NOISE).
| | 00:58 |
That noise means that the code has already
come to phone.
| | 01:01 |
It didn't take very long at all, as you
can see.
| | 01:03 |
I'll click OK.
And now I can read the message right on my
| | 01:06 |
phone, and see what that code is.
I can put it in, click Finish Setup.
| | 01:10 |
And now, Google knows that this phone is
mine.
| | 01:13 |
So the SMS option is now enabled for me.
I can click SMS on any of these event
| | 01:19 |
notifications that I want.
I'll also notice, if I come up here to
| | 01:23 |
these defaults and in any calendar
appointment in addition to the email and
| | 01:28 |
the pop-up dialogues now.
I can also choose SMS.
| | 01:33 |
If I click Save, I can come in here to any
meeting, double-click, and in the reminder
| | 01:39 |
option now, I can click Add a reminder or
edit an existing reminder and SMS is a choice.
| | 01:44 |
So as you can see, it took about 20
seconds.
| | 01:47 |
And now, we can get text message reminders
about all our appointments.
| | 01:51 |
| | Collapse this transcript |
|
|
5. Creating Additional CalendarsCreating a secondary calendar| 00:00 |
So far, we've been only using the default
calendar that comes with our Google
| | 00:04 |
Calendar account.
The more you continue to use Google
| | 00:07 |
Calendar, the more you'll probably find
yourself needing an additional calendar
| | 00:11 |
now and then.
For example, you might need one for your
| | 00:14 |
family, or for your personal schedule.
It's easy to add additional calendars with
| | 00:18 |
Google Calendar.
On the left hand side, where it says My
| | 00:21 |
calendars, click the drop down arrow, and
select Create new calendar.
| | 00:26 |
This brings us into the calendar detail
screen and the first thing you need to do
| | 00:30 |
is give your calendar a name, I'll call
this one Family.
| | 00:33 |
You can give it a description if you want.
It's entirely optional and you can also
| | 00:37 |
give it a location.
This is more useful if you're going to
| | 00:40 |
make your calendar public, which I'll talk
about in a second.
| | 00:42 |
You can also choose a timezone for
scheduling.
| | 00:45 |
Now, you can check this to make your
calendar public and we will talk about
| | 00:49 |
this in later videos.
But this is far more useful if you're a
| | 00:53 |
business that has a nightclub and you need
to schedule bands and you want to share
| | 00:57 |
out that calendar.
Or you're an organization that has lots of
| | 01:00 |
events that you want people to find.
Because I'm doing a family schedule, I
| | 01:04 |
don't need to make this public, nor do I
want to.
| | 01:06 |
So I'm going to leave that unchecked for
now.
| | 01:08 |
We'll talk about sharing later also so
I'll leave that untouched.
| | 01:11 |
For now I'm going to click Create Calendar
down at the bottom.
| | 01:14 |
It takes just a second, and my new
calender's going to show up on the left
| | 01:18 |
hand side in my calendar list.
And here it is.
| | 01:20 |
Before I start adding events to it, I do
want to go in and make sure that details
| | 01:25 |
are all set up.
And I want to change the color to
| | 01:27 |
something that's a little less like the
one I already have.
| | 01:30 |
So I'm going to hover my mouse over that
calendar, click the drop down arrow.
| | 01:33 |
And remember that at any time I can go
into Calendar Settings.
| | 01:37 |
I can change the name, the description.
I can select whether or not I want to
| | 01:42 |
automatically add any invitations to this
calendar.
| | 01:45 |
And I can come in here if I want to embed
this onto a website, which we'll talk
| | 01:49 |
about later.
I'm going to click Save to get back to
| | 01:52 |
that main screen, and I'm going to click
the arrow again.
| | 01:55 |
Now, I'm going to choose a color for it.
I want this one to be much different than
| | 01:59 |
the one I have, so I can very clearly see
on my calendar which calendar it's
| | 02:03 |
actually coming from.
The last thing I want to remember is that
| | 02:06 |
at any time, I can come in here again and
go back to Reminders and Notifications.
| | 02:11 |
Because remember, each calendar has its
own setting.
| | 02:14 |
So maybe you wanted to turn off all alarms
for any events you create on your personal calendar.
| | 02:20 |
But on this family calendar, you do want
reminders.
| | 02:23 |
In that case, you can click on Add
Reminder.
| | 02:26 |
And change whether you want them emailed,
text messaged, or popped up to remind you
| | 02:31 |
before each event.
And that's what the default is going to be
| | 02:33 |
for any event that you create on that
calendar.
| | 02:37 |
In the next chapter, I'm going to show you
how you can create events and choose which
| | 02:40 |
calendar it's going to go on.
But don't forget to take some time to go
| | 02:44 |
through this list, choose whether you
want to be notified by email or text message.
| | 02:49 |
When you got things all set up just the
way you want for that calender, click the
| | 02:53 |
Save button at the bottom.
And now, you're ready to start using your
| | 02:56 |
new calender.
You can do that as many times as you want.
| | 03:00 |
To continue to add as many calenders
that's going to help you stay organized.
| | 03:04 |
| | Collapse this transcript |
| Creating events on the secondary calendar| 00:00 |
So, now that we've got this new calendar
made, let's start creating entries on it.
| | 00:05 |
The easiest way is to create your
appointment as normal, and now after you
| | 00:09 |
type in the What, choose the Calendar.
It's as simple as clicking on the drop
| | 00:13 |
down menu and selecting from whichever
calendars you have that you want to add
| | 00:17 |
that event onto.
