Using Google Calendar
Edited from The G-Suite Learning Center
Create an event
- In calendar.google.com, click an empty time slot in the calendar grid and click Event. You can also click Create in the lower right corner.
- (Optional) To create an event using another calendar, next to your name, click the Down arrow and select a calendar.
- Add an event title, date, and time, and click More options or Save.
Invite guests
- Open your event and on the Guests tab, go to Add guests and enter the first few letters of a person’s name or email address in the box. Matching names and addresses in your organization’s directory appear as you enter text.
- Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address.
- (Optional) To mark a guest’s attendance as optional, hover over the guest name and click Mark optional.
- (Optional) To allow guests to modify the event, invite others, or see the guest list, under Guests can, check the appropriate boxes.
- Note: Add a Google Groups mailing list address to invite a large group of people at once.
Reserve a room and resources
(example - Boston Conference Room)
- On the Rooms tab next to Guests, choose an option:
- In the Add rooms box, start entering a room name.
- By default, it shows Available rooms only for your selected time frame. Click Include unavailable rooms to browse the full list of rooms.
- Select a room that matches your needs.
Add event details
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Choose a time zone.
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Set up a recurring event.
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Find a time —Find a time when your coworkers are free for the meeting.
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Add event details—Add the meeting location, send event notifications, and more.
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Add an event description—Add details, such as contact information, instructions, or links for your event. Format your description by adding bold, italic, or underline, or add lists and links.
Save or update an event and notify guests
When you’re finished filling in the details, save your event and send invitations.
- Save your event:
- Click SAVE.
- Click Send to notify guests by email or Don’t Send if you don’t want to notify guests at this time.
- If you’re inviting people outside of your organization, click Invite External Guests to notify them or Continue Editing to notify them later.
- Update an existing event - you can update an event time, invite more guests, add a note, and more.
- In the Calendar grid, click the event and then click Edit (the pencil).
- Make your change, such as updating an event time, or attaching a file.
- Click SAVE.
Respond to events
When you get an invitation to an event, it appears on your calendar.
Reply to an invitation:
- In the Calendar grid, click the event and at the bottom, select your response.
- (Optional) To change your response at any time, click the event and choose a new response. You can also add a note to your RSVP.
- Note: You get invitations by email as well. If you're using Gmail, you can respond to the invitation by clicking RSVP in the email invite, or select a response option in the email.
Events on your calendar look different depending on how you’ve responded:
- If you’re attending an event, the event will be a solid color.
- If you’ve answered maybe to an event, you’ll see diagonal lines across it.
- If you haven’t replied yet, you’ll just see the event’s outline.
- If you said no, you’ll only see the outline and the event will be crossed out.
Check guest attendance
See who's accepted or declined your event invitation:
- Open your event and in the guests field, see responses from your guests.
- If you invite a group to an event, click the Down arrow to see responses from your guests.
Delete and restore events
Delete an event:
- Click the event in your calendar grid and click Delete (trash can).
Restore an event you deleted by mistake, or permanently remove deleted events:
- To find your deleted event, click Settings > Trash.
- Hover over the event and choose an option:
- To restore the event, check the box next to the event and click Restore (undo).
- To permanently delete the event, check the box next to the event and click Delete (trash can).
- (Optional) To delete all events in your trash, at the top right, click Empty trash.
Note: Deleted events remain in a calendar's trash for approximately 30 days.