Learn Google Calendar -Tutorial

did you know if you book flights or made a reservation inside your Gmail that it will automatically populate your Google calendar without you having to do anything here's an example I booked these last week and if I go over to my calendar there they are in there so I could have uh notification set up and everything without having to enter those things into my calendar so if you want to learn more about Google Calendar stick around for this video I'm Jamie ke at teachers Tech I do weekly Tech tips here so if you like what you see Please Subscribe or give it a thumbs up let's get going on Google

Calendar so I'm just going to start from one of my Gmail accounts I don't use the calendars for this account so it will be a blank calendar and kind of the default if you've never used your Google calendar it's what it should look like so I'm just going to go ahead and open it up here just through my Google Apps I'm just going to click on calendar and

when it opens up you can see it defaults rate away into a week view uh with Sunday starting and Saturday ending uh and it's broken up with a times uh throughout the day uh and I can quickly change this from day back to week to month uh to four days and an agenda which would give me kind of a list of all the different appointments that I would have or tasks coming up uh so the one thing that can be customize is so when I open this it opened to week view in the settings I'll show you later how to customize this so um I often Chang mine I like the month view to start with uh and the other thing that you can change is this 4-day one you can change it to two-day or 3 day or 5 day uh so you can adjust that to whatever suits your uh needs too on the left hand side

down here you can see it says my calendars here uh when it defaults what happens is it defaults with a calendar with your name on it that you created the account with uh there's also a birthdays one so the birthdays one gets created and this is if you use your Google Contacts and you have birthdays in there it will be populated with those birthdays and it also connects with your Google+ uh for birthdays or anniversaries or different things like that too there's also a task one so if I click on task you can see it's actually already open on my right hand side I'll just click on it and you can see it went off and then if I click on it again it opened up and this is a handy little feature I like using this because I can just create these little uh to-do list for example um I'll just write example here and if I click this little arrow here uh then I can uh what I can do is give a date to it uh so let's say maybe on the uh I want it on the 20 second a something and I could give it a little uh you know I'll just say finish job and then I'll uh I'm just going to go back to list you can see it's listed here uh

you notice it didn't show up here that's because it's not in the correct date and if I was in my uh week view and if I want to jump ahead or if I was doing day by day these arrows up here will manage my timeline so if I just go ahead you can see it's right here um and this is something actually I can move around anytime I put anything onto the calendar I can drag it around to a different date and it will change it you notice went from March 23rd or so if I go back to 21st it automatically changes it if I finish the task all I have to do is uh click it you can see it gets crossed out so it's a handy little feature that I like to just kind of uh keep things in order um uh to do and very easy to use and I like it when it uh connects to the uh calendar here so I'm just going to go ahead and delete this one for now and I'm just going to close that task list just by you can see what which one I'm on by how it's highlighted so if I click off task it will close and it's not highlighted and so right now it's just my main calendar the birthdays I won't have anything in it because I don't use this account uh for any contacts on it too so uh now uh the next thing what I

wanted to do is create an event I showed you how to create a task uh at this time you can see right at the top right our left hand corner up here you get this red button you can create a create an event simply in here by typing so if I say uh dinner with mum uh let's say today at uh 6:00 p. m. and I could even add a little bit more detail but I'll leave it as that and I'm just going to hit add uh you notice it didn't come up because I'm on the previous week so if I switch to my month view you can see it's on the 19th or if I would go back to my week view if I just go back you can see