In this case, because it's a dentist
| | 00:20 |
appointment, I'll choose the Family
calendar.
| | 00:22 |
And now I can choose create event.
Now, you'll notice that the event is blue
| | 00:27 |
just like what we chose for our family
calendar.
| | 00:29 |
So, that's all well and good for adding
new appointments.
| | 00:32 |
But what about ones that we already had on
our old calendar, that we want to bring
| | 00:36 |
over to the new calendar, so that we don't
have to recreate that event.
| | 00:40 |
There's two ways to do it.
You can duplicate the event, so it's on
| | 00:43 |
both calendars or you can move it to one
calendar.
| | 00:47 |
I'll show you how to move it first.
Take this pack for trip event.
| | 00:50 |
I'm going to double click that Event to
get into the Details.
| | 00:53 |
In the Details, about halfway down the
page, there's a Calendar drop down.
| | 00:58 |
All I need to do is click that drop down
and choose from whichever calendar I
| | 01:02 |
want to change it to.
I click Save and now the colors change,
| | 01:06 |
because that event is now located on my
Family calendar.
| | 01:09 |
I can also change the color of that event
too, just like I could for any other event.
| | 01:14 |
I'll double click to get back into it,
change the color, and click Save.
| | 01:18 |
We've changed the color, but the outline
is still blue.
| | 01:21 |
So remember, anytime you want to find out
what calendar an actual event is on, even
| | 01:27 |
though you may have multiples colors all
over the place, always look to the outline.
| | 01:31 |
Now, what about this camping trip?
It's a family trip, so I want it on my
| | 01:35 |
Family calendar, but I also want anybody
to know, who's looking at my work
| | 01:39 |
calendar, that I will not be available on
that day.
| | 01:42 |
So, I'd rather have this event, on both
calendars.
| | 01:45 |
I'm going to double click on Camping Trip,
and in the More Actions up at the top of
| | 01:49 |
the screen, I'm going to select Copy to
Family.
| | 01:52 |
This is going to leave a copy on my
Regular calendar, and copy it over to the
| | 01:57 |
Family one.
I can click Save, and now you can see by
| | 02:00 |
the colors of the outlines that it's
located on both calendars.
| | 02:04 |
So, that's how you can start adding,
duplicating, and copying events, and
| | 02:09 |
moving them back and forth between
calendars.
| | 02:12 |
Up next, let's figure out how to hide and
delete calendars.
| | 02:16 |
| | Collapse this transcript |
| Hiding and deleting other calendars| 00:00 |
There's a few ways you can show or hide
calendars from your calendar list.
| | 00:04 |
Sometimes, you might only want to see one
calendar in your list if it's getting a
| | 00:08 |
little bit cluttered, but you don't
want to delete the calendar or remove any entries.
| | 00:12 |
The easiest way to toggle a calendar on or
off from being visible in the Calendar
| | 00:17 |
list is simply to click on it in the
calendar view.
| | 00:19 |
With the click of a mouse, I can show or
hide any calendar I want.
| | 00:24 |
There's some other ways to do it, too.
For example, I can click the arrow to the
| | 00:28 |
right of any calendar and either hide it
from the list, which will get it to not
| | 00:32 |
even show up in this calendar list at all,
or I can click on the arrow next to a
| | 00:36 |
calendar and choose Display only this
calendar.
| | 00:40 |
That will make the other one still appear
in the list, but it won't show me any of
| | 00:44 |
the entries.
To get the other entries back, I can
| | 00:47 |
simply click on that calendar again.
Now, what happened to that non-profit
| | 00:51 |
calendar that I hid from this list?
How do we get that one back?
| | 00:55 |
To do that, go up to the gear icon on the
top right-hand side, select Settings.
| | 00:59 |
Go up to the Calendars tab from the top of
the list.
| | 01:03 |
Find the calendar that you hid and place a
checkbox next to SHOW IN LIST.
| | 01:08 |
I can click Back to calendar to get back
to my Google Calendar and that calendar
| | 01:12 |
has now shown back on the list.
So if you accidentally hid it from the
| | 01:16 |
list, that's the way that you would get it
back.
| | 01:19 |
Now, what about deleting a calendar
entirely if you were done with it?
| | 01:23 |
To delete a calendar, go into the Settings
by clicking on the arrow next to it and
| | 01:27 |
choosing Calendar Settings.
Then scroll all the way down to the bottom
| | 01:31 |
of the calendar, and click Permanently
delete this calendar.
| | 01:35 |
Now, don't forget there's lots of things
you can do before you get to that point.
| | 01:39 |
You can click the mouse to toggle on and
off to not even see the entries and you
| | 01:43 |
can also hide it from the view.
But if you're really sure you don't want
| | 01:46 |
it anymore, click Permanently delete this
calendar, place a checkbox on Yes, I
| | 01:51 |
definitely want to delete this and choose
delete for everyone.
| | 01:55 |
It takes a second and that calendar is now
deleted.
| | 01:59 |
So, that's how you can toggle on and off a
calendar.
| | 02:01 |
You can hide it from even showing up in
this list or you can delete it all together.
| | 02:06 |
| | Collapse this transcript |
| Working with tasks| 00:00 |
By now, I'm sure you've noticed this tasks
list over here in the left hand side in
| | 00:04 |
your calendar.
It's not active, and that's by default.
| | 00:08 |
To turn it on, you toggle it the way you
would with any other calendar by clicking
| | 00:12 |
on it.
