Kristel tibule howtouse_googlecalendar

transcript

How to Use Google Calendar

Let‟s start with Google Calendar basics.

This are the options in

viewing the calendar.

Day view

Week view

Month view

4 days view

Agenda View

To create a new

calendar…

Click down arrow to the

right of My calendars.

Select Create new calendar.

To enter information

about your new

calendar…

Type the calendar name.

Type here what the calendar is all about.

Type here the location.

Click the drop-down menu

in the Calendar time zone.

Choose what calendar time zone you are in.

Click the down arrow

select a time zone.

Click here if you want to make it public.

Click this (optional) to

share free/busy information only.

Type email of the person to share this.

Click drop-down menu

for permission settings.

Click here to add

person/s.

Type the person‟s email

address.

Click drop-down menu and select from the options.

You can actually remove

the person just click here.

Then, click the Create

calendar button.

To invite this person,

click Invite.

All the calendars created will be listed under My Calendars.

You can add/delete/edit

events any time you

To permanently delete a

calendar from your calendar list…

Click drop-

down menu

next to My

calendars/

Other calendars.

Choose Settings.

Click Delete.

Then, click Delete for

everyone.

Tada! It‟s gone!

Alternatively, click the gear icon.

Click Calendar settings.

Choose Calendars.

In the Calendars

section…

Click Unsubscribe to

remove access to the

calendar.

Then, click

Unsubscribe.

To clear all the events

on your primary

calendar…

Click the

drop-down

menu next to

calendars.

Choose Settings.

Click Delete link.

Click the checkbox.

Click the Delete all

events button.

To create an event…

Procedure no.1

Click on the day you'd

like to create new event.

Type the title of the

event.

and select calendar.

Click Create event to

publish it to your calendar immediately.

See? There it is!

To edit event details

click that.

Click Edit event.

You can change the

event title.

Don‟t change this if the

event‟s just for one day.

Click this part to choose a starting date here.

Click this to choose

when the event will end.

Click this if the event is

just for one day.

Now if the event will be

repeated, click this.

This will appear on your screen.

You can choose how

frequently the event be

repeated.

Click here

to choose

frequent

the event

Click here and choose when will the event start.

Click this if event shall

never end.

Choose this if it will end

after certain

occurrences.

Choose this if the event

will end on a certain date.

Review Summary field to

check if settings are

correct.

Click Done.

You may change

information here, just click

Type here the

address/venue where

the event will take place.

You may join a Google+

hangout, just click that.

If you change mind, click

Remove.

Next, click the

dropdown menu.

Click here and choose

calendar where this will be posted.

Next, type here what is

the event all about.

(description)

Choose color of the

event making it easy to distinguish.

Click this especially the

small details that

shouldn‟t be forgotten.

Choose between these

to show your

availability.

Decide whether this

event be seen on public

or not.

To let other people view

the calendar, enter

email/s here.

Decide what they can

do, just click the box/es.

Then, click Save.

Procedure no. 2 Create

an event using the

"Quick add" feature.

Click the

…or when

you‟re in

calendar,

type the letter "Q,"

Then, enter information.

Tada! There it is!

Procedure no. 3:

Create event using the

"Create event" button.

Just click that.

Enter the title of the event.

After entering information

and selecting desired

settings, click Save.

Procedure no. 4:

Create an event from the

calendar list.

In the calendar list on

the left,

Click on the arrow down

next to the appropriate

calendar.

Then, select Create

event on this calendar.

Tada! You may enter

information and select

settings now.

Ooops! Don‟t forget to

To Delete or Remove an

Event…

Click the event.

The event bubble will

appear.

Click Delete.

Or you may click here.

(at the box)

Click Edit event.

Click Delete.

Tada! It‟s gone.

To Add or Subscribe to

Calendars…

Let‟s learn how to add a

friend's calendar,

Click the

down next

calendars.

Select Add a friend's

calendar from the menu.

Enter the appropriate

email address in the

field provided.

Then, click the Add

button.

Add interesting

calendars from Google

Calendar.

Click the arrow down next

to Other calendars.

Select Browse

Interesting Calendars

from the menu.

Click Preview to view

events before adding it to

Here, you may decide to

choose or not; then, click

Close.

Click Subscribe to

subscribe to the calendar.

