Google Calendar “How To” Brought to you by: A Virtual World LLC

Google Calendar “How To”  Two Ways to Create a Calendar Entry  How to Color Code Calendar Entries  How to Share a Calendar between friends, family member, clients, etc..  How to Import a Calendar  How to sync with phones and mobile devices  Multiple technical slides for gaining more use from Google Calendar

Two Ways to Create a Calendar Entry – option 1 To make a quick entry for a specific day and time, click on the day & time on the calendar Enter “What” the entry is for Then click on “Create event” button If you would like to add additional information to the entry, click on “Edit Event” button

Two Ways to Create a Calendar Entry – option 2 To create a calendar event with more information, i.e. all day, repeating, color code, share, click on the “Create” button

Expanded Calendar Event Window From this window, you can begin to “customize” the event

Multiple options when adding an event Time Zone Adding guests (sharing) Color Coding Which calendar you are adding the event to All of these settings can be changed and/or added at a later time.

Changing the time zone Here is where the option appears This is what the pop-up looks like. This option is essential when sharing a calendar with people (especially clients) that are in other times zones so that it appears on the shared calendar in the correct time zone for your client.

Searching for a time When adding the event you may either – 1) insert the time of the event or 2)Click the “find a time” tab which allows you to scroll through the day and pick a time that will work for you. Hint: Searching for time is great for a very busy calendar or for when sharing a calendar with someone else.

How to Color Code Calendar Entries Simply click the color that you would like to be associated with this task or type of event. You can also have multiple calendars and associate a different color with each type of calendar – i.e. one for family events, personal events, client calendars, etc.

Adding additional Calendars Each Calendar will be assigned a different color. You can change those colors if you choose. They will be displayed on your calendar in the color that they have been assigned. This is very useful for either organizing your personal life, or for managing a business life with multiple clients.

Creating Events on Multiple Calendars using Color Coding Click on the down arrow next to the calendar in which you want to add an event and click on “Create an event for this calendar.” Multiple calendars with colors

Multiple calendars and tasks on one page You can even have your tasks appear on this screen and simply check the box when completed and it will disappear. If you don’t want the tasks to appear – then either click the ×on the upper right or click “tasks” under “my calendars” to make the colored box go blank. Each calendar has a color associated with it now – if you do not want a certain calendar to appear, simply click the colored button next to the calendar, it will go blank and then disappear from the view There are many different options and variables to make your calendar useful and efficient for your personal and business needs

How to Share a Calendar The “Privacy” is set to “default” If you want to share with EVERYONE, select “Public”

Sharing a calendar with a specific person or group Sharing with a specific person – add their address – they will get notified via that you have shared your calendar with them. Here is where you can decide how much they will be able to do on the shared calendar

Things to think about when using Google Calendar…  Would you like to import your Outlook Calendar to your NEW Google Calendar?  Do you want to sync it to your phone?  Apple or Android?  Did you use Color Coding?  Do you want to color code your events or your calendars?  Are you sharing you calendar?  Should it be public or private  Who do you want to share it with?  Do you want to share a document, pdf or image?  Do you have Google docs?  Want to experiment with some of Google labs?

The following slides contain technical details for many other options  How to import an Outlook Calendar  How to import a Yahoo Calendar  How to Sync to your iPhone  Info on using Google Calendar with Mobile Devices  7 reasons to use Google Calendar  Google labs and their uses  Sharing documents and images

How to Import a Calendar from Outlook  Open Outlook  Click Calendar  Right click on the calendar you need to export and choose Save as  Select type iCalendar format  Click on More Options and select Date Range -> Whole calendar, Detail -> Full details  Click OK and then Save  In Google Calendar, click the down-arrow next to Other calendars  Select Import calendar  Click Choose file and find the file that contains your events, then click Open  Select the Google Calendar where you'd like to import events, then click Import  more information can be found at:

How to import a calendar from Yahoo  In your Yahoo! Calendar account, go to Actions, then select Export.  Select the desired Calendar(s), and save the[.ics] file. (Note: When your calendar contains more than one year's worth of data, we recommend that you manually divide the file into multiple, one-year segments and import them separately; otherwise, you may encounter errors.)  In Google Calendar, click the down-arrow next to Other calendars.  Select Import calendar.  Click Choose file and find the file that contains your events, then click Open.  Select the Google Calendar where you'd like to import events, then click Import.  The exported file doesn't support recurring Yahoo! events. Individual items will be created for recurring events that fall between the dates you've selected.  More information can be found at:

