Create events on behalf of your manager

Creating an event on behalf of your manager is as easy as creating an event on your own calendar, but there are a few things to keep in mind.

Schedule on your manager's calendar

If you have both your manager’s and your own calendar open at the same time, the default calendar for creating new events is your own calendar. If you’re in a rush, it’s easy to forget to choose your manager’s calendar from the Calendar drop-down on the event creation pop-up.

Each time you create an event on behalf of your manager, remember to check that you’re creating it on your manager’s calendar and not your own.

Tip: If you find you have trouble with viewing your calendar and your manager’s calendar at the same time, try using two separate browser tabs (or windows, if your browser doesn’t have tabs). Use one tab (or window) for your own calendar and a different one for your manager’s.

Choose privacy setting

Managers often have sensitive or confidential meetings, so to keep meeting details private, you can select the Private radio button in the Privacy section of the event details page. Rest assured that only meeting participants and people with manage sharing access to the calendar can see event details when the event is set to Private.

Note: If most of your manager’s meetings are confidential, you can change the default sharing options for your manager’s calendar so that other people in your organization will only be able to see free/busy details or not be able to see your manager’s calendar at all. To do this, your permission must be set to Make changes AND manage sharing.

Here’s how:

  1. In your Google Calendar, click the drop-down arrow next to your manager's calendar, and select Share this calendar.
  2. If you want others in your organization to only be able to see free/busy information, make sure the Share this calendar with others box is checked. Then, choose See only free/busy (hide details) from the drop-down.

  1. If you don’t want anyone in your organization to view your manager’s calendar, uncheck the Share this calendar with others box.
  2. Click Save.

Specify the event time zone

If your manager travels a lot, it can be a headache to schedule meetings in different time zones. With Google Calendar, you can easily specify the time zone for a given event.

Events will appear on your calendar according to your current time zone, and when you change to your destination time zone, they’ll be in the right place.

  1. Just click the Time zone link to the right of the date and time fields on the event details page.

  1. Next, specify the event time zone in the pop-up. If you want, you can even set up events that start in one time zone and end in another, ideal for those of you with managers who fly often.

  1. Click Done.

Invitations and Events

Invite guests to events

To add one or more guests to an event, do the following:

  1. Go to the event details page of your event.
  2. In the Add: Guests section on the right side of the page, type your first guest’s email address.

  1. Continue adding your guests’ email addresses one by one
  2. If desired, fill in the rest of the fields on the page.
  3. Click Save.

Check availability of guests

When you want to invite guests to events, you have two options to see when each guest is available.

Option 1. Check availability in an event
In the event details page, click the Find a time tab.

Then, add guests to view their availability.

Option 2. Check availability through calendars
You can also overlay other calendars on your calendar. Each calendar appears in a different color, so you can tell exactly who is busy and when. To overlay calendars:

In the Other calendars list on the left of your calendar, type the names or email addresses of the employees whose calendars you would like to add. Once you add a calendar, you can click on it to toggle it on or off.

Note: A long list of calendars in the Other calendars list can make your calendar slow to load. (See Optimize Calendar load time below.)

Invite Google groups to events

If you or your Google Apps administrator has created Google groups (mailing lists) for your organization, you can invite a group to a meeting. Simply enter the single address for the group as a guest, instead of entering the individual addresses of all the members of the group.

After you’ve entered the group’s address, the Guests field will populate with the individual group members, as seen below. If you want to exclude any group members, you can click the “X” to the right of their names.

Note: If the group is updated (new members, deleted members, etc.) after the Google Calendar invitation has been created, the invitation does not capture those changes.

Select options for your guests in the “Guests can” section

When you invite guests to events, the invite others and see guest list boxes are checked by default.

If you’d like your guests to be able to edit event details--such as adding rooms, adjusting the time, or adding attachments--you can also check the modify event box.