Now, as you can see, it appears over here
| | 00:15 |
on the right, and there's already some
details in there.
| | 00:18 |
That's because this task list is a
continuation of the exact same task list
| | 00:23 |
that you have if you use your built in
Gmail account.
| | 00:26 |
It shows up on the sidebar and I can
minimize it by clicking this arrow in the
| | 00:30 |
middle of the screen.
I can toggle it and then click again to
| | 00:34 |
get my task list to come back out.
So, I can add a task at anytime, by
| | 00:39 |
hovering my mouse into the next empty
block and starting to type, hit the Enter
| | 00:43 |
key and your task is made.
I can also click on the arrow to the right
| | 00:48 |
of that task to get into the details.
I can put a due date on that task, and in
| | 00:53 |
fact, any task that I put a due date on
will appear in my calendar.
| | 00:57 |
So, if you have these mystery tasks, and
you're not sure where they came from, you
| | 01:02 |
may have added tasks in Gmail a long time
ago, and put due dates on them.
| | 01:06 |
So, that's why they're ending up on your
calendar.
| | 01:08 |
If you don't want them to show up, you can
toggle your task list off in that left
| | 01:13 |
hand side over here.
I can also add notes about a particular
| | 01:17 |
task, and I can change the list that it
belongs to.
| | 01:21 |
This grocery list was also something that
I had in Gmail.
| | 01:25 |
I can switch back and forth between lists.
When I'm all done, I can click Back to list.
| | 01:31 |
This will get me back to my main task
list.
| | 01:33 |
I can now see my notes, and I can see the
due date on it also.
| | 01:37 |
I can keep typing more and more tasks.
There's some other things I can do.
| | 01:41 |
I can also create a new task by clicking
this Plus Sign down at the bottom of the screen.
| | 01:46 |
I can also delete tasks by clicking the
Trashcan icon.
| | 01:50 |
I can create new lists by clicking the
Switch List button in the very bottom
| | 01:56 |
right hand side of the screen.
I can toggle back and forth between lists
| | 01:59 |
that I already have.
And when I’ve gotten something from a
| | 02:02 |
particular list or when it’s all done, I
can click the checkbox next to it.
| | 02:06 |
It puts a strike through and the task is
done.
| | 02:09 |
I can create a new list at any time by
clicking on the bottom right hand side,
| | 02:14 |
selecting New List and putting in the
brand new name.
| | 02:19 |
I can click OK.
Now with my new list I can start typing my
| | 02:24 |
tasks, it's that simple.
To get back and forth to any list, I can
| | 02:28 |
click at the bottom of the screen, and
toggle back and forth.
| | 02:32 |
I can also print my list by clicking
Actions in the bottom left hand side and
| | 02:36 |
selecting Print task list.
So, there's lots of things I can do with
| | 02:40 |
my tasks.
I can hide it at any time by clicking on
| | 02:43 |
this middle button.
But I can toggle it on and off by clicking
| | 02:46 |
on it on the left hand side.
It may not even be something that you
| | 02:50 |
want to use.
You can also change the color of it just
| | 02:53 |
like any other calendar.
So, that when your task due dates show up
| | 02:56 |
in the calendar, they'll be whatever color
you want them to be.
| | 03:00 |
So, that's how to work with tasks in your
Gmail account and in your calendar.
| | 03:04 |
| | Collapse this transcript |
|
|
6. Sharing Calendars with OthersOpening someone else's Google calendar| 00:00 |
You can easily add another Google Calendar
users calendar over yours as an overlay by
| | 00:06 |
adding it into the other calendar section
at the bottom left-hand side of your screen.
| | 00:11 |
You do that by clicking in the Add a
friend's calendar section and typing in
| | 00:15 |
their name of their contact or their
Google account email address.
| | 00:19 |
Hit the Return key on your keyboard.
And if you don't currently have permission
| | 00:24 |
to access their calendar, that is, they
haven't gone in and given you permission,
| | 00:29 |
you have to ask for it.
So it will pop up this screen and you can
| | 00:32 |
click the Send Request button.
It'll send an email to them, so they can
| | 00:37 |
go in and add you if they want to give you
access.
| | 00:39 |
To add somebody that you know you have
permission to see, come down here, add
| | 00:44 |
their name, click the Enter key, and their
events will be added as an overlay onto yours.
| | 00:50 |
As you can see, their calendar has a
different color and you can see their
| | 00:54 |
events overlaid next to yours in the
calendar itself.
| | 00:58 |
Now, it is possible for them to give you
access to only see their free time or
| | 01:03 |
their busy time.
And I'll talk about that later.
| | 01:06 |
If that's the kind of access level that
they've given you, that means that you
| | 01:10 |
won't be able to see what they're actually
doing on their calendar, you'll only be
| | 01:13 |
able to see that they're busy.
And you'll know that because this chunk of
| | 01:16 |
time will still be filled up with their
event.
| | 01:19 |
But it won't say what they're doing.
It will only say the word, busy.
| | 01:23 |
So, at least, you'll know that you can't
book them for anything.
| | 01:26 |
Like all calendars, you can change the
color of it buy clicking on Choose a color
| | 01:30 |
on the right-hand side of the calendar.
And you can also remove it from this list
| | 01:34 |
by clicking Hide this calendar from the
list.
| | 01:37 |
If you want to get it back again, click
the triangle next to other calendars, go
| | 01:41 |
into Settings, come down to the bottom,
find the calendar again, and place a check
| | 01:47 |
box in the Show In List field.
