Google Calendar. View: Toggle the calendar view between day, week, month and more All day events: Events and tasks set for all day

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1 12 Google Calendar Event status Not replied to Accepted Tentative Declined Reminder(s) set for the event One or more individuals invited to the event Private event Recurring or repeating event A single event moved from a recurring or repeating event 1 Apps: Access to other Google Apps 2 Account access: Log into other accounts or log out of the current one 5 6 View: Toggle the calendar view between day, week, month and more All day events: Events and tasks set for all day 9 10 My calendars: Calendars you created and calendars you can edit for others Mini calendar: Can collapse with arrow at top left 3 Gear/Settings: Change the density of the calendar, access the 7 Events: Events on your active calendars Navigate to other months with arrows at top right global calendar settings, calendar help, and syncing with 8 Other calendars: Calendars you have subscribed to but 11 Create: Create a calendar event a mobile device have no access rights 4 12 Toggle View: Navigate to previous or next day/week/month More: Print or refresh the calendar and return to Today 1

2 Creating Events Method 1: CREATE BUTTON Click on the Create button in the upper left An Edit event window opens for you to fill in the details Method 2: QUICK ADD Click on the arrow next to Create to open Quick Add Enter a regular-language phrase with what, when, where and who-who should begin 'with' followed by a list of e- mail addresses (Quick add only requires what & when to work) Method 3: Calendar Click Click on calendar and fill details into Event dialog Click on Edit event to Add more details Method 4: DRAG Drag across a time slot on the calendar and fill details into Event dialog Click on Edit event to add more details Appointment slots Drag across, or click in, a time in the Day or Week view In the Event pop-up choose Appointment slots Fill in the details and click Create slots or Edit event Once you've created some appointment slots you can offer these slots to others by publishing an appointment calendar on the web. Note: The URL links to the calendar, not a specific set of appointment slots, so you would use the same URL to access any appointment slots in that calendar. All day Events: Click in the All day events row Event Details Title: In the Edit event window, enter a title for your event Time: In the Edit event window, fill in the Time Field-you can type in a time (ie 10:15) For All day events, check All day For Repeating events, click on Repeat... and add specifics Where: is a smart search, will locate addresses Choose which calendar you want the event to appear Description: Does not show in calendar view but prints in Agenda view Inviting guests: Add your guests in the Edit event window (on the right) Type addresses or name of contact group Modify the Guests Can, (can invite others, etc) Reminders and Notifications: (can be edited per event) 1. To set defaults: Go to Settings > Calendars and click on Reminders and notifications for the specific calendar 2. Set event reminders as Pop-up, or SMS 3. Set other types of event notifications as desired 4. Click Save before returning to the calendar Note: You can choose to get an of your day s agenda here. Note: Multiple reminders can be set for an individual meeting. Privacy: Default is default Sharing setting for your calendar Settings > Calendars all events will follow the sharing settings of your calendar: event details will be visible to those who can see details of other events in this calendar*delegates can see private events Attachments: Attachment lab must be enabled (Settings > Labs) Publish event: Click Publish event to access a URL that you can share (it s not an invitation) If you want to notify a large group of people about an event but don t want to clutter their calendars with unwanted invitations, you can insert a special link into informational s. If recipients are interested in the event, they can then click the link to add the event to their own calendars. Working With Invitations rsvping: In your gmail, click on the RSVP button at the end of the subject of a calendar invitation and respond Accepting: Click Yes, Maybe or No in the invitation If a calendar window opens, choose Save or Cancel appointment Invitation will not disappear from Inbox; you must delete Note: Declined events remain on your calendar with a strikethrough until you choose to remove them. Modifying: Double click on event in Day, Week or Month vie You can only make changes to an event owned by another if you have been given permission or you are an editor Canceling: Click on the event in Day, Week or Month view and choo Delete Checking attendance: Double click on event in Day, Week or Month view and check Guest list Automatically accepting Invitations This setting allows you to control the display of and reminders for events you're invited to. settings gear>settings>scroll to automatically add invitations to my calendar>select an option: Yes: All invitations will be added to your calendar default, regardless of your response. Yes, but don't send event reminders until I have responded: Same as above, except you'll only receive event reminders for events to which you've responded "Yes" or "Maybe." You won't receive reminders for events you have declined or have yet respond. No, only show invitations to which I have responded: Only events to which you've responded "Yes" or "Maybe" will be added to your calendar. Click Save