How to SYNC your Google Calendar to your iPhone  Open the Settings application on your device's home screen.  Open Mail, Contacts, Calendars.  Select Add Account...  Select Gmail.  Enter your account information:  In the Name field, enter your name as you'd like it to appear to others.  In the field, enter your full Google Account or Google Apps address.  In the Password field, enter your Google Account or Google Apps password.  If you are a 2-step verification user, please use an application-specific password instead of your regular password in this field.  In the Description field, enter a description of the calendar (e.g. "Personal Calendar").  Select Next at the top of your screen.  Make sure the Calendars option is turned on.  After you've completed setup, open the Calendar app on your device. Syncing will automatically begin.  By default, only your primary calendar will be synced with your device.  To Sync multiple calendars, view here:  More information can be found here:

Google Calendar with Mobile Devices  Google Calendar for mobile browsers offers a number of great features:  - The interface is automatically optimized for the device you're using.  - Keep track of your schedule, without having to sync your mobile device with your computer.  - Add events and invite guests.  Just go to in your phone's web browser to access Calendar  (Google Apps users can go to replacing 'your_domain' with your actual domain name).  Supported mobile devices  At this time, Google Calendar is available in two mobile versions: a basic version and an optimized version available for Android, iPhone and Palm webOS devices. If you have an Android, iPhone or Palm webOS device, Google Calendar allows you to add, edit, and delete events and event details, as well as respond to events. The basic version currently supports viewing your calendar(s) and adding new events via 'Quick Add.'  Using Calendar in the basic XHTML version  Unless you are on an Android, iPhone or Palm webOS device, you'll automatically be directed to the basic version of Google Calendar for mobile browsers. This version currently supports viewing your calendar(s) in the Agenda view and adding new events via 'Quick Add.' Note: Quick Add functionality is currently only available in the English interface. It's not possible to edit or remove events on your calendar(s) in this version.  Using Calendar on Android, iPhone and Palm webOS devices  On an Android, iPhone or Palm webOS device, Google Calendar allows you to add, edit, and delete events and event details, as well as respond to events. You can also access Google Calendar via an 'app' shortcut.

7 reasons to use Google Calendar  Organizing your schedule shouldn’t be a burden. With Google's free online calendar, it’s easy to keep track of life’s important events all in one place.  Share your schedule  Scheduling is easy if you know when everyone is free or busy. Let your co-workers, family, and friends see your calendar, and view schedules that others have shared with you. Learn how to share your calendar.  Get your calendar on the go  Access your calendar when you're away from your desk with two-way syncing to your phone or tablet. You can use a mobile version of Google Calendar made for small screens or a calendar built in to your phone. Learn how to sync your calendar with a mobile device.  Never forget another event  Stay on schedule using reminders. You can choose to be notified by or receive text messages directly to your mobile phone. Learn about reminders and notifications.  Send invitations and track RSVPs  Invite other people to events. Guests can RSVP to your events by or via Google Calendar. Learn how to invite guests to your event.  Sync with your desktop applications  Work offline  Know where you’re supposed to be even when you don’t have Internet access. With offline access, you can check your calendar wherever you are.  Google Calendar is free 

Google Labs that be used to enhance your Google Calendar experience  Google Calendar Labs is a testing ground for experimental features that aren't quite ready for primetime. They may change, break or disappear at any time. More information regarding these features /render?settings=4 Hide Morning and nightFree or busy Gentle RemindersJump to date Automatically declining events Next meeting Event flairWorld clock Who's my one-on-one with?Attaching documents, images and PDF’s Year viewBackground images

Sharing a document, image or PDF on your event calendar  Want attendees to take a look at a report or agenda before a meeting? Attach a Google document, spreadsheet, or presentation to your event, or upload a file from your computer. You must have a Google Docs account in order to enable this lab and add documents as event attachments, but you don't need to have a Google Docs account to simply view documents that have been attached to events by others.  Event guests do not automatically have permission to view Google Docs attachments. You must share each attached document with every guest. Learn More here – 

Have fun experimenting! Do not give up, the beginning is always the hardest… Feel free to visit me at: