How to Use Google Calendar 2020 - Tutorial for Beginners

hi there jamie keate here today at teachers tech hope you're having a great day today today i want to show you how to use google calendar is part of the google workspace and if used correctly this can be even a more powerful tool to connect all your google apps together so i'm going to go through it from a beginner's level but then also show you some tips along the way so let's get started on this tutorial today with google calendar so just before we dive in here to the workings of google calendar i just want to make sure that you have a google account because you need a google account in order to access google calendar so if you haven't created one make sure you can create one now i'm just going to go up to the top right hand corner to my google apps and you can see i'm logged in already here i'm just going to go to my google calendar to access it and it's going to open up so that's one way you get to your google calendar the other way is just by typing if you're logged in you can go to calendar. google. com and then you're going to access it that way too so just to let you know i've timestamped everything down below about all the different things in this video if you're looking for something specific you can click on that time and it will jump to that part of the video and hopefully that will save you some time now in this tutorial today i want to start with just kind of a general walk through where things are

i have my google calendar opened here uh just to be able to show you uh past events and future events and just how everything's set up in mind now uh first thing i wanted to point out in with this is showing today's date today is november 15th and you can see right away on google calendar how there's a little bit of a call out around the date and notice everything before this date here it's kind of grayed out to a different color on it showing that it's past anything in the future stands out a lot more of these now i can go back to any of these previous events that i have in my calendar and open them up just by clicking on them and i can kind of see what kind of who maybe who i was meeting with i can actually go to edit event and i'll get into this more later on too but if i click on this i could go see through the description who may be different people who it was with me any handouts that i had or rooms where i was or guest so i'm just going to close out of this but again i'll get back into that later on anything in the future you can see how it just stands out brighter and i can click on them and edit them if i need to now i'm going to start in

the top left hand corner here the main menu right now i have it closed main menu if i click again it opens up like this so if you wanted a little bit more real estate go ahead click it and it will close it usually defaults open so you'll see this right away and what are you seeing when you open this up now this is the create button so i can create events there's different ways to create events uh also with google calendar but as i go down and i'll talk about this a little bit later when i get to creating the events here gives me a quick bird's eye view of uh the months uh the so i can go through and kind of see if there are certain dates i was looking uh for to plan something i can kind of go ahead as far as i want or go back to see maybe what certain dates were too now with this meet with i like this feature because if i just click in it and i start maybe i'll pick myself here and then i'll pick this and i'm going to pick this calendar it can match calendars to see if you're planning a meeting with maybe if someone has a certain uh maybe a certain meeting if some a day will work so if you notice uh that if it's busy on that day well maybe i won't try to meet with that day but they have to be able to share your calendar with you for that to work if it's not shared that's not going to work very well for you i'm just going to exit out of that down below and the thing to recognize is usually when you're working with google calendar you're going to be connected to lots of different calendars especially if you're inside an organization now this main one right here that has the check mark with that i have open if i uncheck it you notice everything disappears because that's the calendar that i'm looking at is the main one that i use in my work world but there's all these other calendars down below and plus it has my reminders and tasks now reminders and tasks you can create from gmail and it will show over on your google calendar i like that feature to it if i for instance click on reminders you can see that reminders just came up it wasn't showing before so these calendars are only going to come up if they're selected here now down below you can actually other add other calendars too so maybe you have a favorite sports team or i want to follow uh something you can go through and see if it's inside of it but i'll show you that towards the end of the video or you can check down in the time stamps to jump to that part now if you wanted to but as i go through any of these two notice as i hover over uh for instance here i could unsubscribe from this calendar so if i didn't want to have the events in here i could just unsubscribe if i don't want this as part of my list or i have some options here too i could actually hide from lists so if i go ahead and hide it disappears from my list so i'm didn't unsubscribe still there but i just didn't want to see it as a large part of my list the other thing to note is if i click on this again i can change the color right now it's orange but maybe i wanted a different color so i could go ahead i'll turn this to purple and it quickly changes so that's what this left-hand side of the main menu will get you if i go up to the top you can go through the different months here i can look ahead i can go ahead as far as i want and the same thing by going back to previous months uh if i go across the top i have a search if you have a busy calendar this is a if you know you're looking for something specific for so if i go ahead and type ashton i know he has a surgery coming up and it goes and it will find it for me uh very quickly so maybe if it was months ahead and then i can click on it and find out more about it uh maybe the place or i can go and edit the event if i know the time has changed on it so i'm just going to close that i'm going to hit the back right here i just get to me my main view if you need any support this is where you'd find it here i'm going to go over the setting menus later on i'm going to break this down where you can how you can share your calendar but yes look it down in the description if you were looking for something specific with that