If you want to remove it all together, you
| | 01:51 |
can just click the Unsubscribe button.
Click on Subscribe again and the calendar
| | 01:56 |
goes away.
Click Back to calendar to get back and at
| | 01:59 |
anytime you can come in and add a friends
calendar by using this field.
| | 02:04 |
| | Collapse this transcript |
| Subscribing to an ICS calendar| 00:00 |
In addition to adding another Google
Calendar user's calendar, as an overlay to
| | 00:05 |
yours, you can also subscribe to a
non-Google Calendar's calendar or an ICS
| | 00:11 |
calendar, which is a file format that's a
generic internet calendar.
| | 00:16 |
So if somebody else uses a different
calendar program than Google and it allows
| | 00:20 |
them to share out their calendar in an ICS
format, you can subscribe to it and see it
| | 00:25 |
on yours.
For now though let's go to a website
| | 00:27 |
called iCalShare.com and you can browse
interesting calendars that you can add as
| | 00:33 |
an overlay to yours.
I'm going to search for my favorite
| | 00:36 |
calendar example, which is an eclipse, and
I'll hit Go to see what the search results are.
| | 00:41 |
I can find one that looks interesting.
Click on it.
| | 00:44 |
And in the Subscribe to Calendar section,
I'm going to right click with my mouse and
| | 00:49 |
choose Copy Link.
I can, then, come back to my calendar, and
| | 00:52 |
click on the arrow to the right of other
calendars.
| | 00:56 |
Now, I'm going to choose Add by URL
because that's what we copied to the clipboard.
| | 01:01 |
Now, I can come down here, right-click,
choose Paste.
| | 01:04 |
And as you can see the file extension of
that calendar ends in .ics.
| | 01:08 |
So this is how you can subscribe to other
people's calendars, if they're allowed to
| | 01:13 |
share out their calendar in this format.
I can then select add to calendar.
| | 01:17 |
I will get a note at the top that the
Calendar was imported successfully.
| | 01:21 |
And I can see it over here on the
left-hand side.
| | 01:24 |
I can also see it at the top but there has
been some entries added in.
| | 01:28 |
So at any time when I'm done with that,
like all calendars, I can come over here
| | 01:33 |
to the arrow on the right-hand side, I can
change the color of it or I can even hide
| | 01:38 |
it all together when I am done with it.
If I want to get it back, I can go into
| | 01:42 |
Other calendars, click Settings, and see a
list at the bottom of the screen of all
| | 01:47 |
the calendars that I've ever subscribed
to.
| | 01:49 |
Right now, it's unchecked for Show In List
because I hit it.
| | 01:53 |
If I want to get it back, I can place a
checkbox here.
| | 01:56 |
If I'm all done with it and don't feel
like I need this calendar anymore, I can
| | 02:00 |
come all the way over to the right, click
Unsubscribe, click Unsubscribe again to confirm.
| | 02:06 |
And now that eclipse calendar is gone.
I can click Back to calendar, and at any
| | 02:11 |
time, I can go back to iCalShare if I
wanted to add something else interesting.
| | 02:15 |
So that's how you can subscribe to other
calendars that are found on the Internet
| | 02:20 |
using the .ics format, which is called an
iCal.
| | 02:25 |
| | Collapse this transcript |
| Sharing your calendar with others| 00:00 |
It's easy to share your calender with
another Google Calendar user.
| | 00:04 |
First thing you have to decide is which
calender your going to share if you have
| | 00:08 |
multiple ones.
This is my personal one and this is the
| | 00:11 |
one that I have for my family
appointments.
| | 00:13 |
So I want to share this with other family
members.
| | 00:16 |
To do that, click the arrow next to the
calender name and choose Share this calendar.
| | 00:21 |
When you get into the Share this calendar
dialog, you can come into the Enter email
| | 00:25 |
address field and put in the email address
of what Google Account they use.
| | 00:30 |
The next thing that you have to decide is
what Permission levels you're going to
| | 00:34 |
give them, for example, they can see all
event details which involves seeing the
| | 00:39 |
notes, the descriptions, the location and
the title or just if you are free or busy.
| | 00:45 |
And that's so that they can see your
availability for scheduling you for meetings.
| | 00:49 |
You also need to decide whether you want
them to be able to make changes to events,
| | 00:54 |
such as managing the calendar and adding
appointments or can they also have a much
| | 00:59 |
higher level of access in which they're
making changes and they're managing sharing?
| | 01:04 |
So this is almost having somebody
co-manage the calendar with you.
| | 01:08 |
In this case, I'm going to let this person
Make changes to events because it's a
| | 01:11 |
Family calendar, and then I can click Add
Person.
| | 01:14 |
After I've saved it and closed out of that
dialog, the user that I've invited to
| | 01:19 |
share my calendar will get an email
invitation inviting them to add that
| | 01:24 |
calendar to their Google Calendar, in
which they can come down like I just
| | 01:28 |
showed you.
Add it here and they'll be able to see all
| | 01:31 |
the events as an overlay here.
I can manage the Sharing settings for
| | 01:35 |
multiple calendars at any time by clicking
on that calendar and choosing Share this calendar.
| | 01:41 |
You'll notice that they don't transfer the
settings to each calendar.
| | 01:45 |
Each calendar has their own Sharing
settings.
| | 01:47 |
I can revoke access at any time by coming
back into Share this Calendar for the
| | 01:53 |
particular calendar that I want to revoke
access to and click the trash can on the
| | 01:57 |
right-hand side to remove their access.
