1. Basic Google Calendar in the Library

2. Introduction Aim 1: Google calendar used across the Library staff
Aim 2: Minimum level of use would like to see – to show leave, meetings, seminars, other time you cannot be disturbed or be available for meetings. BUSY in calendar terms means you are not free to be attending meetings, workshops etc (does not mean you are not busy in your job…)
Aim 3: Minimum access level that all Library staff offer in settings for calendar sharing is access to all at UCD, showing busy/free time only.
If aims 1-3 can be achieved this enables booking of meetings without needing or doodle or having any delay to ask other staff to let you see their basic calendar
Using other calendars – must either add also to Google calendar OR synch if using say Outlook
Calendar is portable; and it is shareable

3. PART ONE: THE BASICS
Access
Tour
Settings

4. 1. Access UCD Connect login and then click on Calendar
It is quite independent of UCD Connect though so you can go to google.ie, login and then get calendar via Google
Mobile devices with Calendar app will synch automatically with your Google calendar, very convenient in meetings etc, add in on the mobile device and appears in your calendar

5. 2. A tour Can seem a bit daunting at first glance
Top right alter the display options
Right bar is tasks if you are using that and at top of each day they also show that are due
Top left navigate through the calendar arrows or use the calendar – optional extra is year display
Create button at left is one way to create events
Left is the list of calendars you can view
Middle is the nitty gritty – all day events at top, timed events in the rest

6. 3. Settings
Take a look at LABS – option to suppress early morning and late evening slots; year at a glance option; others also....next meeting, icons..
GENERAL SETTINGS – date and time display styles, custom view, change your working day when available for meetings, automatically add invitations to my calendar
CALENDAR SETTINGS
Set Public for UCD free/busy as minimum

7. Calendar settings continued
If your default setting is everyone at UCD can see just when you are busy, no detail, you can list individual people to see more details
If you want to let everyone at UCD see the details of your events you can
If you want to let people everywhere see your calendar at either just busy or detailed levels that is up to you also
Whoever you have allowed to see details of your events, for any individual event you can hide the details and make it private to yourself

8. PART TWO: Creating entries
Standard events
All day events
Repeat events
Tasks
Editing – change details or for time changes drag and drop

9. 4.Standard events
Choice of ways to add an event – on the diary space pop up; using left red Create button; mark up the time and create event
What, where, description
Colour scheme if you wish
Reminders, Attachments
Privacy settings – override your general calendar setting to make the details private for everybody, if this is just a “note” to you make the setting available so you do not appear as busy
Edit | Delete | Change date and time

10. 5. Further event creation options
All day event. Can use it for things like leave, conferences, (better to block up the whole day?).. or for “tasks” that repeat regularly. Appear at the top of each day.
Repeat event – regular cycle weekly, monthly of event
Duplicate event – a series of similar events but on different dates e.g. Mon, Wed, Fri of the week or slightly different dates each month

11. 6 Task Creation Private to do lists
Good for 1-off things that can be done any time during the day
Task list at right side of all outstanding tasks
Tasks appear at the top of the day when they must be completed
You can create multiple lists for different types of work

12. PART THREE: Fixing meetings
Checking group of peoples’ calendars – option to let the system find a time is good one to use
Inviting people to meetings in Calendar
Importance of replying when you get an invitation so the organiser and owner knows if you are going to attend or not
You can set things up variably but if you set it up so, when you say YES I am attending a meeting, it will appear in your calendar, you do not have to do anything if another invites you, other than say yes (or no, don’t say maybe unless give a note)

13. 7. Checking calendars of others
“Layering your co-workers’ calendars”
Build up list of people at left regularly need to check their availability
Adding to that is easy if they have made their calendar available across UCD
If not a form appears and you will need to send a request that they let you see their calendar

14. 8. Fixing the meeting in Calendar
Can just check and then revert to etc but would be more streamlined to fix the meeting in Calendar – different working method already being used quite a lot
Find and Block in the free slot and send an invite OR let the system find a slot which is more foolproof, includes all day events that you not spot
People need to REPLY yes or no when they get these invites in their mailbox
You can include s of people not using Calendar as well, if find a slot that suits 4 users in the group can take a chance on couple more who do not seem to be using calendar and see..

15. An invite in your mail

16. When you reply the organiser sees this

17. PART FOUR: Team calendars
The benefits of a team calendar: multiple views of one entry e.g. Team meetings
Creating a team calendar
Using a team calendar: viewing team and personal calendars at the same time
Using a team calendar: copying entries from team to personal calendar

18. 9. Benefits of a team calendar
Everyone can view the team calendar alongside their own personal calendar – so you do not have to invite everyone individually to each “event” you put in it
People can alternatively copy items from the team calendar into their personal calendar
Good for team meetings, things like project deadlines and other key dates
Good for actions that more than one person needs to see
Managers and team leaders may want to consider this possibility

19. 10. Adding and viewing a team calendar (or any other second calendar)
My Calendars | Create New Calendar…
Probably for these want to make it only viewable to a list of named people e.g. a team or working group AND perhaps consider that everyone can make changes to the events across the team
Switch it on alongside your personal calendar so you always see both
OR you can copy events from the team calendar to your own (but you cannot really use both methods or you get double views)

20. Finally.....
Good Help system is available under Settings