It will be

added to

the Other

Calendars

section of

calendar

For calendars you're

already subscribed to, you may Unsubscribe.

To do this, click

Unsubscribe.

Subscribe to calendars

in Google Calendar.

To add a calendar using

its address…

Click the arrow down next to Other calendars.

Select Add by URL from

the menu.

Enter the address in the

field provided.

Click the Add Calendar

button.

Now, let‟s learn about

Weather feature in the calendar.

To Hide a calendar from

your list.

Navigate cursor

here; then, click

the arrow

Select 'Hide this

calendar from the list'.

To temporarily hide

multiple calendars…

Click drop-down menu.

Choose Settings.

Select the Calendars

Deselect appropriate

checkboxes under the

Show in list column.

Calendars selected will be

displayed in the

calendar list.

To allow friends to edit

your events…

Click on that event.

Click More Actions.

Then, choose Change

Owner.

This will pop up.

Type here the email

address of the new owner.

Type here your message

to the new owner.

Then, click Change

owner.

Click OK.

To share the calendar

with your friends…

In your

calendar, click

this…

Click Share this calendar.

You may click the box to

make this calendar public.

You may click this box

to share only specific

information.

Type email address.

Click the down arrow and

choose from the options.

Click Save.

Click Invite if this

person has no Google

calendar yet.

Letter of invitation will be sent to the person.

To Allow guests to

modify the event…

Click on the event.

Click Edit event.

Click check box

for Modify Event.

Click Save.

Reminders and

Notifications

To Change default

notification settings…

Move mouse

over calendar

and click

arrow that appears.

Then select Notifications.

Or click the drop-down

menu next to My

calendars.

or Other calendars.

Choose Settings.

Click Notifications link next

to the appropriate

calendar.

Select the reminder

method from the drop-

down menu.

Enter the corresponding

reminder time.

To add additional default

reminders, simply click

Add a reminder.

Select the appropriate

options on to be notified..

Once appropriate changes

are made to default settings, click Save.

Note: These changes

apply to you only, not

your invited guests.

If you've opted to

receive Daily Agenda

notifications…

They'll be sent via email around 5 AM, local time.

To receive a Daily

Agenda…

Click the

down-arrow button.

Select Notifications.

Select the Email check box

next to Daily agenda.

Click Save.

How to disable

notifications for all

events on a calendar

Click the

down arrow

next to the

appropriate calendar.

Select Notifications.

Click the remove link next

to each reminder set.

Then, deselect any

selected boxes in this

section.

Click Save.

To update your mobile

phone number.

Click the gear icon.

Select Calendar settings.

Select the Mobile Setup

When you‟re there

already…

In the Phone number

field, delete your old

phone number.

…and enter your new phone number.

Select new carrier from the

drop-down menu, if

applicable.

Click this and wait for a

text message sent to your

phone.

Once message is received,

enter code here.

and click Finish setup.

Click Save.

How to UseTasks in

Click Gmail.

Then, choose Tasks.

To enter tasks, just click

in the Tasks window.

Start typing just like you

would in a word processor.

After typing a task,

press Enter to create

another one.

…or use the „+‟ button at the bottom of list.

Here are some of the

options available in Tasks:

Create a task about a

Gmail message using

the keyboard shortcut

Shift + T,

from the More options.

Choose Add to Tasks.

Switch existing lists or

create new ones, click

List icon.

See? It‟s there.

To create "subtasks",

click Actions.

Then, click on Indent.

This is what will happen.

Press Shift + Tab to

move them back.

Move task by grabbing

on the left of check

…and dragging them up

and down.

To add new tasks to the middle of a list…

Click at the beginning or end of an existing task.

Then, press enter.

Check off Tasks when

done by clicking that.

…or Click Actions.

Then, click Clear

completed task to hide

Don't worry, you can

still view them later!

Print tasks by clicking

Actions.

Click Print task list.

Create a to-do list

Use Tasks in Calendar to create to-do lists

…and keep yourself on track.

First, sign in to

Google

Calendar, look

under My

calendars.

…and click

Tasks.

Tada! The Tasks gadget

appears.

Due dates are a helpful

way to organize your tasks.

