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Calendar

Overview

This page contains User Guidelines for working with Google Calendar.

Google Calendar service is not just a single calendar, but a environment for using a collection of calendars.  They include your own calendars, our Google Apps calendars, Google public calendars (e.g., Holidays), and other publicly shared calendars (e.g., 49ers game schedule), etc.  Some calendars may appear automatically on your calendar page, while to see others you must first subscribe to them.

Google has made it quite flexible for you to see and use calendars.
  • Embed calendars into web pages
  • Use calendars in your personal Google Calendars page
  • Use calendars via your computer's calendar application (e.g., iCal, Outlook)
  • Use calendars on your smartphone

Your Google Calendar Page

If you have a Google Account, you have a calendar page: http://calendar.google.com or http://www.google.com/calendar.
In addition to your personal calendar, you can add many other calendars, including those from our Google Apps.

ORG-specific

The organization (ORG) has deployed this service to provide a general organization calendar and to provide activity-specific calendars.

The organization should include a list of calendars on a main site www.orgname.com, or main intranet site.  In addition, activity-specific calendars should be listed on the activity's site and group posts.

Permissions

Calendars may have restricted permissions or may be publicly viewable.
  • Public Calendars - calendars set to 'Public' unrestricted access are accessible without a login. The advantage to public calendars is that anyone is able to view the calendar without first needing to log into their Google Account.  This is especially useful for calendars that are embedded into the organization's website.
  • Restricted Calendars - Some calendars containing sensitive information may have restricted permissions to limit access.  To view the contents of these calendars you must be logged into your Google Account (even if they are embedded into a website).

Getting Started

Prerequisites

If permissions for this service are restricted such that only specified individuals or groups can access the content, then you must have a Google Account and must be logged into the account to access the content.  Refer to User Help -> Accounts for help with account options.

Some activities may restrict access the access to their calendars.

Initial Setup

Add/Subscribe Calendars into your Google Calendars

Follow these instructions to subscribe to (add) calendars of interest into your Google Calendars page.

Automatic Additions:  If someone shares a calendar with you individually using your Google Account email address, the calendar will automatically get added to your Google Calendars page.  That's very easy.  You may adjust the calendar's color and name should you desire using the right drop-down arrow for the calendar.  If you don't want to see it you have 3 options:
  1. If you want to see it occasionally, you can toggle it from a visible to hidden state by clicking on the calendar's name in the list of 'Other Calendars' on the left sidebar.  When you are interested, simply click on it again and that calendar's events reappear.
  2. To keep access, but remove it from your main Google Calendar screen, go to 'Settings' -> 'Calendar' tab , identify the calendar in the list of 'Other calendars' and uncheck the 'Show in List' checkbox.
  3. To completely remove it, go to 'Settings' -> 'Calendar' tab , identify the calendar in the list of 'Other calendars' and click on 'Unsubscribe' to remove it from your account.
Manual Additions:  You will have to manually add a calendar in these cases:
  • Calendar was shared with a group of which you are a member.  You will receive an email with a link to click to add the calendar to your Google Calendar page.  To add the calendar:
  1. Log into your Google Account.
  2. Click on the link in the email message.
  3. Check that the calendar has been added to your list of 'Other calendars'.
  4. You may adjust the calendar's color and name should you desire using the right drop-down arrow for the calendar.
  • Any Public Calendar you would like to add:
  1. Obtain the calendar's identifying information such as the iCal Feed which is a URL.
  2. Log into your Google Account.
  3. Go to your Google Calendar page.
  4. In the left sidebar, select the right drop-down for 'Other calendars' and select ' Add by URL'.
  5. Enter the iCal Feed URL in the ensuing dialog box and click 'Add calendar'.
  6. Check that the calendar has been added to your list of 'Other calendars'.
  7. You may adjust the calendar's color and name should you desire using the right drop-down arrow for the calendar.  
Other Interesting Calendars: In addition to the organization's calendars, you may be interested in subscribing to other calendars Google supplies (Holidays, Phases of the Moon, Sunrise and Sunset, etc.) or 3rd party suppliers have listed in the Google Calendar directory.  To get to the directory follow these steps:
  1. Start on your Google Calendars page: http://calendar.google.com 
  2. Select Settings (under the gear icon).
  3. Select the 'Calendars' tab within Settings.
  4. Scan down until you see "Other Calendars", then look to the right side for a link "Browse Interesting Calendars".

Setup Computer Calendar Applications for Google Calendars 

You can have Google Calendars directly accessible from the calendar application you use on your computer, such as Microsoft Outlook or Apple iCal.  Google provides these instructions:
      1. Prerequisite – the calendar must already be added into your Google account.
      2. Launch iCal.
      3. Open ‘Preferences’ and select the ‘Accounts’ tab. 
      4. Select your Google account that's associated with the ORG-Demo, and click the ‘Delegation’ sub-tab. 
      5. Scroll down the list until you find ‘ORG-Demo’ and click the checkbox next to the calendar name. 
      6. Close preferences.
      7. Back on the main iCal screen, click the 'Calendars' button in the top left to open a list.  In the ‘Delegates’ section you should see an entry for the calendar you just added. You can use the check mark to toggle it on/off (visible/hidden).