that it's on here and like I showed you with the task you can drag these um all around so if the time changed and said well maybe it's a little bit earlier I could click and drag it around like this if there was more details I wanted to get into I can also edit it so if I click on any of these um you can also edit the event so I'm just going to click on edit it and you can see I can adjust the times right up here so if there was a different time I need to change uh is this a repeating thing or do I meet with my uh mom at this time you know once a week or twice a week so if I click on the repeat tool this is a handy thing if you have those repeating uh days you can uh say if whether repeat weekly is it a monthly thing yearly uh and then so I can tell how many weeks I want to repeat on and repeat on what days what day it starts on I tend to use this a lot especially if I know there's certain meetings that um you know it's also on a certain day so definitely take advantage of the repeating one it will save you some time when populating your calendar uh the other thing you can do if you wanted to change your time I'm just going to click off my repeating uh if I go to uh find a time I can also uh look this would show me um you know if I wanted to specifically think what was happening in my uh day and there was other events in here I can drag it along in here and you notice it will adjust the time up here I could maybe stretch it out longer so if I knew it was going to be a longer uh meeting uh so that's how I could also another way I could adjust the time just going to go back to the event details uh a couple other things that you can do with this so maybe I want to send u in this case U you know maybe I wanted to send a uh invite to my mom so what I could do is type her name in here and you can also do this with a group so if you had a class or a group of people that you've created in your Gmail or set up uh by the Admin you could type the group in here and it would uh invite those people and they would get an invite in their email uh then they could uh accept it uh from their email but they'll also they're also going to get it populated on their calendar right away too uh so this is where you add your guest to get the invite uh so you can uh change what your guests can do to it so if I want wanted uh in this case if I wanted uh my mom to modify uh an event I could just click on it and then when she got it she could modify it or invite others or see the guest list if there's multiple people on it the other little

handy thing okay you could do is uh put a description in and then um add attachment would be another one here so if I click add attachment here uh you could connect it to uh different things and let's say if you needed maybe it was a ticket or something that you or PDF that you needed it's just a good way to organize it so you can attach your document here so you know it's on your calendar date and when you open it up um it uh will be very handy available uh and then again you get your notifications here how you want to be notified you can change it from email to popup and if you want to be notified 10 minutes or you could change the time there's a few different places to change your notifications from and I'll show you a few later in the settings and there's also a visibility or show me uh as so uh so that you want to if you want to void any conflicts if you have already something set up at certain times uh you can show a person is busy so that they knew I wasn't possible I if they try to book me at that time it would come up as busy and they would be notified uh so there's no uh yeah so there's not two meetings at the same time and then you can see that there's the visibility and the uh the default the public and or private on this one so those are just some of the things you can do uh once you create event uh you can edit your event like that so when

you make any of these changes uh make sure you hit save or if you didn't want them discard or if you want to delete this Al together hit delete so I'm just going to hit save here and you can see it's still there so what I'm going to do right now is um I often like I don't I usually set mine up Sunday through Saturday like this so I'm just going to go into the settings here and show you a couple things to uh tweak that so I'm just going to go to my settings up here up there and then what I'm going to do is you can kind of see a different a few different things here make sure your um your time zone is in the correct place too so make so that everything matches up so you can always double check that usually it's uh a correct one depending on how you've set up your account here uh so right here you can see week starts on a Sunday I'm going to put Monday for myself uh another option I like uh in here is uh so show a warning to other people if it's outside you're working hours so if you know you're uh if you don't want people to send you an invite during a certain uh if you only want to get it during your working hour so just set this to what days and what times so they'll get a message back saying this is outside your working uh working hour too so uh this is the custom view I was talking about uh before uh where it's a 4 days so maybe you want a two day at a

time or three days so I'm going to change that to three days and by default view I'm going to change it to month now and whenever you make any of these changes in your setting make sure you hit save and then what you can see right away when I back I'm in my month view if I go to my week view now notice it starts on a Monday for myself I like it grouped here with a Saturday and Sunday at the end but then anybody can start that how they wish to start it uh so a

quick way to add uh I'm going to keep going with adding some events here is just to click on anything so I'm going to go to let's say my next week here and I'm just going to click on a day so let's say there was something on Wednesday I can just quickly if I know something's at 12:00 p. m. I can just quickly click on it and I'll say uh meeting here and I can create the event and if it changes remember I can just I can go through and move it around if it changes the next day I really like that feature another feature I like is if you click up in the top bar right below the dates here if you need an all day event just click in here so uh if I'll say uh oh I'll just say uh we're going on a hike that day and uh so I'll create an event like this and it's going to be set up as an all day I can still edit any of these too so if I click on it you can see I have my edit event and it default just the all day I can repeat this again just like what I was talking about before um I'll just undo that but when you click up top it creates that uh all day event the other thing um I'm just going to click here and do the same thing you can also create your task from here too so if I uh wanted a new task I just and create it here and it connects to my task list there all right so uh shows you some quick ways to make your events uh now what we want to do is uh go to uh searching for events so what I like is once you've create all these events uh you can search for them too so if I knew and I don't have a lot populated in this uh in this calendar but so for instance if I um put uh well I know there's a hiking one I'll just say meeting so if I type in meeting if I know I was but if I could be specific with a name that I knew I was meeting someone just search for it and you can see what it did was just find the one but if you knew there was a certain person you were looking for in the meeting uh and you didn't know if it was maybe a month ahead or even previous ones you can do a search for it and it will quickly find what you're looking for just like all the Google uh products the searching is a great way to speed up stuff when you're uh when you're looking for it so I'm just going to go back uh to my regular View and remember you can delete these uh events too you can just click on them and hit delete uh like this and uh as and then they'll go away

