If you’ve used Google Calendar, you are probably aware that you have your own calendar for work-related events. But did you know that you can create additional calendars to schedule and track other events? For instance, you can create a family calendar to schedule your kids’ soccer games or swim lessons. You can also create a calendar specifically for your team or department at work. Having a team calendar is a great way to track:
With all this information tracked in one calendar, it’s then easy to:
On the Create New Calendar screen, provide the following information:
In the next sections of the Create New Calendar screen, you’ll select who can see what level of calendar details and who can edit and manage your calendar.
This setting enables you to either share the calendar publicly or just within your organization. After making a selection, you can then select what viewers are allowed to see when they view the calendar. The options available are defined by your Google Apps administrator.
For our team calendar, we want everyone within our organization to be able to view the calendar’s event details but only a select group to be able to edit or add new events.
This setting enables you to define a specific group of individuals to view, modify, or manage the calendar.
To add your team:
Note: You may discover that as you enter an individual’s email address, the email address auto-completes. After selecting it, it may then appear in a list below. If this is the case, define their permission option at this point and omit step 3.
Note: If you forget to add an individual or need add a new team member in the future, return to this section and add add them to the list following the steps above. If you need to remove an individual, simply return to this section and click the trash can icon to the right of their listing.
After creating the calendar, it should now be visible in the My calendars section of your main calendar. If it doesn’t display immediately, you may need to refresh your browser window.
Now when you create a new event, you have the option of creating it on your personal calendar or on your new team calendar.
It’s easy to display events on one or more calendars. Let’s say you create the above event on your team’s calendar. You can quickly copy it to your own calendar without having to re-create it.
Now when you view your calendar, you will see the event listed twice - once on your personal calendar and also on the team calendar.
And remember, if you want to hide the team calendar on your personal calendar, simply click its name in the My calendars section. To view it again, just click the name a second time.