What can you do with Calendar?

With Google Calendar, you can quickly schedule meetings and events, and get reminders about upcoming activities, so you always know what’s next. Calendar is designed for teams, so it’s easy to share your schedule with others and create multiple calendars that you and your team can use together.

What you’ll need:

G Suite account

10 minutes

Switching from a different calendar program? You may also want to see Switching to Google Calendar from Outlook or Switching to Google Calendar from IBM Notes.

Note: If your administrator hasn’t already migrated your old calendar for you, you may want to import your old calendar before starting this tutorial.

What can you do with Google Calendar
1

Schedule events

In Calendar, it’s easy to schedule one-time activities like conferences and recurring events like staff meetings. When you receive an invitation to someone else’s event, you can let everyone know if you’re attending with a single click.

In this section, you'll learn how to:

1.1

Create an event

To create an event in Calendar:

  1. Go to calendar.google.com.
  2. Click CREATE.
Create an event
1.2

Invite people and reserve rooms and resources

To invite people to your event:

  1. In the Event details page, find the Add section and click Guests.

  2. Type the first few letters of a person’s name or email address in the box. Matching addresses in your organization’s directory appear as you type.

  3. Click one of the suggestions to add that person to the event. If no suggestions appear, type your guest’s full email address and click Add.

You can even add a Google Groups mailing list address to invite a large group of people at once, such as your whole team (For example: marketing@solarmora.com), or the entire organization (For example: everyone@solarmora.com).

To reserve rooms and resources* for your event:

  1. In the Event details page, find the Add section and click Rooms, etc.

  2. (Optional) To see only available resources, check Show only available.

  3. Start typing the room or resource’s name and click one of the suggestions. Or, browse the list of resources and click Add next to an available resource you want.

*Your G Suite administrator must first set up Calendar resources for your organization.

Invite people and reserve rooms and resources
1.3

Choose your event time

To choose a date and time for your event, click the date and time boxes, and select when your event starts and ends.

To set up a recurring event, such as weekly meetings:

  1. Check Repeat and enter the details for how you want to schedule your recurring events.

  2. Click SAVE.

If you have a lot of guests, you can quickly see when everyone is available. Click Suggested times under your guest list to see a list of times when everyone can attend. Or, click the Find a time tab to stack your guests’ calendars, then pick a time when nobody has a scheduling conflict.

Choose your event time
1.4

Save and update events

When you’re finished filling in the details, save your event:

  1. Click SAVE.

  2. In the pop-up, click Send to notify guests by email, or Don’t send if you don’t want to notify guests at this time.

To update existing events:

  1. Click the event in your Calendar.

  2. Click Edit event to make changes, such as updating the time or inviting more guests. You’ll also be able to see which of your guests have accepted your invitation.

  3. Click SAVE.

Save and update events
1.5

Respond to invitations

When you get an invitation to an event, it appears on your calendar.

To reply to an invitation in Calendar:

  1. In the calendar grid, click the event.

  2. In the dialog box, select your response. Or, if you’d like to include a short note with your response, click More details, select your response, type your note, and click Save.

  3. You can change your response at any time by clicking More details > Add a note or change your response.

You’ll also get an invitation in your email. If you're using Gmail, you can respond to the invitation by clicking RSVP in your list of emails, or by clicking a response option in the email.

Respond to invitations
1.6

View and restore deleted events

Restore an event you deleted by mistake, or permanently remove deleted events.

To view and restore deleted events*:

  1. In Calendar, open the My calendars list.
  2. Hover over your calendar and next to the name, click the Down arrow Calendar dropdown arrow Trash.
  3. Check the box next to the event you want to change and do one of the following options:
    • To restore the deleted event, click Restore selected events.
    • To permanently delete the event, click Delete forever.
  4. (Optional) To delete all events in your trash, at the top, click Empty trash now.

*To view and manage deleted events for other calendars, you must have "Make changes to events" or "Make changes AND manage sharing" permission for them.

Note: Deleted events remain in a calendar's trash for 30 days.

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2

Add reminders

You can create 2 types of reminders in Calendar:

  • Event notifications — To remember an upcoming event, add an event notification.
  • Personal reminders — To remember something on your to-do list, add a personal reminder.

In this section, you'll learn how to:

2.1

Set up default event notification settings

  1. Click Settings and select Settings.

  2. At the top, click Calendars.

  3. Next to your calendar's name, click Edit notifications.

  4. Choose how and when you want to be notified about different events and updates.

  5. Click SAVE.

Set up default notification settings
2.2

Add, change, or remove event notifications

Need a little extra time to prepare for an important meeting? Or, maybe you don’t need a reminder about an activity after all. You don’t have to change your default notification settings — just add or update reminders for that particular event:

  1. On your calendar, click the event and then click Edit event (for events without guests) or More details (for events with multiple guests).

  2. In the Notifications section, choose how you want to be reminded about the event.

  3. (Optional) To add multiple notifications, click Add a notification.

