G Suite™

Google Calendar
Quick Reference Guide
z
The Google Calendar Screen Options and Settings
Event Options
Show / Hide Forward and Search View Menu Location sets a physical address that the
Left Pane Backward Settings event takes place at.

All Day toggles whether the event has a

specific time or takes place all day. All Day
events will not change your availability from
Free, while events with a specific time will
All-Day change your availability to Busy.
Event
Time Zone lets you specify a time zone for
the event, and even a separate time zone
Mini for the start and end times.
Calendar
Notification sets when an alert for the
Event event should appear. You can also set
multiple notifications at different times.

Event Color lets you change the event’s

color on the calendar.

Visibility sets how the event appears on

your public calendar.

Show / Description lets you write a description.

Hide Side You can also attach files to an event in the
Panel Description field.

Calendar Settings
View Your Calendar Edit Calendar Events
Language and Region settings control
Select a Calendar View: Click the View menu Edit an Event: Click the event on the calendar, your default language, country, date
button and select another view. then click the Edit button. Change the event’s format, and time format preferences.
information, then click Save.
Navigate in Your Calendar: Use the Forward Time Zone settings let you set a primary
and Backward arrow buttons above the Reschedule an Event: Click and drag an event on time zone, as well as set a secondary time
calendar grid to move between days, weeks, or the calendar grid to a new day or time. zone that you may also commonly use.
months (depending on the view you are in).
Change an Event’s Color: Right-click an event on World Clock settings let you display
Use the Mini Calendar: Click the Forward and the calendar grid and select a new color. several different time zones in the left pane.
Backward arrow buttons to move the mini
calendar from month to month, and double-click a Duplicate an Event: Select an event on the Event Settings control the default event
day to view that day in the full calendar. calendar grid, click the Options button, and duration, guest permissions, and
select Duplicate. Edit the duplicated event’s notifications.
Search Your Calendar: Click the Search options and then click Save.
icon, enter a search phrase, then press Enter. View Options control some basic aspects
Delete an Event: Select an event on the calendar of how your calendar and events display,
Advanced Search Options: Click the Search grid, then click the Delete event button on the such as whether weekends appear and
icon, click the Search options arrow, fill out any event popup. which day the week starts.
of the search fields, then click Search.
Restore a Deleted Event: Click the Settings Events from Gmail lets you toggle
Create a Calendar Event icon, select Trash, check the checkbox(es) for the whether Gmail invitations are automatically
email(s) you want to restore, and then click the added to your calendar.
Create an Event: Click the Create button (or Restore all selected button.
click a spot on the calendar), enter an event title, Working Hours lets you set your
set the date, set the start and end time, then click Create Repeating Events workdays, and which hours on those days
Save. you’re working.
Create a Repeating Event: While creating or
Create an Event Options: While creating or editing an event, click the Repeat menu arrow and Main Work Location lets you set a
editing an event, click the More options button, select a recurrence pattern. location that you usually work from.
enter additional event information, then click Save.
Keyboard Shortcuts lets you turn
shortcuts on or off.