but this is another important feature that people use a lot on their google calendar and this is the view so if i go ahead and drop down right now i'm in the month view but you can quickly change it to the day view and i have nothing planned for today but i can go through and kind of start to see if i have any meetings here to go through as i go through you'll see different times and i can click and edit these if i need to i can go back i can have a week view i like the week view that glance i can see kind of different things happening with different parts of it again i can go through and edit these if i need to i have my month view that i was in by default that i started and you can change it to default uh which one you want i'll show you how to do that a little bit later in the settings too uh but we have our year if you want to quickly go to that year view we have our schedule view through here that goes through all the different things and you notice that i have the reminders turned on right now and so it's showing up there and then we have our three days and we can create our own customization what's going to work better for you and i'll show you that later on and then we have we can show declined events i'm just going to go back to the month this is how i tend to kind of get my glance to see what's everything happening but then i can dive in deeper so that's the walk around for google calendar showing you my calendar and how i see it but let's get into specifics about setting up creating events and getting everything customized that would work best for you so now i want to show you how to

add an event to your google calendar i've opened up a brand new google calendar from a different account here and just let you know uh it might look a little different than yours on some of the features if you're using the free google account your free gmail google account versus i'm this one's part of an organization so you'll see a few things look a little differently but the tutorial will still work for you with understanding i'll jump over to a free account to show you what it might look like too but there's a few different ways you can create an event inside your google calendar when i clicked on the main menu before this button opened up here and i can go ahead and hit create through and add my title and adjust it find the time and everything so you can do it like that i'm just going to close this because there's a different way that i tend to do it a couple different ways so the main way that i do it is look for a specific date so let's say the 18th and i can go ahead if i click on it once it just opens with that same the kind of the quick fill in to add my event i can always go to more options to get to more but i can go through here and notice that the date is now the 18th wherever i click if i double click it goes right away to the more details and this is where i can add rooms add guests and different things if you're part of that organization uh of your google account but you can go through and hit x and it doesn't add it because i haven't added the event now a third way that you can do it is maybe on the 18th you could click right on this little calendar it if i double click it opens up that day and then i can find a specific time double click in here and it will go to there you notice the time is already selected so again depending on how you want to add your calendar add to your calendar those are different ways i'm just going to go back to my month view here and we'll go to the 18th and i'm going to do a double click so it gets right away to the details and i'm going to say meet with ashton so this is going to be my title here and we have it on the 18th and that's the day i wanted on is it an all-day event is this going to be take up my whole day if it is i'm going to just leave this checked but this isn't going to be an all-day event it's just going to be for an hour let's say and i this is where i can pick my time so i could go through and let's say this is going to be i could type in here too so as i start typing it will jump to different parts if it's going to be 1 p. m to 1 30 p. m maybe i want it to have 45 minutes like so we can go to a time zone if you need to be now is this a repeating event so is it going to be something that happens daily every other day or is there's a customize that we need so is this weekly on wednesday this meeting occurs is it monthly on the third wednesday so it's trying to find some patterns of where you picked it but i could go through and customize this too so do i want this to repeat on wednesday i could go through and pick the day and i can just go through and customize everything and so if you go through and do pick the repeat and it will show up in your calendar in future events too so in this case i'm not picking a repeating one i'm just making sure you understand that it's there now we have event detail so this is why i double click on