Here's how to use them:

Create a task with a due

Click on the Month view

or in the Day section

Click on an empty

space in Month view

Select the Task option.

Enter the task here.

Click Create task.

To assign due date to

existing task…

Click the right arrow next

to the task in question in

the Task list.

Then, click on the calendar icon to select a date.

Select date.

To modify a task's

date…

Simply drag the task to

a new date.

To do this…click (left)

the mouse.

Hold it for a while, drag the task.

…and release on to a

chosen date.

To mark task

complete…

Click on the checkbox

next to the task.

Once your tasks have

been assigned to calendar dates,

…keep track of what's due next…

by using the Sort by due date feature.

To do so, click Actions menu.

and select Sort by due date.

Here's how to embed

your calendar on your

website.

Click down-

arrow next to

calendar you want to embed.

Select Calendar

settings.

Copy the iframe code displayed here.

Paste this code into

your website to embed your calendar.

Recommend a Public to

your friends.

If you currently

subscribe to a public calendar…

…that you think your friends would like…

…use the Send to

Friend feature to tell them about it.

To do so, follow these

steps:

Click the

down-arrow

button next to

the public

calendar.

Select Send to a friend.

Enter email address of

the friend.

If you'd like to send the

calendar to multiple friends,

Enter their email addresses separated by commas.

Make any necessary

changes to the message sent to your friends.

Select whether you'd like

to send yourself a copy

of the message.

Click Send.

To Share your public

calendar‟s ID

In the calendar

list, click the

down-arrow

button,

Select Calendar settings.

Here, locate Calendar ID to

XML, ICAL and HTML

buttons.

Copy the Calendar ID

and send it to your

friends.

Your friends can then add your Calendar ID.

To the Add a friend's

calendar field.

Once they add the ID,

your public calendar will

appear in their calendar list.

Now, let‟s learn how to

share secondary

calendars.

To find a calendar's

address…

Click the down-

arrow next to

the appropriate

calendar.

Select Calendar

settings.

Click ICAL button in the

Private Address section.

Copy the displayed

Once you have this address…

…you can email it to anyone.

For recipients to add

this calendar to own

calendar…

Click arrow

down at the

bottom of

calendar list.

Select Add by URL.

Paste the ICAL link into

the Public Calendar

Address box.

Then, click Add

Calendar.

Everyone who added the link…

will then be able to

easily view this calendar…

…within their own

Google calendar.

You can share calendar

with friends who don't use Google Calendar.

To do this, use

calendar's address in

HTML format.

Click the down

arrow next to a

calendar.

Select Calendar

settings.

In the Calendar Address

section, click the HTML

You'll see a pop-up

window with your

calendar's URL.

You can change amount

of information available on calendar's address.

…by clicking the Change

sharing settings

Find your calendar's address

To get your calendar's address…

Click arrow down next to

the appropriate

calendar.

Then, select Calendar settings.

In the Calendar Address section, click the

XML/HTML button.

A pop-up window with your calendar's public

URL will appear.

Use this URL to access your calendar information.

To export your calendar in iCalendar format,

select the ICAL button.

Click URL to obtain ICS file containing your

calendar data.

You can change amount

of information available at calendar's address.

Click Change sharing

settings link.

To customize your

settings

The “Display Density”

setting affects how

much space you see…

between calendar view buttons,…

…calendars in your My

Calendars list and Other calendars list.

To adjust this limit,

Click gear icon at the

top corner of your

calendar.

Choose from

Comfortable

(least dense),

Cozy, and

Compact

(most dense).

Changing this setting

doesn‟t affect any other

Google products used.

To change the calendar

color…

Click the drop-

down menu on

the appropriate

calendar.

Click on the box containing

your preferred color.

If you don‟t see the color you like,

…select another by

clicking "Choose custom color".

Select from these colors.

Then, click OK.

To change language

settings back to

English…

Click the gear icon at

the top of the page.

Click Settings.

Click the drop-arrow

Select English (US) or

English (UK).

Click Save.

To set time zone

associated with your

Google Calendar events,

Click the gear icon at the

top of any Google Calendar

Select the General tab.

In the Country section, select your country.

In Your current time zone

section, select your time

Click Save.

