In this video, Jess Stratton shows how to add guests to an event, just like you would invite someone to attend your meeting.
- [Instructor] I can invite other people to my events. This is good for fundraisers, meetings, or anything that involves multiple people and I want to know if they're on board for the right time and day to attend. To invite people to the event, the first thing you'll need to do is get into your event or create a new one. I'll do that by double clicking on a time slot. I can put in the event title and make sure I have the right time and date. I can put in a location for the event which is recommended so everybody knows where your meeting is.
In this case, it's going to be a Google Hangout. So under add conferencing, I'll click Hangouts. Now I'm interested in the area on the right that says add guests. What I need to do is enter either the name if I have them as a contact or email address of the people that we want to invite. These people can be in our contact list or they can be a brand new email address that I can type in. They don't even have to be other Google Calendar users. They can get a special link in their email in which they can say yes or no as to whether or not they can come to my meeting.
If their digital calendar program they use supports a format called iCal, they can even add this event to their own calendars. Let's get started adding some guests. I'm going to click inside add guests, some people that I've typed before in this popup or I can type somebody new. I'll put in their name and now I can also put in an email address. Here's Amy that I've just added.
You'll notice there's an asterisk beside her name. If I look below, it's showing me that her calendar can't be shown. This is telling me that her calendar can't be shown on my calendar so I can't look up to see whether or not she's available before I schedule this meeting. I'll go over how to do that in a future video. But for now, there are some other things that I can do with this. I can choose who needs to be at this meeting and who is optional. If I hover my mouse over this little head icon, I can click to mark her as an optional attendee.
Once I do that, head icons appear beside everybody else that I've invited. A dark gray head means that they're mandatory and they need to come to my meeting. An outline indicates that they're optional. It's not required, but it would be nice to have them show up. If I don't want anybody to come to the meeting at all, maybe I added them by mistake or I want to change my mind, I can click on the X to remove them from the meeting invitation. I can also add what guests can do.
Right now, they can invite other people and they can also see who I've invited to this meeting. I can uncheck anything and leave things checked off. They can also modify the event. If I click that they can modify the event, by default they get to also invite other people and see the guest list. If I uncheck all of these things, all they can do is accept or reject my invitation. If I want to invite new people at any time, I can always come back into this meeting, click inside add guests, and keep adding people.
When I'm all set, I'll click the blue save button. I'm going to get prompted to send the invitations to the guests. This is an important step so that the guests know that they've been invited to this meeting and can add it to their calendars. I'll click send. Here's the meeting. It's been created. They've been emailed invitations and now we can wait to see whether or not they're going to accept or reject these invitations. In future videos, I'll show you what their availability is on their own calendars and I'm also going to show you how we can see what their responses are to this event.
- Navigating Google Calendar
- 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