let's get into creating some calendars now so I've showed you the first few the defaults what we have between the my named one with the birthdays and the task you can create as many calendars as you want and I find this really handy like even at school we'll create external internal calendars and we can show them in different ways too to keep them among the staff or we can show them to the public if they need to be too so uh when you see this little arrow here if I click down on it you can see it says create a new calendar and there's different ways you can get to create a new calendar um and I'll show you a few different ways but I find this is the quickest way for myself so I'm just going to create a new calendar and call this uh example one here um I can give it a description again I could put a location on it and uh the calendar time zone uh and you can see down here I can actually share this so if I knew I wanted to share this with my organization um I'd want to make sure I click this right here so uh when I uh have a choice here I can make this calendar public so if I uh anybody can see it if they have the link to it or else uh what I can do is share this within my organization and then what I do is add people down here and when I add a person down here I can um give them some permissions here so I could either make changes in manage sharing give them to make changes to events or see only free busy time or see all events so it depends on how much permission you want to give each person you could if you're added 10 people you can select them differently and what permission you want on them so uh that's how we would share it and so once you share it with them I'll just go ahead and create this calendar once you uh shared it with them what would happen is that is that um I'm just waiting for it to load up here I can see it's loading oh there it goes okay so you can see example one was here and if I share this with anybody this will come up on their list too uh so in this case if I have it green right here and you can see this one is blue I can change the colors of these very easily if you didn't want green uh you can just click a different color I click the arrow and then click off it like

this so as I said I can add as many calendars I want you can share them uh like I showed you and if you're adding an event to each of these what you want to do is so as you get more calendars you you'll want to add um what a common mistake is people will just start adding to their front one and they might be wanting to be adding uh to a different one so you can see right now the only one I have uh selected is the example one um I put more on uh what would happen is more things would show up so for example if I I'm just going to go to my month view here and I do have um so it defaults with the holidays in Canada if you're in the US it would default I believe with holidays in the US I'm just going to turn that one on too and you can see uh how the calendar start starts to get populated so as you can get uh so if you only want to see one calendar if I the holidays ones I could turn all these off and then I'm only left with that one so uh when you're creating an event on a calendar make sure you're selecting the calendar that you want so uh you can tell that by the highlighting the other thing is if I wanted something only on this example one you can see if I click down I can create an event on that calendar like so uh so and then it just brings me back to the same one so if I just say test and I'll just leave it as so and I'll just hit save and then if I delete the other ones or sorry not delete but if I just hide it you can see that's all that left is that one I just made so make sure you do insert things on the correct calendar especially if you're sharing so it doesn't confuse people with what uh is going on to each calendar so I have seen that happens where it just gets a little confusing uh too uh you can also if you wanted to uh share this calendar you can also do it this way here so I showed you in the one way but when you open it up you can just see how it kind of connects the same part that I was showing you before just on a shorter page here uh this is the notifications I've talked about before and showed you one way um what you can do is um you can get notifications you can add a notification uh through a popup or the email and you set up if it's coming from this calendar how you would like it uh then if you have your all day of notifications the same thing from here you can set it up here uh you notice on this one it says choose how you would like to be kept up to date and you have email and you know if things are change you have email and SMS uh you can set this up

