Google Calendar Tips and Tricks

Description

Below are steps for how to create and share Google Calendars, as well as directions for sharing a calendar and using the Find a Time and Suggest a Time features.

Instructions

Create a Google Calendar

Go to Google Calendar
Sign in with your ISU Email and Password (if prompted)
- Note: If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
  - If you are not using your ISU account, click on your profile image or initials at the top right corner of your browser. If you are using your ISU account, then select the profile with your ISU information.
  - If your ISU profile hasn't already been added as another account, choose Add Another Account at the bottom of this menu and add your ISU account.
On the left, next to "Other calendars," click Add Other Calendars
Add a name and description for your calendar.
Click Create Calendar.
If you want to share your calendar, click on it in the left bar, then select Share with specific people.

Share Google Calendar with Specific People

You can share your work calendar with specific people by changing permissions on your Google calendar.

Go to Google Calendar
Sign in with your ISU Email and Password (if prompted)
- Note: If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
  - If you are not using your ISU account, click on your profile image or initials at the top right corner of your browser. If you use your ISU account, select the profile with your ISU information.
  - If your ISU profile hasn't already been added as another account, choose Add Another Account at the bottom of this menu and add your ISU account.
Locate My calendars (left sidebar)
Select the three vertical dots to the right of the calendar
Select Settings and sharing
Scroll to Share with specific people
Click + Add People
Type the Email address of the person you want to share your calendar with
1. Note: To add multiple people, you can continue entering email addresses
Choose Permissions from the drop-down (explanations provided below)
Select Send

**Permissions**
Permission	People with this permission...
See only free/busy (hide event details)	Viewers can see whether you are free or busy by adding and viewing your calendar or by trying to schedule an appointment with you Note: Viewers will only see blocks of time labeled "busy."
See all event details	Viewers the event’s details, including time, name, location, etc. Note: Viewers cannot see private events and can't change any event setting
Make changes to events	Viewers can make changes to your calendar (edit, add, or remove) but cannot change who can view or edit the calendar. Note: Users with this authority can see private events
Make changes to events and manage sharing	Viewers can edit, add, and remove events and an invite and remove and edit the calendar sharing permissions. This permission gives the person the same rights as the calendar owner. Note: Users with this authority can see private events

Share Google Calendar with Idaho State University

Go to Google Calendar
Sign in with your ISU Email and Password (if prompted)
- Note: If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
  - If you are not using your ISU account, click on your profile image or initials at the top right corner of your browser. If you are using your ISU account, then select the profile with your ISU information.
  - If your ISU profile hasn't already been added as another account, choose Add Another Account at the bottom of this menu and add your ISU account.
Locate the My Calendars section (left sidebar)
Select the three vertical dots to the right of the calendar
Select Settings and sharing
Scroll to Access permissions for events
Choose Access Permissions Level from the drop-down (explanations provided below)
Select the check box under Make available for Idaho State University

Access Permissions in Google Calendar

Permission	People with this permission...
See only free/busy (hide event details)	Viewers can see whether you are free or busy by adding and viewing your calendar or trying to schedule an appointment. Note: Viewers will only see blocks of time labeled "busy."
See all event details	Viewers can see the event’s details, including time, name, location, etc. Note: Viewers cannot see private events and can't change any event setting

Find a Time and Suggest Times features in Google Calendar

You can use these features next time you need to set up a meeting with your busy co-workers. This is easy to set up, with protections to guard your privacy, and it simplifies working together.

Share Your Calendar

First, you need to share your calendar with ISU (see the tip above).
This setting in your calendar allows others at ISU to view (not change) your calendar. It can also be set so people can only see if you are free or busy.

Hover your cursor over the calendar name you wish to share (bottom left of the main Calendar page).
Click on the three dots that pop up, and select Settings and sharing.
On the next page, find Access permissions (second heading down).
Scroll to Make available for Idaho State University.
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. In fact, it only impacts the Find a Time and Suggested Times features.

Option 1 - "Find a Time" Meeting Feature

Click on your calendar to select a time
Click More options at the bottom of the pop-up window.
Add guests to your meeting by typing in their email addresses in the Add guests box
Click 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.
- 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.
Click on an available time, and the time and date of the event shifts to the time and date you clicked.
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.

Option 2 - "Suggested Times" Meeting Feature

Click on your calendar to select a time
Click More options at the bottom of the pop-up window.
Add guests to your meeting by typing their email addresses in the Add guests box on the right.
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.
Click on one, and the time and date of your calendar event will change to match the one selected.
Add an event title and save it.
- The calendar invites your guests for the date and time you know they are available. However, this only works if they have shared their calendar with ISU. 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 require your guests to share their calendars with ISU, as explained above. It’s helpful to show your guests the difference it makes when setting up meetings. (Remind them that they can only choose to 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.

Contact ITS if you need additional assistance

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