Google Calendar: Find a Time and Suggest a Time features

Issue / Question
Information on the Find a Time and Suggest a Time features in Google Calendar. 
  • How do I suggest a meeting time in Google Calendar?
  • Can I find a meeting time in Google Calendar?
Environment
  • Platform
    • Google Calendar
  • Audience Affected
    • Faculty
    • Staff
    • Students
Resolution
You can use these features next time you need to set up a meeting with your busy coworkers. This is easy to set up,with protections to guard your privacy, and it makes working together much simpler. 
Share Your Calendar
  • First, you need to share your calendar with ISU.
  • This setting in your calendar allows others at ISU to view (not change) your calendar, and can be set so people can only see if you are free or busy. 
  1. Hover your cursor on the name of the Calendar you wish to share (bottom left of the main Calendar page).
  2. Click on the three dots that pop up, and select Settings and sharing.
  3. On the next page, find Access permissions (second heading down).
  4. Scroll to Make available for Idaho State University.
  5. Check the box See only free/busy (hide details) to make your calendar available to ISU and set the level to free/busy only.
    • Note: This does NOT mean that your calendar will appear on everyone’s screen, and, in fact, only impacts the Find a Time and Suggested Times features.   
Find a Time
Option 1: Find a time 
  1. Click on your calendar to select a time
  2. Click More options at the bottom of the pop-up window.
  3. Add guests to your meeting by typing in their email addresses in the Add guests box
  4. Click on the Find a Time option, next to Event Details (left side).
    • A modified calendar appears showing the schedules of the people on your guest list, side by side—IF they shared their calendars as explained above.
    1. If they didn’t share their calendar, it won’t show up at all. You can move back and forth through the days, looking for an open time slot in all your schedules.
  5. Click on an available time, and the time and date of the event shifts to the time and date you clicked.
  6. Add an event title and save it.
    • The calendar sends your guests an invite for the date and time when you know they are available.
Suggested times
Option 2: Suggested Times
  1. Click on your calendar to select a time
  2. Click More options at the bottom of the pop-up window.
  3. Add guests to your meeting by typing in their email addresses in the Add guests box on the right.
  4. Click SUGGESTED TIMES 
    • This gives you a list of times when the other participants can attend. This is helpful if you have a large group of attendees (under 200) to invite.
  5. Click on one and the time and date of your calendar event will change to match the one selected
  6. Add an event title and save it.
    • ​​​​​​​​​​​​​​The calendar sends your guest an invite for the date and time you know they are available. This only works if they have shared their calendar with ISU, however. If they have not, a star will appear by their name and the message *Calendar cannot be shown will appear below the list of guests. 
Note: These tips are handy and easy to use, but they do require your guests to share their calendars with ISU, as explained above. It’s helpful if you can show your guests the difference it makes for setting up meetings. (And remind them that they can choose to only show Free/Busy). You can also share this article with them to explain these features.   
Once they’ve shared their calendars, you can skip polls and phone calls and go straight to scheduling a time that works for everyone.  

Please get in touch with the IT Service Desk for additional assistance.
 (208) 282-4357 or Go to chat

Details

Article ID: 140715
Created
Tue 1/18/22 1:12 PM
Modified
Thu 6/2/22 2:01 PM