Want a Stress-Free Life? Organize with Google Calendar Now

are you tired of juggling a million to dos and   still missing appointments well I  was too so that's why I use Google Calendar hi I'm Jamie and welcome to teachers  Tech today I want to show you how to use Google   Calendar this is a beginner's tutorial so I'll  start with the basics but then by the end of this   I want you to feel confident in using this to keep  your life organized to use Google Calendar you

will need a Google account I'm demoing this today  from my Google workspace account something I pay   for but if you go ahead and create a free Google  account you'll be able to access many of the same   features I'm going to go ahead and open Google  Calendar I'm already logged in and if I go up to   the Google apps here and just click on it you'll  notice you have options to all the different apps   that you can use from Google I have calendar right  here you can drag these around maybe it's in a   lower spot but you can drag it to where you want  if you want to access it very quickly I'm going   to go ahead and open this up let's do a quick walk  around of what we see here let's start in the top   leftand Corner this is the main menu that opens  this up if I click this again it closes expands

the calendar in the middle I'm just going to open  this back up I'll talk about these things under   the main menu in a bit now if I keep going across  I can navigate to the next months very quickly you   can see how I adjust but if I ever want to jump  back to today's date just go ahead and click   this and it jumps back in a hurry you can see how  today's date is indicated with the blue circle on   my calendar now if I keep going across we have  a search and we have a settings menu with the   settings menu I want to point out the appearance  this is a new feature with Google Calendar if I   click appearance I can quickly change it to  a dark theme or device uh device default here   too I can uh drop down and go to com compact or  responsive to my screen which I'm going to keep   in that I'm going to keep with a dark screen just  for this tutorial I'll go back to light and and   hit done now under this dropdown you can change  your view of your calendar so right now I have it   under month but if you wanted a week you can see  how it adjusts and how the day indicated you can   jump back and forth to any of these to look at the  year and adjust it to the way you want now we do   have other options down here where it show decline  events show completed task and show appointment   schedules I'm just going to go back to the month  view right now this is highlighted because we're   on the calendar view but this is switched to task  and if you're using your Google uh calendar task   is a big part of it to help stay organized so  I will spend time talking about uh adding your   task to your calendar and creating them let's jump  back to calendar view and I want to point out this   little calendar over here so it works similar  I can go to next months just like I showed you   before with the big one but if I click on a day in  here it will jump to that big calendar here and if   I click on it again it will actually go to the day  and now I'm in day view so on no matter what day   I click on it will be in day view here but you can  adjust that back up top by going to the month if I   keep moving down here you're going to see where I  can search meet with specific people that I'd have   in my contacts that would show up here I have time  insights this is part of my workspace uh here that   my workspace account that I pay for you won't  see this in the free one and we have different   calendars that I have and I'm going to show you  how to add more or unsubscribe from the ones that   you have I added some examples to the calendar  just to demonstrate my Calenders over here notice

if I check this off birthdays goes away if I  uncheck this the task goes away and now nothing's   showing and I can check them one at a time but  if you have a long list of calendars you might   want to just choose those three little dots and  say display this only and then it's going to just   go to the one now the other thing I want to point  out is with birth dates this isn't like a normal   event you're not adding it to a calendar this is  connected through your contacts so maybe you've   put it into your Google account as a contact and  this is where that's pulling that information so   if I click on contacts over here notice that under  this demo Jamie I have a birthday of November 15th   and that's why it's showing up in here so if you  want to add birth dates to this you need to add   it to your contacts now the other thing I want to  point out we have task and you can see I have a   pending task and a Google forms task I showed you  up top here we have switch to task view that was   because this one had a date on it notice 6 days  ago if I just go back to uh this view I can also   get to the task over here so if I click on it this  is just a different way you can look at the task   and then each of these can have a date applied to  them and I'll show you more about that in a bit   but I just want to make sure that you understand  the different views of my calendar before I start