I could also use the pull-down and change
| | 02:02 |
their level of access, although, it will
take a few minutes to take affect.
| | 02:06 |
When I'm all done, click Save, and that's
how easy it is to share your calendar with
| | 02:11 |
another Google user.
| | 02:12 |
| | Collapse this transcript |
| Sharing your calendar with a non-Google user| 00:00 |
I talked about how you can share out you
calendar to another Google user, and how
| | 00:04 |
you can subscribe to another non-Google
Accounts ICS calendar.
| | 00:09 |
You can share your calendar out in much
the same way.
| | 00:12 |
You can give it to somebody else who's not
using Google as an iCal format so that
| | 00:17 |
they can subscribe to it and see your
events.
| | 00:20 |
To do that, choose the calendar that you
want to give the access to, click the
| | 00:24 |
triangle next to the calendar, and choose
Calendar settings, scroll all the way to
| | 00:29 |
the bottom of the settings and we're
interested in this private address section
| | 00:33 |
here, there is a button that says ICAL.
Clicking that button is going to bring up
| | 00:38 |
a very private link to get to that ICS
format that we've been talking about.
| | 00:43 |
Now, you can copy and paste, and give that
URL to another family member so they can
| | 00:49 |
import your entries into their calender
and subscribe to it.
| | 00:53 |
Now, it's important to know that this is a
very private URL.
| | 00:57 |
You can't control whether those users can
see just whether or not you're free or busy.
| | 01:02 |
With this access, they can see the title
of all your events and the details of it.
| | 01:07 |
So you want to use this very, very
sparingly as you're giving somebody access
| | 01:12 |
to view your calendar.
Now, if the situation ever changes and you
| | 01:16 |
want to revoke access to that, they have a
URL, so you can't exactly take it back.
| | 01:21 |
But what you can do is come back into the
settings, scroll down to this Private
| | 01:26 |
Address field, and click the button that
says Reset Private URLs.
| | 01:31 |
It's going to prompt you that it will
invalidate any existing private feeds.
| | 01:35 |
Click OK, and now, you'll get brand new
ones.
| | 01:38 |
What that does is give you all new URLs to
get to your calendar and it renders the
| | 01:44 |
old ones useless.
So even if somebody still has that old
| | 01:48 |
link and clicks on it, they won't be able
to have access to your calendar anymore.
| | 01:52 |
So you want to use it sparingly.
But if you did give it to the wrong person
| | 01:56 |
by mistake, you can always come in here
and Reset that URL and the problem will go away.
| | 02:02 |
Click Save to get out of your calendar.
And now, you've made it possible for
| | 02:06 |
somebody else to subscribe to your
calendar who's not using Google.
| | 02:10 |
| | Collapse this transcript |
| Making a calendar public| 00:00 |
I showed you how to add other people's
names explicitly to your calendars, so
| | 00:04 |
that they can view certain events.
But what about making it public?
| | 00:08 |
To make a calendar public, find the
particular calendar you that you want to publicize.
| | 00:13 |
For example, this non-profit event
calendar.
| | 00:15 |
This is a great one because it's got
events like board meetings and fund raiser
| | 00:20 |
events, things that I might want to
publicize and let other people find easily.
| | 00:24 |
So I could click the triangle to the right
of the calendar.
| | 00:26 |
And click Share this calendar.
In the share this calendar dialogue, I
| | 00:31 |
need to place a checkbox beside Make this
calendar public.
| | 00:35 |
This means that not only can people from
Google search my calendar, but I can also
| | 00:39 |
get a special URL to give to them, so that
they can add it to their other calendar programs.
| | 00:44 |
I can also embed it onto a website.
I'm going to show you how to do that in
| | 00:48 |
the next video.
So for now let's click the Save button.
| | 00:51 |
And we have to chose Yes because Google
really wants to be sure that we know what
| | 00:54 |
we're doing when we make our calendar
public.
| | 00:57 |
The next thing that I'm going to show you
is how to only make your free and busy
| | 01:01 |
time public.
So here's my calendar where I have a lot
| | 01:04 |
of appointments going on.
Because people schedule appointments with
| | 01:07 |
me all the time and it's not necessarily
the same people.
| | 01:11 |
I don't want to have to add everybody
explicitly to allow them to see my free or
| | 01:15 |
busy time for scheduling.
I want to blanketly allow anybody to check
| | 01:19 |
my calendar to see if I'm free or
available.
| | 01:23 |
Now, this doesn't mean that they're
going to open up my calendar and be able
| | 01:25 |
to see all of my events.
It just means that when they're using
| | 01:29 |
their calendar scheduling program, Google
can go out and check my calendar and pull
| | 01:34 |
back data that will tell them if I am free
or if I'm busy.
| | 01:37 |
They can't see any details about what I'm
doing.
| | 01:40 |
So, to do that, choose your calendar.
Click share this Calendar.
| | 01:43 |
Click Make this calendar public.
And now I need to place a checkbox beside
| | 01:48 |
Share only my free and busy information.
This means that I don't have to explicitly
| | 01:52 |
come down here to share with specific
people like we've done before and put in
| | 01:57 |
individual email addresses.
Now, anybody can see when I'm available
| | 02:01 |
and when I'm not.
I can click Save to go back to my calendar.
| | 02:04 |
And the last thing I want to tell you is
that you can revoke this access anytime
| | 02:08 |
you want by going back in there.
