Google Confidential and Proprietary 1
Intro to CalendarGoogle Apps
Apps
Google Confidential and Proprietary
Apps
2
Learning Objectives
By the time you’ve finished this module, you should be able to:
• Understand and use basic tools in Calendar
• Schedule new events
• Adjust appointment details
• Search your calendar for events
• Set up notifications
Google Confidential and Proprietary
Apps
3
How this training module is organized
Google Confidential and Proprietary
Apps
4
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
5
Calendar overview
Quickly schedule events Search for appointments
Easily view multiple calendars
Google Confidential and Proprietary
Apps
6
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
7
Viewing your Calendar differently
“This is my first time using Calendar. I’ve heard that it is really easy to use and navigate. Could you give me the 1-2-3 on finding my way around?”
Google Confidential and Proprietary
Apps
8
Viewing your Calendar differently
1View tabs let you change your Calendar view
33
22 11
2Navigation arrows move your view ahead and back
3Mini-calendar lets you select which days to view
Google Confidential and Proprietary
Apps
9
Viewing your Calendar differently
Calendar Demonstration
Google Confidential and Proprietary
Apps
10
Viewing your Calendar differently
Try this:Change Calendar views
• Click the different view tabs to see how the Calendar changes
• On the mini-calendar, highlight three days – highlight five days – highlight fourteen days
• Use the navigation arrows to quickly find the week of your birthday
Google Confidential and Proprietary
Apps
11
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
12
Adding and changing events
“I’m tired of software that makes it difficult to schedule events. Is there a simple way to make my calendar work for me instead of against me?”
Google Confidential and Proprietary
Apps
13
Adding and changing events
1Click and drag lets you highlight a time to create an event 33
2Quick Add allows you to create events using phrases
3Create Event lets you create an event with more options
11
22
Google Confidential and Proprietary
Apps
14
Adding and changing events
Get info:
Use Create Event to
• Add event specifics
• Create repeating events
• Set reminder options
• Send invitations (discussed in Advanced Calendar)
Google Confidential and Proprietary
Apps
15
Adding and changing events
4Drag and drop your event to change the meeting time/date
55
4
66
5Edit event details to make changes to event specifics
6 Delete helps you get rid of your event
Google Confidential and Proprietary
Apps
16
Adding and changing events
Calendar Demonstration
Google Confidential and Proprietary
Apps
17
Adding and changing events
Try this:Add a new appointment
• Using Click and drag, create an one-hour meeting tomorrow morning starting at 10am
• Using Quick Add, create a lunch appointment with a co-worker from 12:30 to 1:00pm at Sidewalk Café on Friday
• Using Create Event, set up a team meeting from 2:00pm to 2:45pm every Thursday
Google Confidential and Proprietary
Apps
18
Adding and changing events
Try this: (cont’d)Move and delete your appointments
• Tomorrow’s meeting has been changed to 11am on Thursday. Use Drag and Drop or Change Event Details to update your calendar.
• You’ve been moved to another team. Delete all future occurrences of your current team meeting.
Google Confidential and Proprietary
Apps
19
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
20
Searching your Calendar
“I know I have a really important meeting sometime this month, but I can’t remember where it is being held. How can I easily find that event without clicking through every day and opening every event?”
Google Confidential and Proprietary
Apps
21
Searching your Calendar
1Search My Calendars lets you view similar events all on one page
11 22
33
2Show Search Options helps you find more specific events
3Search results show matching events and give you event options
Google Confidential and Proprietary
Apps
22
Searching your Calendar
Calendar Demonstration
Google Confidential and Proprietary
Apps
23
Searching your Calendar
Try this:Search for events
• Use Search to find tomorrow’s meeting
• Use Show Search Options to find all your appointments at Sidewalk Café
Google Confidential and Proprietary
Apps
24
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
25
Multi-calendaring
“Now I can add events, move appointments around, and search my calendars. Is there a way for me to see what meetings my co-workers have?”
Google Confidential and Proprietary
Apps
26
Multi-calendaring
11 22
44
33
1Calendars let you decide which calendars to view
2Add lets you create and view other calendars
3Customize calendar lets you change colors and settings
4Busy calendars are calendars that have been set to private
Google Confidential and Proprietary
Apps
27
Multi-calendaring
Get info:
• Public calendars are calendars that have been created by other individuals or organizations
• You can search public calendars for team schedules, concerts, holidays, and more
Google Confidential and Proprietary
Apps
28
Multi-calendaring
Calendar Demonstration
Google Confidential and Proprietary
Apps
29
Multi-calendaring
Try this:Add and customize other calendars
• Use Add to view a co-worker’s calendar (hint: add his or her username)
• Using Add, locate your local country’s public holidays calendar
• Change the color of your new Holidays calendar with Customize Calendar
• Use the checkboxes in Calendars to hide your co-worker’s calendar
Google Confidential and Proprietary
Apps
30
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
31
Setting up notifications
“My day is booked solid! I need to be able to see when my next appointment is coming up without switching to my calendar every five minutes. What’s the best way to do that?”
Google Confidential and Proprietary
Apps
32
Setting up notifications
1Notifications let you set reminders for all events on a calendar
22
3311
2Event reminders let you see pop-ups or be notified by email
3Daily agenda sends an email each morning with the day’s events
Google Confidential and Proprietary
Apps
33
Setting up notifications
4Options lets you adjust notifications and privacy settings
5544
5Reminder allows you to set notifications for specific events
Google Confidential and Proprietary
Apps
34
Setting up notifications
Calendar Demonstration
Google Confidential and Proprietary
Apps
35
Setting up notifications
Try this:Create new notifications
• For you local holidays calendar, use Event reminders to notify you by email one week before each holiday
• Open your Thursday meeting event details and look under Options to create a pop-up reminder for 20 minutes before it begins
Google Confidential and Proprietary
Apps
36
Agenda
Calendar overview
Viewing your Calendar differently
Adding and changing events
Searching your Calendar
Multi-calendaring
Setting up notifications
Quiz
Google Confidential and Proprietary
Apps
37
Quiz
To see how much you’ve learned today, discuss each of the following:
• How would you schedule a one-hour lunch meeting with Bob next Friday at 12:30pm?
• How would you add your favorite sports team’s schedule to your calendar?
• Which Calendar feature have you learned today that will be most useful to you?