google calendars i - northside independent school district€¦ · the google bar is located in the...

Google Calendars I

Copyright © 2014 Northside ISD Technology Services

Google Calendars I

Table of ContentsIntroduction .......................................................................................................3

The Google Bar ..............................................................................................3Calendar Main Window ....................................................................................3My Calendar & Other Calendars ........................................................................3

Turning Calendar Visibility on/off ..................................................................3Other Calendar Options ...............................................................................3

General Settings ............................................................................................3Navigating to Other Dates ...............................................................................4Searching the Calendar ...................................................................................4

Creating an Event ...............................................................................................4Event Details .................................................................................................4Inviting Guests ..............................................................................................5

Suggested Time Tool ...................................................................................5Find a Time Tool .........................................................................................5

Reserving a room or Resource .........................................................................5Rescheduling an Event & Notifying Guests .........................................................6

Replying to an Event ...........................................................................................6Replying from Gmail .......................................................................................6

Replying from the Subject Line .....................................................................6Replying from inside the message ................................................................6

Replying from Google Calendar ........................................................................6Setting Reminders & Notifications .....................................................................6

Sharing Calendars ..............................................................................................7Creating & Sharing Calendars...........................................................................7Inviting People to View a Calendar ....................................................................7Sharing & Editing My Calendars ........................................................................7

Permission Settings ....................................................................................8Adding & Editing Other Calendars .....................................................................8

Adding CoWorker Calendars .........................................................................8Adding Resource Calendars ..........................................................................8

Extras ...............................................................................................................9Mobile Setup ..................................................................................................9Printing Calendars ..........................................................................................9Labs .............................................................................................................9

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Introduction

The Google BarThe Google Bar is located in the top-right corner of Google Calendar. The google bar has 2 buttons:

• The Apps Grid: Use to navigate to other Google applications, such as Gmail or Drive.

• The Account button: (Your e-mail address) allows you to switch accounts, add accounts, log off, and change security settings for an account.

Calendar Main Window• Create Button: used to create events in Google Calendar.

• Mini Calendar: allow a user a quick view of the month and a way to quickly jump to a date by clicking on a specific day.

• My Calendars: calendars that a user has manage rights for.

• Other Calendars: calendars that have been shared with you or are available publicly.

• Calendar Viewing Pane: shows the calendars in different views.

• Views button: allows a user to switch the view of their calendar from weekly to another view.

• More Button: used to print a calendar or refresh the calendar.

• Settings Button: allows the user to change the viewing and calendar settings.

• Account Settings: allows a user to change settings for their entire google account or sign into another account.

My Calendar & Other CalendarsLocated on the left side of the screen, all calendars that you have access to view, show up in one of two categories:

• My Calendars: Calendars that you have ownership rights to; meaning you can view, edit, and share the calendar with others.

• Other Calendars: Calendars that you can view and possibly edit (if the rights have been granted to you).

Turning Calendar Visibility on/off

Other Calendar Options

General Settings1. From your Main Calendar window, click the SETTINGS GEAR.

2. Click SETTINGS. The settings menu will come up with four tabs: General, Calendars, Mobile Setup, and Labs.

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3. From the General tab, SCROLL down.

4. In the Event Dimming section, CHECK THE BOX for Dim past events.

5. UN-CHECK THE BOX for Dim recurring events.

6. Scroll down to Show events you have declined and select the YES radio button.

7. In the next section labeled Automatically add invitations to my calendar, select the button for YES, BUT DON’T SEND EVENT REMINDERS UNLESS I HAVE RESPONDED “YES” OR “MAYBE”.

8. Click SAVE. You will be returned to your main calendar screen.

Navigating to Other Dates

Searching the Calendar

Creating an Event

Event Details1. Name your event.

2. Select the start date and time.

3. Select the end date and time.

4. If the event is all day, click the check box next to ALL DAY.

5. If the event repeats daily, weekly, monthly or even yearly, click the CHECK BOX next to repeat…

6. Choose how often the event repeats by clicking the right option in the REPEATS: Drop down window.

7. Fill in the other criteria.

8. Choose when the repeating event will end.

9. Click DONE.

10. Make sure you are in the EVENT DETAILS Tab.

11. Type in a location in the field next to WHERE.

12. Choose which calendar that the event is based on.

13. Type in your Description.

14. If you enabled the event attachment lab, you may add an attachment to the event.

15. Choose your EVENT COLOR.

16. Add or Edit your reminders.

17. Note: Reminders are only for your personal use; reminders you set will not be transferred to other event invitees.

18. Choose your availability.

19. Available: Still available to be booked for other events.

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20. Busy: Cannot be booked for other events.

21. Choose your Privacy setting.

22. Default: Automatically defaults it to your default setting as defined in your calendar settings.

23. Public: Details Viewable to all.

24. Private: Shows as busy on your shared calendar.

25. Click the SAVE Button at the top left side of the screen.

26. You will be taken to the main calendar screen with your event showing up on the calendar.

Inviting Guests1. If you have not created the event yet, see EVENT DETAILS.

2. From the main calendar screen, click on the created event that you wish to invite attendees to.

3. To add Guests, click the GUESTS link.

4. Type in the name or e-mail address of the guest you wish do add in the field that says ENTER E-MAIL ADDRESSES.

5. The calendar app will try to auto fill from your personal and the company address book. When you have the right person selected, press enter or click the selected name, they will automatically be added to the event.

Note: System Groups and personally created groups can also be added as guests.6. Choose the permissions levels of the guests.