it that we can go through and add uh just everything that we want right from here now uh first of all add a you know google conferencing uh has been big ever with coved and everything so add a google meat link that if you're meeting this makes it super simple this is the way i like to add my google meet links because if i go ahead and add it right away it gives me the link and i'm going to invite this to a with a person and then they're going to get the link right in their calendar too and i'll show you that in a little bit is there a location so i could go through and pick a location this isn't the room aspect but we could go through and find a location uh you can type in if we start typing so if i can see if i type new i got new york i could put in right through here if that was the case but i'll delete that notification uh this is important to me i like to have my notifications on i usually get notifications on my mobile device so that's thing if you're using google calendar on your phone everything works very similar and you get notified uh upcoming meetings but you can also have your desktop notifications on so it will let you know of anything coming up too so this is where you could put a notification or do you want an email sent a lot of times i just put a notification and i can change do i want to be notified how long before is it 10 minutes uh hours days weeks and you can go through to it so add another notification anytime you see the x you can delete it and take it away uh so i'm going to go through what calendar do i wanted to add so all these different uh calendars that i have here i just want to do my main calendar and you can see how the color what color do i want it to show up i'm going to turn it to yellow and i'm going to leave default visibility busy i can see i can make it free if i want i'm going to keep this busy during that time of the meeting now this is where i can add attachments and everything to so you

would give your info here we could add our attachment click attachment is there anything in your google drive that you'd want to attach so i could go to my drive and find something specific if i want so if i just grab here's an image and now this is the important part that i really like about with google calendar and i don't think a lot of people take advantage of

this it's adding people so if i go through i'm gonna add ashton to this so he's gonna get notified and his email his google calendar it will show up in and then it'll go through and it just connects us all together so i think this is an important part of it now if i go through and do i want to have this guest permission is he allowed to invite other people so i could check this off do i want him to be allowed to modify the uh event probably not but i can check it if i want see the guest list so he can check out who's being invited the other part is the room so you know if it's all set up or if there's certain things that are needed for this one maybe some chromebooks are needed this is going to happen in the ths room so all this information starts to get be starts to be put on now if i go ahead and hit save would you like to send the invitation emails yes send so it has to share the documents that's part that i shared for my google drive it's going to share that with the one person since this document over here this jamboard is a picture i need to make sure that gets shared it's going to say who it gets shared with it gives them view or do i want them to be able to edit because maybe there's an agenda or something attached to this and you could have give them edit so they could add to it if they wanted but i'm going to go ahead and hit invite at this point and then you can see it's on my calendar here let's go ahead over to ashton's calendar and see what he sees now so i've just switched over to ashton's calendar now to show you what it looks like and on his calendar right here you can see meet with ashton that's what i called it so it went to his calendar i can click on it open up it gives some information uh to this to ashton let's meet with ashton gives the time uh here's the google meet link so when we're ready uh that's going to be all that he needs to be clicking on uh it shows that the two guests are waiting on here there's the file that i connected uh through here and now is ashton going so at this point this is where i really like google calendar too when you organize everything you want to find out if a person's going i hit yes and then i'm going to jump back over to my calendar so you can see that i'll be able to see that he's accepted the invitation to it all right so now i'm back in my calendar and i open up that event and i can see ashton is going that check mark so if you're sending out this to a bunch of people uh if they say yes to this you'll see the check mark of it there so you'll get a quick idea who is coming there so it's a great way they're going to get an email about this uh too in their uh in their gmail to be able to know when it's coming and then you'll be able to have everything organized the documents and everything through your google calendar so this is a great way to keep everything organized if you want to change the date you can still alter this now i can go back and double click on this again and edit this here another thing i can go is drag so i can go ahead and drag this to a different date and it's saying would you like to send the update to an existing yes and send and i could and they'll be updated about this if no one's attached to this it allows me to quickly drag it without having that but go ahead make your adjustments to this and it's very quickly to keep everything organized inside your organization so before i get to adding new calendars and customizing all the different ways you can with them i just want to show you a couple tips with your events uh first of all you can i showed you how to add one by just clicking on the date you can click and hold and grab multiple dates and then you can see how you can quickly uh have those dates selected and it goes into your description the other thing i wanted to point out you can right click so i can right click on this i can this is where i can answer if i'm going uh or changed my uh to if i am going or not i can join the meeting or i could delete it right from here too uh i just wanted to point out to uh on the right hand side you'll notice a few