Setup Smartphones for Google Calendars

If this is a new Google account, start by adding the Google Account to your phone (refer to TBD).
  • Here's the Google Support for Mobile setup of Google Apps: http://learn.googleapps.com/mobile-users-3/
  • Android:  When you add a Google Account to your smartphone (Android) all calendars on your Google Calendars page are available in the phone.  If they don't automatically appear, you should check whether they are syncing and set to display.  To do this, starting in the Android Calendar app, open 'settings', and select 'Calendars to Display'.  Review these settings and adjust if necessary, then select 'Calendars to Sync' review and adjust these settings.

Using Calendars

The general user population are consumers of our calendar information, thus you have read-only access to these calendars.  Managers with editing permissions to a calendar are able to edit the calendar from any of the interfaces listed below, so it's possible to make urgent calendar updates from your smartphone.

Using Calendars in Webpages

When a Google Calendar appears in a webpage it may provide you with many of the features you already know.
Such as...
  • If multiple calendars are combined in a single view, you usually have the ability to toggle individual calendars hidden/visible.  This is done vie a drop down arrow in the top right of the calendar.
  • Switch between views:  Monthly, Weekly, Daily and Agenda.
  • Click on entries to see details.
  • Copy entries into your personal calendar.
  • Print.
  • Add this calendar into your personal Google Calendar (as a new 'Other Calendar') - done by clicking on the 'Google" icon which appears at the bottom right corner.

Using your Google Calendar page

Here are some brief tips:

Create calendar events

To create an event, start by clicking on the time that you want to schedule and you'll see a dialog box.
  • If you are able to edit multiple calendars you'll see a calendar field with drop-down list, select the desired calendar for the event.
  • Enter the Event Title.
  • Then click 'Edit Event' to get a full page for data entry, and please complete any fields that are meaningful.
    • Where - please fill it in and check that it works.  Provide a full address, since this is useful for smartphone navigation. The proper format is the standard mail address followed by additional comments building name, room etc. in parenthesis  e.g., "1600 Pennsylvania Ave., Washington DC 20500 (White House, Oval Office)"   Don't forget to test that the address works to pull up the correct location using the 'map' link (Google Maps). 
    • Description - please include useful information including a contact (name, email, phone).  URLs linking to websites are permitted.
    • Add guests - to send invitations to other people, you can even invite a Google Group and it will expand into a list of individuals for tracking their responses.
    • Attachments - you can attach files (Google Drive files or upload files) to calendar events.  First you must enable this feature in you Google Calendar settings:  go to 'Settings' -> 'Tabs' and scroll down to 'Event Attachments', click 'Enable' and 'Save'.

Reminders and Notifications

Your calendars can reach out to you in two manners:  
  • Reminders are the messages you received prior to events - typically as 'pop-ups' or in your phone, but can also be set to send email.
  • Notifications are email or SMS messages a calendar sends you, typically when your calendar contents have changed.  These are particularly helpful when there are multiple people editing a calendar and you want to be notified when events are added, changed or deleted.  If you are co-managing a calendar, consider turning on this feature.
To adjust these settings:  To to the calendars.google.com page, identify the calendar in the left sidebar.  There using the drop-down list on the calendar's right side, select 'Reminders and Notifications'.

Calendar Invitations for Groups

Groups can be invited to Calendar Events.  Learn more at at this link

Keyboard Shortcuts

Google Calendar supports keyboard shortcuts for common navigation and task.  Some that I regularly use are:
  • p = previous date range
  • n = next date range
  • t = today - jump to date range that includes today
  • d = day view
  • w = week view
  • m = month view
  • c = create event
  • ? = open shortcut help (for the complete list)

Toggle calendars (hidden/visible)

If you feel overloaded with events on your calendar, you can hide calendars to unclutter your view.
  • To hide a calendar, click on it in the left list (when its color square is white, the calendar is hidden, when the square is colored its events are visible).  
  • To see only one calendar, click on its drop-down arrow and select 'Display only this calendar'.

Using Calendars with Computer Calendar Applications

Since you're familiar with the operation of your computer's calendar application, there's little to say:
  • Most users are 'read-only' users and cannot edit the calendars.
  • Managers who have edit permission to a calendar will also be able to edit the calendar from their computer's calendar application.  WARNING: Please be aware that some applications have some problems synchronizing with the Google Calendar, particularly when editing recurring events.  If you plan to edit our calendars using your computer application, I encourage you to do a little web research to see if there are known problems with your application interacting with Google Calendars.  When in doubt, use the Google Calendar website to edit the calendars. 

Using Calendars on Smartphones

As a consumer of this information, you have read-only access to the calendar information.  Managers with editing permissions to certain calendars will be able to edit them from all devices, including their smartphones.

Android

Note: when you add a Google Account to your smartphone (Android) all calendars on your Google Calendars page are available in the phone.

Using the phone's calendar settings, you may
  1. Select which calendar syncs onto the phone. 
  2. Select which calendars to display.

Others

Google Help pages for setting up smartphones for Google Apps: http://learn.googleapps.com/mobile-users-3/

Learn More

Here are some links to Google Help and Learning for this service:
Additional Google Apps help and learning resources are listed on our Google Apps Help page.