I'll show you a little later I can't click on any of these right now because I haven't set up my SMS on this one but you notice I could select email uh for any of these ones but I'll show you that a little later so again uh if there's a trash here I'll just H okay uh they want me to save it here if there's anything in the trash um I can restore so if anything I deleted from this calendar I could just click the little box then restore or delete forever or clear the selection so I'm just going to go back here uh to the calendar details here if I make the calendar public also so if I go back I'm going to go back to share this calendar I'm going to make this calendar public going to hit save here and make your calendar yes I'm going to hit there and I'm going to go back to this one more time so I'm going to go back to my share the calendar or calendar details and now if I wanted to give I can give that link to anybody so if I click on this HTML and I this link that I could give this since it's now public uh I could copy this link and what they would get is this right here so you can see the one example of the test but this would be public anybody could see it so I could email out a link and they could open it up they couldn't change anything on it depending on uh you know the settings that you have but it's a good way if you wanted to put a lot of events and shirt with a bunch of people you could just do it like so I'm just going to close that one down and you can see um that there's saves at the bottom and save at the top so you don't always have to scroll back to the top so I'm just going to hit save on that one

uh and they have also in the other calendars down here uh what you have is you can add some interesting calendars and a few other you can import calendars you could connect to a co-workers calendars uh let's say We'll browse interesting calendars you can see there's different holidays in different countries or you could have sports uh let's say I'm going to pick I'll pick uh no I'm going to go back to baseball here uh let's go Major League Baseball and let's see if I was going to travel down to Phoenix and saw the Diamond Backs I could subscribe uh to this and now if I go back to my calendar up here and you can see it's here it's not highlighted right now but if I select it um you can see that uh they'll be different uh all the times on it so if you do have a favorite team or other things search through it and then you'll be notified and you can have your notifications of uh different things like that too uh so I'm just going to go and just turn this one off so it doesn't View here oops I got to make sure I turn the right one off here and turn them both off so holidays and the Diamond max are off there and so next what I want to

show you is uh just some of the other settings uh up top in here so I'm just going to go back to my settings here and I talked about uh the mobile setup with the SMS so I'm just going to go up to mobile setup and what you can see is this is where you would put your phone number in here if you want to be notified uh through SMS you have to set it up here uh so it doesn't take too long to do you can see it's very simply uh to then they'll send you the verification code to follow the instructions they also have Labs if you're used to uh Gmail uh the one thing you can do I haven't used these a lot I haven't really found a lot that helped me out but they do have uh Labs here that if you wanted to enable you can try out so if you're used to using them in Gmail it works uh pretty much the same way third party things just to try to add a bit more convenience or more power to uh the calendar here I'm just going to go to J en here real quick uh another option I like is the uh weather one here so I'm just going to scroll down to see if I can find it here so you can see right here it says show weather based on my location this is the location base so I'll just give an example so if I was typing in New York and I'll go NY whoops and Y and if I want to show it in Celsius or Fahrenheit I'll put Fahrenheit and I'll hit save here and then what it does here I'm just going to go back and turn on my calendars here and you can see as it goes through here I just believe it's loading right now here let me go back to today here and then no there it is it's populating right now so you can see um there's a little weather symbol now on it so if I click on it I can see the forecast for New York is at uh 47 Fahrenheit uh on it shows the lowest so I tend to add that I like to follow the weather and if I'm on my calendar it gives me a uh quick uh look at it too so uh the next thing I want to talk about is in the settings I'm just going to go one more time to show one last thing I'm just going to go up here again uh and this time I'm just going to go to my calendars here and you can see the list of the calendars uh that are in here uh so there's the example one that I've created and the other calendars down below uh so if you wanted to get rid of calendars or change the share settings you can come in here and click on them uh if you wanted to un unsubscribe from my uh from my calendar you can click unsubscribe and this won't affect other people that are subscribed to it will just you won't have uh access to anymore so if you just wanted to make some uh quick adjustments go up to the settings and then calendars and then you can see uh right from here uh you can have all the functions in here too so I'm just going to go back again to my general and remember any changes you make in here hit the save not that I made any there uh and again if you're deleting anything in your calendar so uh for instance I'll just uh I'm going to delete this hike here and let's say if it was an accidental thing I didn't want to delete it I can go back uh to this and if I go to view trash you can see there's a few things I deleted so I'm just going to click on hike and I can restore the selected events so if you did delete something accidentally you can get it back and I'm just going to go back and I'm going to make sure I turn it on and it should be what day am I on here oh I jumped over to May by accident I'll go back to March and there you go there so I hope you like this little uh tutorial a little longer tutorial on Google calendars I find if you're using your Gmail and everything how it connects with the invites and everything it just works great to keep you organized so I hope this tutorial came in helpful for you today if it did please give it a thumbs up or share it with some friends and remember I have weekly Tech tip videos at my channel here so please subscribe I'll see you next week