Suggested Time Tool

Find a Time Tool

Reserving a room or Resource 1. If you need to reserve a room or resource, click ROOMS, ETC. on the right side of the screen.

2. Choose your campus number or location.

3. If the room you wish to book is not showing, it may be already booked.

4. To check if the room is booked, un-check the box next to SHOW ONLY AVAILABLE.

5. Choose the room you wish to book.



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Rescheduling an Event & Notifying Guests

Replying to an Event

Replying from GmailWhen someone sends you an invitation to an event, you will receive an e-mail with an invita-tion and a question asking if you are going to attend or not.

Replying from the Subject Line

Replying from inside the message

1. Open the e-mail with the invitation. In the top left, you will see a box with a question “Going? YES - Maybe - No”.

2. Select your response.

3. An e-mail will be sent to the sender and the event will be updated with your response.

Replying from Google Calendar1. When an invitation is sent to you, the event will also show up on your calendar with a curved arrow.

• The curved arrow indicates that you have not accepted or rejected the invitation.2. Click on the event.

3. At the top of the screen, a yellow bar will appear asking if you are going to the event. Click YES, MAYBE or NO; depending on whether or not you can attend.

4. If you are going, you have the option to add the number of additional guests that will be attending. To do so, click the field after the + sign and enter the number of additional guests coming with you.

5. If you wish to set a reminder for an event you were invited to, click the Drop down boxes in the REMINDERS section of the page.

6. When you are finished, click SAVE located near the top left corner of the page.

Setting Reminders & Notifications1. From your Main Calendar window, click the SETTINGS GEAR.

2. Click SETTINGS. The settings menu will come up with four tabs: General, Calendars, Mobile Setup, and Labs.

3. Click CALENDARS.

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4. Click the REMINDERS AND NOTIFICATIONS link to the right of the calendar you wish to set up. The reminders and notifications menu will appear for the calendar you selected.

5. To be notified of an event on the calendar, click ADD A REMINDER. By default, google calendar creates a setting for a Pop-up calendar 10 minutes before an event.

6. To change the event reminder type, click the DROP DOWN delta next to Pop-Up and Select the type of reminder you want.

• Pop-Up: If calendar is open in Chrome, a pop-up window will appear on the calendar tab.• E-mail: Google calendar will send you an e-mail for the event.• SMS: Google calendar will send a text message for the event.

NOTE: SMS will not be an option unless you have set up your phone by going to the Mobile Setup Tab and following the instructions.

7. Enter a NUMBER for the time increment before the event.

8. Choose the TIME INCREMENT you wish to be notified before the event.

• Minutes

• Hours

• Days

• Weeks

9. To remove a reminder, click REMOVE at the end the reminder.

10. In the section labeled Choose how you would like to be notified, you can turn on other notifications by CHECKING THE BOX next to the different event triggers.

Sharing Calendars

Creating & Sharing Calendars

Inviting People to View a Calendar

Sharing & Editing My Calendars1. Click the Boxed Arrow to the right of the calendar you want to share.

2. Select SHARE THIS CALENDAR.

3. Under the section, SHARE WITH SPECIFIC PEOPLE, click the ENTER E-MAIL ADDRESS field.

4. Type the FULL E-MAIL ADDRESS of the person or group you wish to share the calendar with.

• e.g.: [email protected]

5. Choose the PERMISSION SETTINGS.

• Normally, select SEE ALL EVENT DETAILS.

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6. Click the ADD PERSON button. The person or group will show up below the e-mail address field.

7. If you are satisfied with the settings, click SAVE at the top of the screen.

Permission Settings• Make changes and manage sharing

o Also known as Manage rights

o Highest level

o Can create, change and delete events

o Can change sharing permissions of the calendar

• Make changes to events

o Can create, change and delete events

o Cannot change sharing permissions of the calendar

• See all event details

o Also known as “view only” rights

o Can see the details and event names

o Cannot change events at all

• See only free/busy

o Lowest permission level

o Can only see busy time blocked out

NOTE: If you wish to share a calendar with an entire campus, enter the e-mail address as follows: all-YOUR [email protected] (eg: [email protected])

Adding & Editing Other Calendars

Adding CoWorker Calendars

1. On the left side of the main calendar screen is OTHER CALENDARS.

2. To add a coworker’s calendar, type your coworkers name or e-mail address in the box that says ADD A COWORKERS’S CALENDAR.

3. Click on their name or hit enter. The calendar should show up on your main calendar screen.

4. If the calendar does not show up right away, refresh your browser window by pressing the F5 Key.

5. If you already have calendars in the other calendars section you can toggle them off or on. To toggle the calendar on/off, click the CALENDAR NAME on the left side.

Adding Resource Calendars

1. On the left side of the main calendar screen is OTHER CALENDARS.

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2. Click the Boxed Arrow to the right of OTHER CALENDARS.

3. Select BROWSE INTERESTING CALENDARS.

4. Near the top of the screen, click MORE.

5. Click the RESOURCES FOR NISD.NET link.

6. Click on your campus number or department area.

7. You will see all rooms and resources that have a calendar created for them. Find the room or resource you wish to view and click SUBSCRIBE to the right of the name.

8. At the top of the screen click <<BACK TO CALENDAR. Your new calendars will show up under the Other Calendars on the left side.

9. To toggle the calendar on/off, click the CALENDAR NAME on the left side.

Extras

Mobile Setup

Printing Calendars

Labs

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google calendars i - northside independent school district€¦ · the google bar is located in the...

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