The same with my Non-Profit calendar.
| | 02:12 |
If I decide at any time I don't want to
make it public anymore, click the right
| | 02:16 |
arrow again, Share this calendar and
uncheck Make this calendar public.
| | 02:21 |
Click Save.
And it's important to note that it will
| | 02:23 |
take a few minutes to let that update and
take off that setting.
| | 02:27 |
The same thing with your free and busy.
It's not going to happen immediately.
| | 02:31 |
But that's how easy it is to make your
calendar public.
| | 02:34 |
Up next, let's find out how to embed it
into a website.
| | 02:37 |
| | Collapse this transcript |
| Embedding the calendar onto a web page| 00:00 |
Now, that I've made my non-profit event
calendar public.
| | 00:04 |
I can start sharing it out, and even
changing the code to embed it on my website.
| | 00:08 |
To do that, click to the right of the
calendar that you want to make public and
| | 00:12 |
choose Calendar settings.
Scroll down about halfway through the page
| | 00:16 |
and I'm interested in this embed calendar
and calendar address section.
| | 00:20 |
The first button that I'm interested in is
this ICAL button.
| | 00:23 |
Clicking on this button will give me a
special ICAL link, that ends in the file extension.ics.
| | 00:29 |
That I can give to people, so that they
can subscribe to my calendar.
| | 00:33 |
This way, they can import all those events
into whatever calendar program they're using.
| | 00:39 |
I can also click HTML to give them another
special link that they can click on, and
| | 00:44 |
this will bring up the actual public
calendar version of my Google Calendar.
| | 00:49 |
It will launch this calendar in Google.
If I want to embed this item on my
| | 00:53 |
website, I can click in the embed this
calendar section.
| | 00:58 |
Now right away, I could take the kind of
version that they give me with the default
| | 01:02 |
look and feel of the calendar, by clicking
and dragging into this iframe section,
| | 01:07 |
selecting the entire block of code, right
clicking with my mouse and choosing Copy.
| | 01:12 |
I can then go into my website code, right
click with my mouse there, and click
| | 01:17 |
Paste, then I will get the calendar on to
my website.
| | 01:21 |
However, I have more options.
I can click customize the color, size, and
| | 01:25 |
other options.
And further get it, to match the look and
| | 01:28 |
feel of the place that I'm embedding it
into.
| | 01:31 |
I can change the calendar title, and I can
also toggle on and off all these options
| | 01:37 |
that I may not want.
I can also change the default view of the calendar.
| | 01:41 |
For example, if this is a public calendar
for a night club, that has different bands
| | 01:46 |
on a nightly basis.
Then this entire calendar view might be
| | 01:50 |
filled with different bands.
However, the calendar that I'm making
| | 01:54 |
public is for a non-profit, and so they
may have two or three events a month, like
| | 01:58 |
they do here.
In this case, I'm going to switch to the
| | 02:01 |
Agenda view, because it's going to be a
better use of space on my website.
| | 02:06 |
In fact, I can see a lot of white space in
here already.
| | 02:10 |
So, I can further adjust the width and
height, to make even better use of my site.
| | 02:16 |
I can even choose the background color.
Whatever color is closest to what my site
| | 02:21 |
is designed to.
And then lastly, if I had accidentally
| | 02:24 |
chosen the wrong calendar or if I think I
want another one added to this, I can
| | 02:29 |
toggle further calendars on or off.
When I'm happy with all my changes that I
| | 02:33 |
want to make, I can scroll up to the top,
and note that this iframe code has been
| | 02:38 |
adjusting itself for each change that I
make here.
| | 02:42 |
So when I'm happy with the way this looks,
I can select the iframe code, click and
| | 02:46 |
drag, select the entire thing, right click
with my mouse, and choose Copy.
| | 02:51 |
Now, I can Paste this into my website.
And this is exactly what it's going to
| | 02:54 |
look like on my site.
When I'm all done, I can close out of this
| | 02:58 |
Browser Window, click the Close button to
close out of the Tab, scroll up to the top
| | 03:03 |
of the page, and click back to calendar to
get back to my Calendar.
| | 03:07 |
Now, that's how easy it is to send out the
ICAL link, so that other people can
| | 03:12 |
subscribe to your calendar, or even an
HTML link, so that they can click and see
| | 03:16 |
your calendar right on a website.
Finally, I can also embed it onto a
| | 03:21 |
website directly, by using that embed
calendar link.
| | 03:24 |
| | Collapse this transcript |
|
|
7. Searching and Printing the CalendarSearching the calendar| 00:00 |
Google makes searching your calender easy.
In its simplest form, click up at the top
| | 00:05 |
search bar and just start typing what
you're looking for.
| | 00:09 |
Click the Enter key or the blue magnifying
glass icon, and your search results will
| | 00:13 |
come up.
You'll see the day, the time of your
| | 00:16 |
event, the title, and you can click the
Plus sign beside it and see even more
| | 00:21 |
details about your event.
You can see what calendar it's on, who
| | 00:25 |
created it, and you can change the color,
delete the event, and on the far right
| | 00:29 |
side of the search result, you can edit it
to bring in that full dialog box of the event.
| | 00:34 |
Click the back arrow to get back to your
calendar, and you can come up here and
| | 00:38 |
simply start typing again.
Now, if a simple search isn't enough for
| | 00:43 |
you, you can click the drop-down arrow to
the right of the search screen and pull up
| | 00:48 |
some search options.
For example, you can fine-tune which
| | 00:51 |
calendar you want to search by clicking
the arrows to the right of the search bar.
| | 00:56 |
For example, you can only search the
non-profit event calendar.
| | 00:59 |
So if you have a lot of events in all
these calendars, it helps you to fine-tune
| | 01:03 |
which calendar you're searching from.