Note: When you change

your time zone to EST,

a meeting that was

scheduled for 2 PM PST

will be displayed at 5 PM

Show an additional time

To view the

corresponding time in

an additional time zone,

Click the gear icon at the

top of any Google Calendar

Click the Show an

additional time zone link.

Select the alternate time

zone from the drop-down menu.

Click Save.

The additional time zone

you selected will appear

along the left of the Calendar event grid.

„Swap time zones‟

allows displaying an

additional timezone to

easily swap the

timezones on their calendar.

To swap time zones:

Click swap on the right

of Your current time

zone: section.

Click Save.

The Swap time zones

feature is especially

useful for users

who travel between two

different time zones frequently, or for

users who often need to

enter events in another timezone.

To set, Individual

calendar time zone…

Click the

down-arrow

next to the

appropriate

calendar.

Select Calendar

settings.

In Calendar Time Zone

section, click Set my Time

Click the box to display

another time zones.

Click the drop down

Select from these time

zones.

Click Save.

Individual calendar time

zones = for embedded

calendars/Google Calendar API.

To adjust display time

zone, see "Display time

zone" section.

Time format (e.g. 1:00 PM,

13:00)

Select a format from the

drop-down menu.

Click Save.

To change which day‟s

displayed as first day of

Scroll down to find the „Week starts‟ on section.

Select an option from

the drop-down menu.

Click Save.

To set date format (e.g.

12/31/2006, 31/12/2006)

Select a format from the

drop-down menu.

Click Save.

To Hide weekends

In the Show weekends

section, select No.

Click Save.

This setting affects only your Week view and

Month views.

You'll still see weekends

displayed…

…when viewing with

Agenda view and

4 Days (customizable)

views.

Note: If you later decide

to display weekends,

…just select Yes in the

Show weekends section.

Automatically add

invitations to calendar

allows control of …

the display of and

reminders for events

you're invited to.

Select the appropriate

option.

Click Save.

To hide declined

events…

In the Show events you

have declined section, select No.

Click Save.

Note: If you decide later

to display your declined

events…

just select Yes in the Show

events you have declined

section.

To set Default view. (e.g.

Week, Day, Month)

Select an option from the

drop-down menu.

Click Save.

To add a custom view…

Select an option from the drop-down menu.

Click Save.

To set Default Meeting

Length, click the gear icon.

Scroll down to the

Default meeting length

section.

Choose from 15, 30, 60, 90, and 120 minute options.

Click Save.

If you've decided to

share a calendar with

someone,

they'll normally see all

the events on that

calendar.

If you want to make a

particular event private,

so only you and other

calendar "owners" can

see it,

you can mark it as a

private event.

To make an event

private…

Click on the event.

Select Edit event details.

Scroll down to find Privacy

section.

Select the Private radio

button.

Then, scroll up and click

To enable Labs, click

the gear icon.

and select Labs from

the drop-down menu.

Identify the labs you'd like

to enable.

Click the Enable radio button to turn on a lab,

Click Save at the top

and bottom of the page.

To create events in the

calendar thru Gmail

Open the email.

Let‟s say, you open this

Select Create event from

the More drop-down

Edit and add event

details as desired.

Click Save.

To create an event

invitation in Gmail…

In Gmail, click Compose Mail to create a new

message.

or click Reply/Forward.

Whether you include

invitees in the To:,CC:, or BCC: fields,

…all recipients will be

added as invitees to the

event.

Select the Invitation link,

found under the

Subject: field.

Fill in the event details

in the Invitation window

that appears.

Click Insert Invitation.

Preview of invitation

appears in email message.

You may add other

content to the email

before sending.

Click Send.

Offline Access for

Google Calendar

New Calendar offline

version is only

supported for Google

Chrome.

To use Calendar offline,

Choose Offline from the

dropdown menu.

Click Install from Web

Store.

You‟ll be taken to the

Chrome web store page.

Click the Install button.

After installation, a new

Chrome tab opens, click Launch app.

Click the gear icon again.

Next to Offline, a green

icon should be seen .

This means your calendar is

synchronized and ready for offline use.

If calendar‟s still syncing,

you‟ll see a green

spinning icon.

Wait until completed.

Your offline calendar

will update every time

you go online.

Now it‟s you‟re turn!

Happy Google

Calen-daring!

Kristel tibule howtouse_googlecalendar

Technology