adding events and ask I just want to point out  some of the settings up here so I'm going to   go to the settings menu and choose settings if you  go at this point you can choose your language your   country your date format your time format you can  add your time zone in here and as you go through   when we go ahead and add our events I have mine  default to 60 minutes and you'll notice that come   up when I add them but you can change your default  durations at this point we have our notifications   so how do you want to be alerted when your  different events come up so if I drop down   you can have them on or off at this point so if  you want to turn them off this is where you would   go and on the calendar how do you want it to look  so we right now I have show weekend show declined   events show completed task you can turn these  offer on so if I wanted this off show weekends if   I go back notice that I have Monday through Friday  here and the weekends are gone you can go back to   your settings and just turn that back on by simply  clicking it again so go through and take a look at   the different settings that you have available  through here that you can quickly add I'll   come back to some of these a bit later the other  thing I want to point out if you have a certain uh   window you want to see using the little calendar  if I'm in November and let's say you can see I   have the 13th 14th 15th if I highlight the 13th  14th 15th over here and let go it automatically   goes to those three days if I highlight a week it  will go to that view so just a quick way that you   can adjust your views by using the little calendar  and selecting how many days now I want to show you

a few different ways that you can create events  and tasks in Google Calendar to create an event or   task we can go over to create and if I drop down  you'll notice we have event here we have task if   you're using the free version of Google Calendar  you're not going to see these three options right   here now if I go also if I close the main menu we  can get to event and task right through here as   well I'm going to open this back up here uh just  to go through this way so I'm going to go and   create an event and for me an event is something  like a meeting or somewhere I have to be at a task   over here I can switch also at this point would be  something I need to get done but I'll let you sort   that out what works best for you I'm going to go  to an event and let's say this is meeting with Jim   now the other thing that you'll probably want  to do right away when's the time so if I click   on this you'll notice that the calendar pops up  we'll say this is going to be next Tuesday what's   the time it's going to be so if I drop down I can  adjust the time period in here let's say this is   going to be an hour 2 to 3 p. m. if I look at this  I'll move this down a bit you'll notice that it's   already on my calendar it doesn't stay there till  I hit save though if I exit out it's going to ask   me to discard this if this is an all day meeting  with Jim I would check this and notice how this   is going to change the look here but I'll just  leave it as uh as this time 2 to 3 I'm going to   create another event in a moment with somebody  else but I want to point out this is a quick way   that you can add it so if I hit save this is on  my calendar right now but let's say we want to   create a different type of a different event I  can just go to the day that I want so let's say   if it's going to be on the on December 9th if I  just click on this the same ad event comes up and   notice I can change right through here as well so  maybe this is going to be a meeting with uh we'll   say with Drew and I will leave this as an event  and I'm going to go ahead and add time notice it   already has the correct date because that's the  date I clicked on if I add time I can go ahead   and pick a time from here just like I showed you  before the other thing I want to point out is that   we have more options now more options is going to  open up everything at once and uh just so you   can see and put uh it has all the same options  just a different view to it so I still have my   time in here do I want this to repeat so if it's  something that's going to happen every week I can   go ahead and say weekly on Monday and it's going  to add it to my calendar on those every Monday I'm   just going to leave this as does not repeat but  you can see all the different options that you   could put in you could put an event as a birthday  and have it repeat annually that day if you want   to go through if you weren't using your contacts  but I'll leave it does not repeat we have our   event details now is this going to be a in person  or maybe you need to add a Google meet to this if   I click on this will add a link uh that the  person will be able to click right in here so now   they have a link that they'll be able to join  and notice that we have different options uh   when we open it up we can see through here now if  I keep going down is there a location well this is   virtual so it won't matter but you could actually  put a location in here and it will go find it so   if I start typing in Los Angeles it comes up in  here and that would be the location I'm going to   leave this blank notification I'm going to show  you how to set notifications uh too so you uh   from your settings but do you want to get notified  this about 10 minutes usually I have mine set for   about 10 minutes before if I drop down you'll see  that I can change the color so maybe meeting with   Jim I have it as a different color just so I can  recognize it uh do I want it to be busy yes I do   and this you can even add some more uh information  down here is there meeting notes so I could go   ahead and add meeting notes to this I could go  to my Google Drive I could go grab something from   here and insert it and it puts it in and I can  just add a description to this in here so now once   I get everything set up another important thing is  is to add uh different people to this so if I go   add Drew here this is going to be going over  to their calendar this is important thing cuz   I'm going to bring his calendar and show you what  he gets now I'm going to go hit save do I want to   send invitation emails yes I do so I'm going to go  hit send and I'm going to invite all guests even   though I know they're outside my organization  and I'm going to create and share because the   documents need to be shared with this person and  I'm just going to say share with people here save   event share anyway and now that is going to be set  here is the meeting with Drew notice the color on   it let me bring over his calendar here I am in  the demo email this Drew person if I click on   the email you can see I got an invitation am I  going to go so this is as Drew I can say these   different options I'll hit yes and notice that it  was showing me that we have our attachments and   notes in here as well if I check out his calendar  we have this meeting on December coming up so if   I click on it from his perspective I can see who  the organizer is who's going to it the different   notes and when the person is joining we can join  by Google meet right here when I come back to my   calendar and click on this now notice that there's  this little check mark beside Drew this is telling   me that he said yes so this is a great way of  keeping track of people by sending invites to   other people then you can just check who's going  to be attending those meetings another way you   might create an event is a multiple day now I  could go ahead just like I showed you before   click on any date I can go ahead and pick multiple  days on this so if it's going to go from December   10th to December 13th and we'll call this a golf  trip here that I need to plan I can maybe have it   a different color drop down just to identify  something personal I can invite the people I   don't think I'll need a Google meet for this I'll  hit save and so I can have it go over multiple dat   at any point you can edit these events that you  have so if this is going to change I could do   it a few different ways I could drag it to a  different spot so even something like this I   can drag it I can click on it once and I'll get  to the information but I can edit at this point   so let's say this meeting I already moved it  one day but now this needs to be have a Google   meet connection I can click to add that and  that's going to be part of it and I can make   an adjustment well this is going to be all day and  hit save and now this is updated if we're moving a   date that's connected with somebody else if let's  say we even move this to a different day they're   going to update send emails to those people to get  them notified so this is a great thing so if you   if you do it you don't have to go and send those  out it'll automatically do it once I hit send and   they're going to get the update on their calendar  if I was selecting multiple dates too I can simp   drag across any of these and then it's going to  open up with the information to put in if you