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 Create Repeating Events Use Reminders Add-Ons
Set a Repeating Event End Date: While View and Hide Reminders: Expand the My Install Add-Ons: Click the Show side panel
creating or editing an event, click the Repeat calendars heading in the left pane, then check button, click the Get add-ons button, select
menu arrow and select Custom. Click the Ends the Reminders checkbox to display the an add-on, and click Install. Give the add-on
section On option button, select a date, and Reminders calendar. Uncheck the Reminders permission to access your calendar by clicking
then click Done. checkbox to hide the Reminders calendar. Continue, select a Google account, review the
permissions, and click Allow.
Set a Custom Recurrence Pattern: While Create a Reminder: Make sure that the
creating or editing an event, click the Repeat Reminders calendar is shown, click a date on
Use Multiple Calendars
menu arrow and select Custom. Choose the calendar grid, click the Reminders tab,
whether to repeat daily, weekly, monthly, or enter a title, enter a time, then click Save. Create a New Calendar: Click the Add other
yearly, choose a day of the week or month (if calendars button next to the Other
necessary), then click Done. Complete a Reminder: Select a reminder on
Calendars heading in the left pane, select
the calendar grid, then click the Mark as done
Create new calendar, enter a name and
Set a Number of Recurrences: While button.
description, and click Create calendar.
creating or editing an event, click the Repeat
menu arrow and select Custom. Click the Ends Edit a Reminder: Select a reminder on the
Add a Shared Calendar: Click the Add other
section After option button, specify a number of calendar grid, click the Edit reminder
calendars button next to the Other
recurrences, then click Done. button, make changes to the reminder, then
Calendars heading in the left pane, select
click Save.
Subscribe to calendar, then enter a person’s
Print Calendars Delete a Reminder: Select a reminder on the email address or select them from the
calendar grid, then click the Delete suggestions.
Print a Calendar: Click the Settings icon,
reminder button.
select Print, specify the date range and other View and Hide Calendars: Check a calendar’s
print settings, then click Print. checkbox to show it, and uncheck a calendar’s
Notes and Tasks checkbox to hide it.
Print an Event: Select an event on the
calendar grid, click the Options button, and Create a Note: Click the Show Side Panel Remove a Calendar: Click a calendar’s
select Print. Click the Print button, specify print button and click the Keep button. Click the Unsubscribe button, then click Remove
settings, then click Print. Take a note button, type a note, then click calendar.
Done.
Schedule Meetings Create a List: Click the Show side panel Share Calendars
button and click the Keep button. Click the
Schedule a Meeting: Click the Create button Share Your Calendar Publicly: Click a
New List button, type a list item, click the
(or click a spot on the calendar), enter a calendar’s Options button, select Settings
New List Item to add a new item, and click
meeting title, set the date, and set the start and and sharing, and click Access permissions.
Done.
end time. Click the Add guests field and enter Check the Make available to public
the email addresses for the people you want to Delete a Note or List: Select a note or list in checkbox, then select how much detail you
invite. Click the Add location field, enter a the Keep pane, click the Menu button, and want to share using the menu arrow.
meeting location (or click the Add Google select Delete.
Meet video conferencing button), click Save, Share Your Calendar Within an
then click Send. View Tasks: Expand the My calendars Organization: Click a calendar’s Options
heading in the left pane, then check the Tasks button, select Settings and sharing, and click
Find a Meeting Time: While creating or editing checkbox to display the Tasks calendar. Access permissions. Check the Make
a meeting, and after entering guests, click the available for [Your Organization] checkbox,
Find a time button. Select a time slot where Create a Task: Make sure that the Task then select how much detail you want to share
everyone is available and click Save. calendar is shown, click a date on the calendar using the menu arrow.
grid, and click the Task tab. Enter a title, enter a
Publish an Event: Select an event on the description, click the task list menu arrow, Share Your Calendar with Specific People:
calendar grid, click the Options button, and select a task list, then click Save. Click a calendar’s Options button, select
select Publish event. Click the Copy button for Settings and sharing, and click Share with
either the HTML code or link, click Close, then Edit a Task: Select a task on the calendar grid, specific people. Click the Add people button,
share the event using the copied code or link. click the Edit task button, make changes to enter the email address(es) you want to share
the task, then click Save. your calendar with, then click Send.
Change Meeting Owners: Select an event on
the calendar grid, click the Options button, Complete a Task: Select a task on the Create a Shareable Link to Your Calendar:
and select Change owner. Enter the email calendar grid, then click the Mark complete Click a calendar’s Options button, select
address for the new owner and click Change button. Settings and sharing, and click Access
Owner. permissions. Click the Get shareable link
Create a New Task List: Click the Show side button, click Copy, and then paste the link
Respond to a Meeting Invite: Select a panel button, click the Task button, click where you want to share it.
meeting placeholder on the calendar grid, then the task list menu arrow, and select Create
click Yes, No, or Maybe. new list. Give the list a name and then click Import Events to your Calendar: Click the
Done. Settings icon, select Settings, and click
Track Meeting Responses: Select an event on Import & export. Click Select file, select a
the calendar grid, then look at the responses in Add Tasks to a Task List: Click the Show CSV or iCal file, click Open, click Import, then
the Guest section of the popup. side panel button, click the Task button, click OK.
click the task list menu arrow, and select a task
Add Out of Office Dates: Click the first day list. Click the Add task button, enter a task in Export Events from your Calendar: Click the
that you’ll be away in the calendar and click the the text field, and then press Enter. Settings icon, select Settings, click Import
Out of office tab. Click the End date field, & export, then click Export.
select a date, enter a message, then click Save.

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