40 Quick Tips for Using Google Calendar

Google Apps for Employees
Update: This list was published in 2009; for even more cool things you can do with Google Calendar, see our 50 Quick Tips for Google Calendar published in 2011.

  1. Let the world busy search your calendar. Under Settings > Calendars > Sharing select “Make this calendar public: See/only free busy.”
  2. Set a 5 day calendar. Under Settings > General, go to “Custom View” and select the number of days you want to display
  3. Change default view. Under Settings > General, select Day, Week, Month, or configure a custom view for “Default view.”
  4. Change your Calendar name. Click on the down-arrow next to your calendar and select “Calendar settings.” Choose thefirst option to change Calendar name
  5. Tasks are now on the Calendar. The link is in the upper-left corner. Read more on Google’s site.
  6. Attach your meeting agenda. In the event details, select “Add a Google document” (and make sure to share the Google Doc beforehand so recipients can open it).
  7. Create a notes-only calendar. You can create sub-calendars for lots of reasons, such as notes, checkout items or personal use; select Create in the “My calendars” box at left.
  8. Set multiple reminders. You can have up to 5 reminders set to different times for each event.
  9. Change the color of your Calendar. Click on the arrow next to your calendar and select the color you’d like.
  10. Include a calendar item in your Gmail message. When typing up an email message, click “Add event invitation.”
  11. Add phases of the moon to your Calendar. Go to “Other calendars” and select Add public calendar
  12. Save your calendar as a PDF. Click on the Print button. A window will come up that will allow you to select “Save as.”
  13. Added the wrong thing? After every save you should be able to click Undo at the top of the screen.
  14. Quickly turn off all other calendars. On the arrow next to the calendar you want to see, select “Display only this calendar.”
  15. Meeting goes long and need to schedule another? Go to the the original event and select More actions > Duplicate event. This will allow you to send out a copy of the original invite at a different time.
  16. Have the day’s agenda emailed to you. Go to a calendar’s notification tab and select “Email daily agenda.”
  17. Add notes to your calendar and still be available in busy searches. Set “Show me as available”
  18. Hide the Calendar selections. There is an arrow next to “My calendars “and “Other calendars”; click this arrow to hide the list.
  19. Add a time in the name of an all day event. Either edit using Event details or use quotation marks around the time.
  20. Should I go to a meeting? When you receive an invite you’ll see a quick agenda view of the day of the appointment in the upper-right corner. You can also click “View calendar.”
  21. Add your calendar to an RSS Reader. Link it with HTML under “Calendar address.”
  22. Put your Calendar on your Gmail screen. In Gmail, go to Settings > Labs to enable the Google Calendar gadget.
  23. Add holidays to your calendar. Go to “Other calendars “and select Add > Add a public calendar.
  24. Add the Boise State Calendar. Go to Google Sites, click Browse sites, then click Calendar. When you bring up the Boise State Calendar page you can select the calendar you want. Add this to your calendar screen by clicking on the + in the bottom right corner.
  25. Hide the guest list. If you don’t want others to know who is coming to a meeting, uncheck “see guest list” in an event’s details.
  26. Put your meeting on the map. Put your address in the “Where” field in Event details. Recipients will have a link to a map to show them where the meeting is to take place.
  27. Grant friends or family rights to your calendar. Under Sharing, add the email address of a friend or family member and select the appropriate rights.
  28. Email your reminder. Reminders can be set to email or pop up on your screen
  29. Busy Search before scheduling. In the “Create event details” screen select “Check guest and resource availability.”
  30. Move an event to a different calendar. Under the appointment event details, select “Calendar” and change the option to a different calendar.
  31. Quickly add a task when creating an all-day event. You can switch between Event and Task in the all-day event dialog window.
  32. Automatically Select a Time. In the Busy Search screen, click “Find next available time.”
  33. Set your meetings to recur often. In the “Create event details” screen, select “Repeat” and specify the timeframe of the meeting.
  34. Put your department calendar on to your department web page. Under Calendar details is HTML code to paste into your website.
  35. Change the owner. Sometimes you may schedule a meeting but you don’t want to manage it long-term. Change the owner by selecting “More actions” under the event details.
  36. Search your calendar. Click on “Show search options” and select the details you would like to search on.
  37. Quick add an event. Click on “Quick add” at upper-left in your Calendar, type in the event name and date, and it will automatically add the event on your calendar.
  38. Display the weather. Set your location and click “Show weather” in Calendar settings.
  39. Copy an event to another calendar. Under the appointment details, select “More actions.”
  40. Print out calendar with meeting details. Choose the “Agenda view” and click Print. Make sure to select “Print descriptions.”
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