You can search the title.
| | 01:06 |
You can search Who, which is any people
that you've invited to meetings.
| | 01:10 |
Even a Where, such as, conference rooms.
You can search on what an event doesn't
| | 01:16 |
have and even by a particular date range.
If I click the Search right now, it's
| | 01:21 |
going to search any events that are in
Conference Room A and is between the
| | 01:26 |
following dates.
It found some results for me.
| | 01:28 |
It’s going to show me these results in
Agenda form, so that I can nicely see them
| | 01:33 |
and click on them by clicking the plus
sign if I wanted to get into them.
| | 01:37 |
At any time you can clear the form by
coming back to that search bar and
| | 01:41 |
clicking clear form.
This is a quick way to make it empty again
| | 01:44 |
if you filled in all these fields and
wanted to start over again with a new search.
| | 01:48 |
So it's very easy to search your Google
Calendar.
| | 01:52 |
You can narrow it down to any calendar you
want or you can just do a simple search
| | 01:57 |
right at the very top of the screen.
You can hit the Enter key and it'll pop-up
| | 02:01 |
all your results in Agenda View.
When you're done, click that back button
| | 02:06 |
and it'll bring you back to your calendar.
Up next, I'm going to show you how you can
| | 02:10 |
print events on your calendar.
| | 02:12 |
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| Printing the calendar| 00:00 |
Google makes it easy to print your
calendar.
| | 00:02 |
The important thing to remember, is that
it's going to print what it sees.
| | 00:07 |
So, before you choose the print option,
you need to play around with all the
| | 00:10 |
different choices that you have.
For example, I'm in the week view right
| | 00:14 |
now and all my calenders are visble on the
screen.
| | 00:18 |
So, when I click on More, beside the Gear
icon, and choose Print, it's going to
| | 00:22 |
default to that view.
Now, in the print range, I can click the
| | 00:26 |
Triangle, and select a range.
For example, a particular week I want, or
| | 00:32 |
two weeks out, or even just this week.
I can also pick the font size.
| | 00:38 |
If I have a lot of words in my event
title, I can make the font smaller, so
| | 00:41 |
that it will all fit on the page.
And I can also toggle between Portrait and
| | 00:46 |
Landscape mode.
I can choose whether I want to show events
| | 00:50 |
that I've decline.
And I can also toggle on or off, whether I
| | 00:53 |
want the calendar to print in black and
white mode or in full color mode.
| | 00:57 |
When I'm happy with my choices, I can
either cancel the print or click the Print
| | 01:02 |
button, which will bring up a further
website that I can print from the browser.
| | 01:07 |
Now, I recommend closing out of this and
playing around with all the different
| | 01:11 |
options that you have.
For example, I can print out my agenda, by
| | 01:16 |
clicking on the Agenda view, selecting
More next to the Gear, and choosing Print.
| | 01:21 |
It prints out a nice flat view of my
events, but I have a lot more options here.
| | 01:27 |
I can choose the print range, such as the
next seven days worth of calendar events.
| | 01:32 |
And I can also choose whether or not I
want to print the attendees of all my
| | 01:36 |
calendar appointments.
Or my response, or events that I've
| | 01:39 |
declined, so when I'm all done making my
choices, I can click the Print button and
| | 01:44 |
see what I'm left with.
In fact, I can zoom out of the screen and
| | 01:49 |
see a nice page view of my agenda.
I see all my colors and I can see at the
| | 01:53 |
top, which calendars it's actually
printing.
| | 01:56 |
Now, this brings me to my next point.
I'm going to close out of this view, I'm
| | 02:00 |
going to go back to the week view that's
the default.
| | 02:03 |
And if there's just a certain calendar
that I want to print the event of, I can
| | 02:07 |
click to toggle off the view of any other
calendar that I don't want to show up in
| | 02:11 |
that print out.
For example, if I just want to print out a
| | 02:14 |
calendar view of what I have coming up for
my Non-Profit Events, I can toggle all the
| | 02:19 |
other calendars off, adjust to the view
that I want, click More and choose Print.
| | 02:25 |
This is only going to print the calendar
for my Non-Profit.
| | 02:28 |
Likewise, I can only print out my family
events and turn off the Non-Profit
| | 02:33 |
calendar by clicking Off the other
calendars.
| | 02:36 |
I can also click the Day view.
Just to get a printout of what my current
| | 02:40 |
day is going to be.
Again, I can toggle off events that I've declined.
| | 02:45 |
And I can print out a different day if I
want.
| | 02:47 |
For example, at the end of the day I can
print out tomorrow's calendar.
| | 02:51 |
If I click Print, I can Zoom In to see
what my tomorrow day is going to look like.
| | 02:56 |
And you'll see that it's going to printed
out with time slots and everything.
| | 03:00 |
And again, it will only show me the
calendars that I chose to print at the top
| | 03:04 |
of the screen.
So, I encourage you to go through, play
| | 03:07 |
around, toggle calendars on and off,
change to different views, and see what
| | 03:12 |
different print options you have.
You'll find the one that can help you for
| | 03:16 |
whatever situation you may need to print.
| | 03:18 |
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|
8. Google Labs and Mobile AccessIntegrating Google Labs with your calendar| 00:00 |
Google Labs is a fun feature across
several Google products.
| | 00:04 |
Labs are features that Google developers
thought would be kind of fun, but they
| | 00:08 |
didn't fully get integrated as a true
feature inside the product itself.
| | 00:12 |
But you can still pick and choose and
enable some of those features.
| | 00:15 |
To get to Google Labs, click the gear icon
in the top right-hand side of the screen,
| | 00:20 |
and choose Labs.
