Join Jess Stratton for an in-depth discussion in this video Create a calendar event, part of Google Calendar Essential Training.
- I'm going to show you a few ways to create the most basic events in your Google calendar. There's a few methods. The first is to click the bright red create button on the top left hand side of the screen. As soon as I click that, I'm going to get brought into the new calendar appointment dialogue. The first thing I need to do is give my event, meeting, or appointment a name. After I've typed in the what of my event, now I need to say when it is. I can click inside the start date field. The first thing I need to choose is a date of when the appointment's going to begin.
It defaults to today's date but I can click any date in the calendar. I can also use these left and right arrow buttons to navigate between months. I'm going to click to choose a date. I can also click on the start time and choose a time of my appointment by dragging up and down on the slider. You'll notice that as soon as I change the start time the end time also changes. That's because the default appointment time is one hour. I can easily change that by clicking on end time and choosing a new end time.
I can also click time zone if this event is happening in a different one. There's an optional field down here where I can specify where my appointment is. I can put in a simple text description for my own reference or I can also put in an address. This is useful later if I want to click on Google Maps and bring up how to get there. It's also useful if you're using your smartphone in your car because in many cases you can simply tap and get GPS directions on how to get there. You also have the option to leave it blank. You can click add video call which will automatically initiate a Google hangout when you click on the link when the event is scheduled to begin.
This is optional also. The next field is where you choose the calendar that the event is going to be created on. At the moment, we only have the one calendar so it's going to default to that one. But when you have more than one, it's useful to come in here and specify which calendar you want your event created on. Another optional field is the description. This is a long text field in which you can put in as much or as little description or notes about the appointment. This is also optional. You can also choose to add attachments.
This is useful if this is for a meeting and you need some supporting documents that you want all your guests to be able to see. We will talk about how to invite guests later. Finally, you can choose the event color. This is a simple visual reminder for you so that you can color code all of your appointments. You don't have to change the color, but you may want to visually categorize it. For example, to specify between a work event and a personal event. I'm going to choose a different color. I'm going to go over the rest of these settings in a different video so I'm not going to cover them right now.
But I'm all done, so I'll head to the top of the screen. I have a few options here. If I decided I didn't want this event at all, I can choose the discard button, which will throw it away. Or I can also click this arrow, which will take me back to Google calendar. But in this case, I'll click the red save button. It will save my event to the calendar, and bring me back. You'll notice this new appointment that we just made. I changed the color of it because I wanted to show you something. You'll notice that the color is different than what we set it to, however, the surrounding color is still in this light blue color.
This is useful when you start adding multiple calendars. Each of these calendars has their own colors and you can still color code individual calendar entries in each calendar. You'll start to have a rainbow filled calendar very quickly. So if you want to quickly and visually find out what calendar a certain event is on, always look for this outline and that will tell you. That's the first way to create an event. The second way is to come over to your calendar on the left side, hover your mouse over it, click the arrow and choose create an event on this calendar.
You can also come over to your calendar, find a time slot, and click inside of it. I'm going to choose the day, choose the time, and click directly on my calendar. It's going to pop up a very simple dialogue. You'll see that it has the date and it has the right time that I selected and now I can type the what. I can click create an event and it will add to my calendar or at anytime I can click edit event and I'll be brought back to that bigger dialogue where I can add the location and description and change the color.
I'll click create event, and it's been made very quickly and placed on my calendar. If I ever click accidentally in my calendar, I can click the x in the top right hand side and nothing will get created. There's one more way I want to show you to create an event on your calendar. That's by doing the same thing that we just did, except instead of clicking on your calendar, I'm going to hold the mouse button down at the start time and drag it downwards. You'll notice that the end time is expanding.
This is useful if you're creating an appointment that's longer than the default appointment time of one hour. As I click and drag, you'll notice that the time is extending and shrinking as I move my mouse. When I'm happy with my time that I've selected I can let go of the mouse and I can see that it has the right date and the right start time and the right end time I can quickly create another appointment. At any time also I can click edit event and it will bring me back into that screen. These are the easiest ways to create events on your calendar.
There is another method that we can use. It's called quick add and I'm going to talk about that in a later video. I'm also going to cover how you can edit events, delete events, duplicate them, and invite people to your events.
You'll also learn how to create a secondary calendar, share your calendar with others, create a task list where you can assign tasks to others, and embed a calendar on a webpage. The course wraps with a look at accessing your Google Calendar on your phone or tablet.
- Navigating Google Calendar
- Setting calendar preferences
- Creating events, including all-day and repeating events
- Inviting guests
- Adding rooms and resources
- Responding to invitations
- Creating secondary calendars
- Sharing calendars
- Searching for events
- Working with the Google Calendar mobile app