need to remove any of these events you can click  on them go to the delete event right here you can   also just rightclick on these different events  and click delete if you ever wanted to change   the label color so if you didn't want it be blue  I could change this to a different color and it   quickly adjust you can also use contrl Z to undo  your last step so if I press contrl Z notice it   goes back to what it was before with blue now the  other thing that I wanted to show you was adding   task so I can go over to create and I can create  my task this way or I can click on the date like   I showed you before and just move over to task  and let's say I need to buy dog food for this   and to me that's kind of a task I item I might put  it in so I could add a description I don't think   I need one for this I understand what the task is  going to be but I can change the time and so maybe   I want to change it towards the end of a workday  or a certain time I'm know I know I'm going to be   somewhere so maybe I'll put at 5:00 p. m. I'll know  I'm going to be leaving work and I'm just going to   put save so this gets identified here as dog food  and I'll get a notific notification uh before that   time maybe 10 minutes now if I go up to the task  which the task up here I could also add task this   way so if I click on add task and I'll say by  uh birthday present so I'll just say like this   I can add details and I'll just say maybe it's for  Keegan I'll add a date or time this is going to be   in December we'll say on the 21st I'll hit okay  and now when I switch back over to the calendar   view notice here it is over here and I can drag  these around just like I showed you before and   the task gets updated with the date now the other  thing I want to point out these are always blue   so if I right click on it I can't change the  color this way but if I go over to task here   here in options if I said you know what I want my  task to be purple now this one dot got this since   it's a timed one got changed to purple and this  now task will go away   when you complete them so if I rightclick is one  way I could do Mark as complete so if I click it   off it gets uh strike through like this and if I  want to delete it or uncomplete it I can turn it   back if I go to task up here any of these ones I  can check off here so now if I go back you'll   see that it gets crossed off this way but I can  also go to task over here and if I say click here   then this is going to be uh taken off with that  strike through here but anytime you can go back   and just put it on as uncompleted so tasks are  a great way to keep everything organized I love