  4. (Optional) To remove a notification, click Remove Calendar x notification next to the notification you want to remove.

  5. Click SAVE.

Add or change notifications for a specific event
2.3

Add personal reminders

Note: Reminders you create in Inbox or Google Keep also show up in Google Calendar.

To add a personal reminder:

  1. If you don’t see Reminders under My calendars, click the Down arrow Calendar dropdown arrow next to Tasks and select Switch to Reminders.
  2. Click an empty time slot in your calendar.
  3. At the top, click Reminder.
  4. Add your reminder.
  5. Choose a date, time, and frequency for your reminder.
  6. Click Create.
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2.4

Change personal reminders

To change a personal reminder:

  1. Do one of the following options:
    • If you have a single reminder in a time slot, click the reminder and then click Edit.
    • If you have multiple reminders in the same time slot, hover over the reminder block, click the reminder, and click Edit Docs editing mode.
  2. Update the event details.
  3. Click Save changes.
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2.5

Complete or remove personal reminders

To remove a reminder from your calendar, you can:

  • Mark it done. The reminder stays on your calendar, but it's crossed out.
  • Delete it, which removes the reminder completely.
  • Hide all reminders temporarily.

1 To mark a reminder done:

Do one of the following options:

  • If you have a single reminder in a time slot, click the reminder, and then click Mark as done.
  • If you have multiple reminders in the same time slot, hover over the reminder block, click the reminder, and click Mark as done Docs checkmark.

2 To delete a reminder:

  1. Click the reminder you want to update.
  2. Do one of the following:
    • If you have a single reminder in a time slot, click Delete.
    • If you have multiple reminders in the same time slot, click Edit Docs editing mode and then click Delete.

3 To hide all reminders: Under My calendars, click Reminders.

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3

Share and view

Share your calendar with coworkers, family, and friends so they can easily see when you’re available. You can look at other people’s calendars to do the same.

In this section, you'll learn how to:

3.1

Share your calendar

To choose who to share your calendar with and how much they can see:

  1. Click the Down arrow Calendar dropdown arrow next to your calendar name.

  2. Click Share this Calendar.

  3. Enter email addresses and set permissions for people you want to share with.

  4. Click Save.

Share your calendar

To share your calendar with people who don’t use Google Calendar:

  1. Click the Down arrow Calendar dropdown arrow next to your calendar name.

  2. Click Calendar settings.

  3. Scroll to Calendar Address, click one of the options to get a link you can share. For example, to let someone see your calendar in any web browser, click and share the URL in the pop-up.

  4. Click OK > Save.

Share your calendar
3.2

View other people's calendars

Wondering if someone’s available to meet?

To view other people’s calendars:

  1. Under Other calendars, start typing the person’s name or address in the Add a coworker’s calendar box.

  2. Select the person from the list:

    • If the person has shared their calendar, it appears in your Other calendars list. That person's events also appear on your calendar.
    • If the person hasn’t shared their calendar or doesn’t use Google Calendar, a dialog box appears. Fill out your request and click Send invite.
  3. Click the box to the left of a person’s name in your Other calendars list to hide or show their events on your calendar. Schedule events quickly by checking your coworkers’ availability or layering their calendars over yours in a single view.

When you’re done looking at other people’s calendars, go back to viewing only your calendar by clicking the Down arrow next to your calendar and selecting Display only this calendar.

View other people's calendars
4

Create a team calendar

In addition to your own calendar, you can create other calendars to track schedules and manage projects. For example, you can create a team calendar to track information, such as team members’ vacations schedules and business trip dates. With everyone’s availability in one calendar, it’s easy to:

  • Know who’s in the office if you have questions or need to talk to someone.
  • Plan team-wide events and meetings.
  • Assign tasks and projects based on people’s availability.

In this section, you'll learn how to:

4.1

Create a team calendar

To create a team calendar:

  1. Click the Down arrow next to My calendars and select Create new calendar.

  2. Name the calendar, enter your timezone, and add a description so your team knows the purpose of this calendar.

  3. Check the Share this calendar with others box, and share it with everyone in your organization.

  4. Enter individual email addresses of people who can modify or manage the calendar, and set their permission levels.

  5. Click Create calendar.

You can create as many calendars as you want using the same process.

Create a team calendar
5

Customize

Now that you know how to use all the key features in your Calendar, you can customize it further to match the way you work.

In this section, you'll learn how to:

5.1

Choose your calendar view

You can choose how many days you see at a time in your calendar view, or change your calendar to an agenda view to see a list of your events. Select the option that’s best for you in the top corner of your calendar.

Choose your calendar view
5.2

Change your event colors

Changing event colors can help you distinguish between calendars when you have several layered on the same screen.

To change the color of events on your or others’ calendars:

  1. Click the Down arrow next to the calendar name.

  2. Select the color you want from the palette.

Change your event colors

Next steps

Try it now

Get more training

Add attachments to your events, set up bookable office hours, create collaborative team calendars, and more.

See Calendar tips