3 Google Calendar More Features settings general: Set language, time zone, time and date format Set work hours and work days calendars: Set notifications, reminders and sharing Show or hide in calendar list mobile setup: Set up SMS reminders to your cell phone Sync your calendar with a mobile device labs: Event attachments Jump to date working with calendars viewing/hiding calendars: In the calendar list on the left, click on a calendar to toggle between display and hide A hidden calendar has no colored square before its name customizing calendars: Click on a calendar s dropdown arrow to choose a color; all events on this calendar will be in this color unless the owner specifically chose another color for that event searching: Use Search field above calendar By default searches future events, use Advanced search Drop down and enter date range to search past events Only visible calendars will be searched Adding tasks to the calendar: Click in the Day event section and choose Task in the dialog that appears. Tasks can be created in the Month view also To see your tasks, in My calendars, turn on Tasks printing your calendar: 1. From your Calendar list, turn on the calendars to print 2. From the Calendar view options, choose the view to print 3. From the More dropdown, choose Print 4. Within the Print Preview window, you can choose the date range, the font size, the orientation and more 5. You can Save as a pdf or print notifications: To help make sure you never forget an event, you can get notifications on your phone, computer, or by . You can change your default notification settings or change your notifications for a single event. By default, the event reminder for your primary calendar is set to display a pop-up and send an 10 minutes before the start of an event. For secondary calendars, the event reminders are turned off. To change or to turn on reminders and notifications, do the following: To set defaults: Go to Settings > Calendars and click on Reminders and notifications for the specific calendar Adding other calendars creating A new calendar: In My calendars, click the dropdown arrow and pick Create new calendar To help distinguish your calendars from each other, you can assign colors to them by clicking on the down- arrow next to the calendar and selecting a color from the menu. Group Calendar: You can create a shared calendar that's accessible to everyone in SBCSC (or a subset of people you choose). My calendars, click Create new calendar- Fill in the name of the calendar- Check the box to Share this calendar with others OR type choose individual names-choose permission settingsclick create calendar Adding co-worker calendar: In the field under Other calendars, type in the of the person whose calendar you wish to view-if their calendar is not set to be shared, you will be prompted to send them an for permission. Adding A personal calendar: 1. To add the calendar from a personal account to your calendar list in your SBCSC account, go to that personal account calendar list and click on the dropdown, choosing Share this calendar 2. Enter the address of your SBCSC account and set the permissions you want to assign. Click Save. An will come to your SBCSC account, telling you the calendar has been shared; you will find it in the Other calendar list Adding other public calendars: From the Other calendars dropdown, choose Browse interesting calendars and subscribe to sports teams, weather, holidays and more From the Other calendars dropdown, choose Add by URL to add a calendar whose address you have in icalendar format If your friend has shared his or her calendar with you, it will automatically appear in your calendar list. No action is required on your part. mobile setup for notifications To get reminders and notifications as SMS messages on your cell phone, you need to set up your phone to receive them. Note: This is different than syncing with your mobile calendar 1. From Settings, click on Mobile Setup 2. Enter your country and phone number 3. Click Send Verification Code and once you receive it (as a text message on your phone), enter it in the code field, then click Finish setup Save your entries. SMS message should now be an option along with Pop-up and . 3

4 viewing your Calendar Calendar View: Choose Day, Week, Month, or Agenda views In Settings > General > Custom View, choose the number of days for your custom view. To see a specific time span, drag across the small calendar in the upper left to select certain days to view at once Minimizing your day events: Click on the arrow to the left of the day event row to change listing to the number of day events per day Hiding non-work hours:. In Settings > Labs, enable Hide morning and night. In the hour column of your main calendar, drag the bar over the hours you wish to hide-click in the hidden hours to make them visible once more sharing Allowing others to see your calendar: From dropdown in calendar list, choose Share this Calendar Share with all, all at SBCSC or specific people Set level of sharing: Free/Busy or Event details Note: If you share more than free/busy access to your calendar with someone, they can choose to get reminders and notifications of your events. Allowing others to manage your calendar: In the calendar list on the left, click on the dropdown arrow next to the calendar you want to share For calendar to be shared, click on Share this calendar (or Shared: Edit settings) Under Share with specific people, in the Person field, add the address of the person who will be your delegate. Under Permission Settings, select Make changes to events Click Add person. The person is now a delegate of your calendar and will receive an notification and your calendar will appear in your delegate s calendar list Click Save removing delegate rights: To remove delegation rights, return to the Share this calendar tab and reset the delegated rights to a different level or click the Remove icon--click Save Tasks creating tasks in calendar: Click in the Day event bar (top) or on a day in Month view. In the Quick edit dialog, choose Task. List Task and click Create task. It will show up in your Day event bar or in the day s listing in Month view. Tasks are not visible to others, no matter what level of sharing you give them. Note: You must have Tasks set to show to see in your My calendar list. Besides tasks showing in day events, your Task List will appear along the right side of your calendar. keyboard shortcuts (must enable in settings) Examples: type c to create an event, e to see event details, t to go to today s date, p to go to the previous period, n to go to the next period, s to go to your Calendar account settings To see keyboard shortcuts, type the? while in the Gmail window (without setting the cursor) and a window with all shortcuts will open. If you are typing, you will get a?. Note there are some you need to be enable in order to use Syncing with mobile devices You can use the Gmail app or your mobile device, or the native mail app. Syncing Someone else s calendar to your mobile device: 1. Open the person s calendar on your desktop Google Calendar session 2. Then visit 3. Check the boxes for the calendars you want to see on your mobile phone 4. Hit save and wait a few moments while your device syncs. 5. On your mobile device, you may have to tell it to display the new calendars. (On ios, in the ios Calendar app, touch Calendars at the bottom of the screen, select the calendars you want to display.) Other tips: When adding event on mobile (ios) Setting ios Mobile default calendar: touch mail, contac calendars-scroll all the way down to default calendar. Adding Google Docs Attachments If you need your guests to view a report or agenda before a meeting, attaché a Google Doc to your event or upload a fil from your computer. Click the gear/setting wheel>select labs>next to event attachment select enable>save> Select one or more files and click Upload. Now attachments are added to the invitation. Note: Event guests do not automatically have permissio view Google Docs attachments. You must share attachment with your guests. To Transfer ownership of an event Open the event you want to transfer from the calend the original owner. Select Change Owner from the More Actions drop- d menu (next to the Delete button). Type the address of the new owner in the Owner field. If desired, customize message Click Change Owner. The new owner will receive a notification , they should click the included link to accept ownership. Note: Even though the new owner now controls the event original owner s name will still appear in the Created by fiel TASKS to Sync on IOS: You need to use an App- gtasks 3/12/15 4

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