You'll be presented with a list of Labs.
| | 00:24 |
And you can go through and read the
descriptions, and read if anything could
| | 00:28 |
help you enhance your productivity.
Here's one I particularly like.
| | 00:32 |
It's going to show me what's coming up
next in my calender.
| | 00:34 |
So if you're reading the labs and you find
one or more that interest you, click
| | 00:39 |
Enable beside the Lab and choose Save.
Instantly, you'll be able to see what that
| | 00:44 |
Lab's done for you.
So now, on the right-hand side I can see
| | 00:47 |
that, in 29 minutes, I have a meeting
about a fundraising event.
| | 00:51 |
At any point you can disable a Lab by
clicking on the gear icon, going back to
| | 00:56 |
labs, finding any lab that has an enable
next to it, and if you decide you don't
| | 01:00 |
want it anymore, simply Disable it.
You can come back and enable or disable
| | 01:05 |
labs at any time.
But you always have to remember to click
| | 01:08 |
the Save button, and it’ll take you back
to your calendar.
| | 01:11 |
And it’ll show you anything else that
you've updated, if you enabled any more labs.
| | 01:16 |
So, Labs are fun.
They can do some neat things for you.
| | 01:19 |
Go through.
See if there’s anything that sounds
| | 01:21 |
particularly interesting.
If so, Enable it and see if it enhances
| | 01:26 |
your calendar.
| | 01:26 |
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| Accessing your Google calendar on a mobile device| 00:00 |
There's a few ways you can get your Google
calendar onto your mobile device, like a
| | 00:04 |
smartphone or tablet.
The easiest way is to open up a browser on
| | 00:08 |
that smartphone or tablet, and visit
www.google.com/sync.
| | 00:15 |
This is going to give you some options.
You can also go to m.google.com, for
| | 00:21 |
another group of options, an especially
formatted website that's designed for your smartphone.
| | 00:27 |
Finally, you can visit the Google Calendar
directly on your smartphone by visiting www.google.com/calendar.
| | 00:37 |
Again, Google is smart enough to recognize
that you're on a smartphone or a tablet,
| | 00:42 |
and will bring up a special view just for
you so that you can read it easily on your device.
| | 00:47 |
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| Accessing Google Calendar on a Mac| 00:00 |
It's easy for me to access my Google
calendar on the native Mac calendar client.
| | 00:05 |
I've got it open right now.
And to add my account, I'm going to click
| | 00:09 |
at the top of the screen, select Calendar
> Preferences.
| | 00:13 |
And then, click the plus sign to add a new
account.
| | 00:15 |
Under Account Type, I can leave it as
automatic or I could also click the
| | 00:19 |
pull-down menu and choose Google because
that's what I know I'm adding.
| | 00:24 |
I can then put in my Google account email
address and the password, click create and
| | 00:29 |
it's going to attempt to create that
server.
| | 00:31 |
Now remember, when you have a free Google
calendar account, you also have multiple
| | 00:36 |
Google products, such as Gmail and Gtalk,
which is the instant messaging client.
| | 00:42 |
You can also add those things to your Mac
at the exact same time.
| | 00:45 |
If, for some reason, you didn't want to
add any of those addition products on, you
| | 00:49 |
can uncheck all these options and click
Create.
| | 00:53 |
It's going to configure the account.
And then, you can close out of this and
| | 00:58 |
you'll see that everything gets added to
your Google account.
| | 01:01 |
In fact, the reminders are coming through
natively already.
| | 01:04 |
I can click Close to get rid all of these
and you'll notice that I'm looking at my
| | 01:09 |
calendar, it keeps all the colors.
And just like the Google Calendar, I can
| | 01:14 |
place checkboxes, I can toggle back and
forth between any calendar.
| | 01:18 |
I can also click the plus sign to create a
calendar event and it's going to ask me
| | 01:23 |
which calendar I want to add that to.
So I could add an event to my Non-Profit
| | 01:27 |
calendar right from my Mac client by
selecting that.
| | 01:30 |
And then, creating the event.
(SOUND) Click Enter on the keyboard.
| | 01:35 |
And it's going to have me choose the date
and time.
| | 01:37 |
I can click Done.
And it gets added to my calendar.
| | 01:40 |
So it's that easy to choose what calendar
I want to add an event to.
| | 01:45 |
Show them, toggle them on and off, and
even add events right on my calendar.
| | 01:51 |
It's just like I'm looking at the Google
Calender View.
| | 01:53 |
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|
ConclusionNext steps| 00:00 |
My name is Jess Stratton and I hope you
enjoyed this Google Calendar course.
| | 00:04 |
For future leaning, I suggest visiting the
website support.google.com/calendar/answer/2441857.
| | 00:16 |
This is the official what's new site.
And you can check it often to see if
| | 00:21 |
there's anything that's been added new in
your Google Calendar.
| | 00:24 |
I also suggest heading over to lynda.com
and searching for Google.
| | 00:29 |
We have tons of sites on all the Google
products, and you'll learn how they all
| | 00:34 |
work together.
So I hope you enjoyed the course, and if
| | 00:37 |
you have any questions, you can find me on
Twitter, @NerdGirlJess.
| | 00:42 |
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