other things we have google keep if you're taking notes in google keep these notes will come up here uh so i'm just going to close this because it's more about the task that i want to show you so now if you don't see this look at the very bottom where it says hide side panel maybe it's like this and you didn't notice it was here if you click show hide panel or so sorry it show the side panel and then now if i go through here and click on task let's go ahead and make some tasks here so these are some old tasks i'm just going to go ahead and if i didn't want them anymore i could click on them you notice how they disappear but let's and then they're at the bottom as completed let's add a task for this week so i could go ahead click on add task and i'll just call it i'm just going to call this test keep this pretty boring and then i can go ahead and edit the details this is where i can say where i want this on my list add date and time and i'm just going to say it's on the end of this week and do i want to set a time on this i'll put this at 1 pm do i want this repeat no i'll just hit ok so now it doesn't show up here that's because my task calendar is over here i turn it on and then it shows up over here so you can see now if i go back i have this on my list here at 1 pm here so if i go through it showed me the other ones that i've uh deleted here too uh on it here's the new one it just populated as i was going through it so there it is right there 1pm but it shows me the ones i've already done that i was playing with before so that's with your task are these kind of these simple you know little short little things that you're just uh kind of to yourself to do and the nice thing about this bar will show up in gmail you can open them up there and add them in gmail and it's going to be able to go to your calendar right from there with the task so

next i want to show you how to subscribe to other calendars or to add create a brand new calendar and over on the left hand side where we've opened our main menu here if you haven't opened it just click again and down below here you can see where there's other calendars if i hit the plus right here and you can see subscribe to calendar so maybe i want to subscribe to someone else's calendar if i hit subscribe i want to go to ashton's here i can go through and you can see i have different permissions i can go through make available to the public and so on i can go through i can add people to this one if you have the permissions to do so event notifications i'll let you go and go through this list of it you can integrate other calendars where you have the calendar id the custom url path to it and you can see where i can unsubscribe if i go back i'm going to hit the back arrow now i have ashton's calendar in here and you can see over here i have two things on this date that's because i'm seeing his calendar too so if i click off of it i don't see it anymore if i click on it i'm not deleting anything i'm just making it visible or not if i ever want to unsubscribe from a calendar i can hit just the x and unsubscribe and now it's not part of my calendars anymore i can add other calendars too so if i go and go ahead and create a new calendar so maybe this is i have my work calendar and i go ahead and create new and this is home i mean it will just be a calendar for the home and i can go ahead and hit create calendar you can see where i can pick my time zone i can hit create and i can go through at this but you can see it is successfully created now if i go back to it you should see home right here and i can go through and make adjustments to this one too i can make if i want to go to the display this only hide from the list settings and sharing or i can change the color now settings and sharing i can click on it

right here or i can go up to the gear and go to the same one if i have it selected i'll go here and i'll hit settings and sharing and this is where you get very specific with how you want to share your calendar out and as you go through you can see i'm under home and calendar settings as i go through i could give it a description i could export the calendar now if you export and sharing there's different times that you can import calendars too so you can see there's import and export i'm not going to go through that on this video i just wanted to show you where it was auto accept invitations do you want to make this to the public make available to anybody in the teachers tech access permissions as you go through down you can add people to this so is there somebody i want to have work to work with this one i could send them an invitation and they can see all the event details or i can make changes you can tell them what how much permissions they have to make changes to that calendar event notifications again you can go through and read all the different things that you can adjust through here if you want to embed this onto a website you can take this iframe and then embed it to here this is your public access url if you've made it public to it again all these things i or you can delete it or unsubscribe from it right here if i go back you can see there's the home so that's when you're creating new ones or subscribing to other ones but let's say if i wanted to hit the plus and look at calendars of interest so maybe there's a football so if i go football i'll go nfl and i want to follow the arizona cardinals so i can click on that one that calendar has been added i go back here's the arizona cardinals i can see that they're playing the seahawks this thursday at night at 6 20. so i go through i can see all their calendar events so anything of interest you can go through and take a look at it again go through and check out the settings making sure everything's adjusted the way you want you can go ahead you can click on this one go to your settings up top here and then you can go to your calendar specifically to go through the individual ones with the description and the big thing is going to be who you're sharing this calendar with and it's going to be uh what permissions that that you give them to be able to do to your calendar on it so the last thing i just wanted to point out in the settings is that you'll see that there's also get add-on so if you wanted to add something onto your google calendar maybe something like zoom just to see what works with it you can go ahead and test these out i would make sure that you uh you know read the reviews and check the ratings before you uh add these on to see what other people have thought of these now i hope you like this walkthrough of google calendar today there's more things to learn about google calendar but i thought this would kind of give a overview to make sure that you're getting the most out of it as possible thanks for watching this week on teachers tech i'll see you next time with more tech tips and tutorials