this new feature in Google Calendar right here the  appointment schedule and this is in the free or in   the workspace like I'm in right now you're able to  create a booking page share it out and people can   select a time that you've set up and then those  bookings spots will disappear as people sign up so   if I click on this will set one up really quickly  and I'll just say this is schedule a meeting the   appointment duration right now if I look over here  you can see they're all booked as an hour on   those 5 days I could say you know what these are  45 minutes I don't want to do this on a Monday and   Friday uh will even  take off this day and I can start to even adjust   times you can see how everything is uh modifying  to uh what I want for the bookings over here as   I go down there's a scheduling window so is it  available now start and end dates uh maximum time   in advance you can set up when people can start  booking or the minimum time before uh booking   appointment settings so if you want to have a  buffer time in between so if I click on this now   it's set up 30 minutes in between so maybe I don't  want quite 30 minutes maybe I only want 15 minutes   and then there'll be a 15 minute buffer time in  between so you can see the different settings you   can uh just simply click in here maximum bookings  per day or invite allow guests to invite others   you can choose what calendar this is going to  go on as well or add co-host I'm going to just   hit next so we uh have a booking page phone and  name I'm not changing this but this is just hooked   to my Google Calendar I could manage that  if I want location and conferencing I could even   add a description here so I'll just say scheduled  meeting a booking form so this is the information   that's going to show up uh that tells them to give  this information so right now it's the just the   first name last name e uh an email I can add more  so let's say if I wanted to add a phone number I   could actually do custom as well but I'll just  say add phone number and I can click it to make   it required so this is going to be on the form  there's a payment and can cancellation policy and   also booking confirmation and reminders so you can  see how that is going to be emailed out I'm going   to go ahead and hit save so I'm going to go if I  open I could share right from here but if I open   the booking page now it will show me this and  so I can share this out and people are going to   be able to click on a spot to book and notice so  I put this into the form the phone number uh you   could add a c some custom information as well so  I'm just logged in as myself right now so I'm just   going to hit book and then I'll hit close and then  you can see how this is highlighted off now and it   only shows the ones that are still available so  again if you want to share this out we can Click   Share uh do we want to give it as a link as it is  right here I could copy this and email this out to   people or I could do a website invite so this is  a great feature in the workspace or the free vers   of Google Calendar now I want to show you how  you can manage your calendars by creating new

ones or even subscribing to others and then go  ahead and delete them after as well so right   now we only have these three different items  in the calendars like I showed you before and   birthdays wasn't really a calendar it was just  more connected to your contacts let's say I want   to go ahead and add a new calendar if I click  the plus here I have some options let's start   with create a new calendar and then I'm going to  show you how to subscribe to other calendars like   maybe your favorite sports team but I'm going to  go create a new calendar and this is going to be   for family events so maybe it's going to be for  family dinners or get togethers um I'm going to   just call it family I'm not going to worry with  the description of this one uh once I get that   all correct I'm just going to hit create calendar  and you're going to notice over here so right now   I have my Jamie ke birthday dates and now I have  family I'm in settings right now it took me over   to settings so if I go back another way I could  get to this if I go up to settings up top here   you'll notice that as I go down here we have our  ad calendar and this is where I can go ahead and   create a new calendar or subscribe to calendars  here as well so inside this now I have these three   different ones now I could also create a birthday  calendar if I wanted to do it this way uh and now   then I could add birth dates to it so the options  are a little different when I create my events so   if I go ahead and let's say on December 16th  I have a dinner for family and I I'll just put   dinner just as a title and I want this to go  to my family calendar and it's not noticeable uh   quickly but now when I click on my Jamie Keat  because this is the calendar from over here I   get options and this wasn't here before because  I didn't have any other calendars when I click   on it I can choose what calendar this is going to  be on so if I say family now it's going to switch   over to that calendar I can go and let's say We'll  add it quickly at our time I won't change anything   I'm just going to hit save so we have this dinner  right here if I uncheck family notice it's gone so   that's how you add specific events to a specific  calendar that you created if you want to uh share   your calendar with other people we can go back and  we click on those three dots we have settings and   sharing this just brings me right back to uh to  the settings like I showed you the other way to   get to this and we have different options so this  is what I created here and if I move down I can   add people in groups so if there's other people  so even if you're on the free one if you wanted   to share this calendar with other people in your  family you could add those people and then they're   going to get access to that so when I go ahead  and add people let's say if I added a different   account what permissions do I want them to have  so if I go and uh only want them to view and not   to make changes I would pick one of these but if  you want them to make changes to events or make   changes in management sharing you can give that  to them then they'll be able to add events as well   so it will update your calendar so something you  need to take advantage of having those calendars   and sharing them with other people so if I move  all the way down now I just want to point out if   you wanted to delete a calendar so I'm under  this family calendar I can go ahead and click   delete and that calendar would be gone let's say  now I want to add holidays and a favorite sports

team so I'm going to go and click the plus and  I'm going to click browse calendars of interest   at this point you'll notice that we have holidays  and when I drop down it's going to show all these   different countries and if I was looking for the  United States it's going to be towards the bottom   this is all alphabetical here as I go down to the  very bottom you can see right here if I go at this   point and stretch these out I can un check certain  days if I don't want them there if I keep moving   down you'll see that we have different sports  and let's say I wanted to follow the Detroit   Lions because they're having a great year so I can  go to football I'm going to go to NFL I'll look   for the Detroit Lions and I have that selected  on the side notice all the different calendars   that I have showing up right now let's go back a  step and if I take a look at the calendar I can   see I have Christmas uh showing up and Christmas  Eve New Year's I have a Detroit liing game right   on the 30th here same thing with the other ones  if I uncheck it goes away uh from it from there   and we can also change our color so if I wanted  Christmas to show up in green I can make those   quick changes at any point if you want to hide  these calendars so if I go to hide from list it   didn't delete it it's just hiding it I'll show you  where we can unhide them again if we go back to   uh settings on this one we have the holiday days  in the United States see how this is sh calendar   list and it's hidden if I click it now it will  show if you want to unsubscribe all you have to   do is remove the calendar at the very bottom it's  just like delete one I can click unsubscribe and   it's going to remove it from the list on there  so now I only have the holidays and I don't have   the Detroit Lions anymore so if I go back you'll  see the options there on the side if you're using

Google in work if you're using Google Calendar  in workspace you get a few different options like   I mentioned before you can set a focus time so a  focus time you could pick a certain time and then   you're not going to be interrupted so you could  mute chat notifications automatically decline   meetings the other thing you can do is Mark an  out of the office so if you're out of the office   on a certain day you can pick that time and it's  going to show up in your calendar that you're out   of the office and you can automatically decline  meetings and you can ALS also have your working   location shown so if I was going to pick maybe a  day or two days if I pick multiple days here and   all day let's say I'm at home I'll hit save and  I'll hit okay now on my calendar it goes across   that I marked at home like any of the other ones  I can open them back up and delete it if I don't   want that there anymore did you know there were  shortcuts in Google Calendar here's an example if   I just press C on my key board it goes to create  event if I press y it automatically goes to the   year view if you're wondering where do you find  out about where all these shortcuts are just hit   the question mark on your keyboard and you'll  see all the different shortcuts here that you   can learn about that will save you a lot of  time when you're using Google Calendar the

last thing that I want to point out is to make  sure that you install the Google Calendar app   on your mobile device once you do that and log  in the same account that you're logged into on   your computer it will sync across so whether you  enter the information whether it be an event or   a task on your phone or on your PC you're always  going to stay on top of it and organized let me   know what else you want to learn about Google  Calendar Down Below in the comments thanks for   watching this time on teachers Tech I'll see  you next time with more Tech tips and tutorials