If your manager delegates his or her Google Calendar to you, you can do the following on your manager's behalf:
However, you can't do the following in your manager's Calendar account:
You now have access to the other persons calendar and can see and modify all meetings on the calendar, including private and confidential events. (You may wish to remind the Calendar owner of this fact.)
If you have Make changes AND manage sharing access to the other persons calendar, you'll now see the other persons calendar in your own account in the My calendars list on the left.
If you have Make changes to events access to your manager’s calendar, you'll see your manager's calendar in your own account in the Other calendars section.
Tip: To easily distinguish your calendar from your manager’s calendar, choose very distinct colors for each calendar, such as red and blue. Change the color of a calendar by going to the My calendar section, hovering over the calendar, clicking the down arrow that appears, and selecting a new color from the grid.
If you create an event on behalf of another and send out an invitation email to event guests, you appear as the sender of the email (1). When guests view the actual email, the Calendar Owner appears in the top Who field (2). In the bottom Who field, the Calendar Owner appears as the organizer (3), and you appear as the creator (4).
When guests click on the event in their calendar, you appear as the creator, and Calendar Owner appears as the calendar. However, your name is not included in the guest list.
Notifications for your manager’s calendar are disabled by default--if you want to receive notifications for your manager’s calendar events, you must manually enable them.
Note: When you enable notifications for a calendar shared with you, you are not enabling notifications for the calendar owner. (That is, when you enable notifications for your delegated view of your manager’s calendar, you’re the only one who receives notifications; your manager doesn’t, unless he or she has personally set up notifications.)
To receive email and pop-up notifications for your manager's calendar, follow these steps:
Note: If you cannot see your manager's events in your calendar, click his or her calendar in the list to highlight it.
Note: If you select the Daily agenda option, the emailed agenda won’t reflect any event changes made after 5am in your local time zone.
If you and your manager have each set up email notifications for new invitations, your manager will receive an "Invitation" email in his or her Inbox, and you’ll receive a "New Event" email in your own Inbox. For example:
Your manager's Inbox
These different email subjects allow you to easily distinguish your own invitation notifications from your manager’s.
You have three options for doing this:
You can respond from the invitation that appears on your manager's calendar (which is shared with you). Just click anywhere on the event, and then click Yes, Maybe, No, or Remove.
If your manager has given you access to his or her Gmail account, you can also respond from the “Invitation” email in your delegated view of your manager’s Inbox. Just click Yes, Maybe, or No in the Going? section.
Note: Your manager must have personally set up notifications for his or her own calendar in order to receive this email.
If you’ve set up email notifications for your manager’s calendar, you can respond directly from the "New Event" email you receive in your Inbox. Click Yes, Maybe, or No in the Going? section.
If you want to add a note to your response to an event, go to the event details page. You can do this by:
On the event details page, you can add your note to the Going? section near the top of the screen, and click Save. Because not all people choose to get notifications about event responses, you may also want to email the meeting owner with any important messages.
You can quickly view your meeting status without going into the event details page.
Event invitations to which you haven’t yet responded have a reply arrow before the meeting time.
Events with a “Maybe” response
Event invitations to which you’ve responded “Maybe” have a question mark before the meeting time.
Accepted events don’t have a question mark.
Declined events are dimmed, and the event title has a strike through it.
Other Calendar icons explained
When you hover your mouse over Calendar events, you might notice other icons at the top of the event. Below is a list of the icons you will see and a description of what each icon represents.
One or more reminders set for the event One or more individuals invited to the event Private event Recurring or repeating event A single event moved from a recurring or repeating event
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.
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.
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.
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.
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.)
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.
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.
If your Google Apps administrator has created Calendar resources (such as rooms, projectors, or other shared resources) for your domain, you can add resources to your events much the same way you invite guests to your events.
For example, in the following screenshot, when you start typing ca, two rooms populate: Acadia and Bryce Canyon.
Google Calendar makes it easy to schedule recurring (repeating) events. Here’s how:
Occasionally, you might want to email all or some guests after you’ve already created and saved an event. For example, you might want to remind people who haven’t responded to an event to respond. Or you might also want to email instructions to all guests who replied Yes.
Note: You can uncheck both the Yes and No boxes, and you can also manually enter additional emails into the address field.
Note: Individual users can set a preference to not receive notifications.
In previous calendar applications, you might have been used to adding event notes that only your manager could see. However, in Google Calendar, if you are the meeting organizer, any note you add in the event’s Description field appears in the event on every guest's calendar.
If you want to create meeting reminders that appear only on your manager’s calendar, you have a few different options:
Important: If the meeting organizer updates the Description field in which you put the note, your note will be overwritten.
Alternatively, you can always email or chat event reminders to your manager with Gmail.
There are many reasons why you may need to change event details after you’ve already created an event--you may need to change the time or day, or you may even need to duplicate the event or transfer ownership to another person.
If your event includes guests, and if you change the event by editing the event details page, the Send update? pop-up will appear after you click Save. Click Send or Don’t send to update existing guests.
If you need to change just the event time and/or day (and leave all other event details the same), you can simply left-click on the event and drag it to a new time slot. If your event includes guests, follow the prompt to update them about the changes.
If you need to create an event with similar details to an existing event, you can save time by duplicating the existing event and changing only the relevant details.
To duplicate an event, go to the event details page for the event that you want to duplicate, and then, in the More Actions drop-down list, select Duplicate Event. The event details page for the new event will appear.
If someone else takes over responsibility for an event you created (such as a recurring meeting), you can transfer the ownership of the event. This means that the new person “owns” the event and can make changes to it.
To transfer ownership:
The new owner will receive a notification email, and he or she should click the included link to accept ownership of the event.
Note: Even though the new owner now controls the event, the original owner’s name will still appear in the Created by field.
Unless you’ve allowed guests to modify events (see Select options for your guests in the “Guests can” section above), only the person who created the event can make changes that appear on all guests’ calendars. If guests change details about an event, their changes show up only on their calendars.
Additionally, if the event creator modifies an event, the creator’s updates override any changes that guests have made to their own calendars.
For example, if you create an event and invite John, and then John adds a new room, the room change will show up only on John's calendar. If, however, you later change the time of the event, the event will be moved to a different time on John's calendar, and the room change that John made will no longer appear on his calendar.
When you want to show additional calendars, click the names of the calendars to highlight them.
If you work with colleagues or clients in multiple time zones, scheduling meetings can sometimes be confusing. To make your job easier, on your calendar, you can display another time zone in addition to your current time zone.
Note: See the Specify the event time zone section above for an easy way to schedule events in another time zone.
If your calendar is cluttered with meetings you have declined, you can change your settings to hide all declined meetings. There is no way to hide individual declined meetings.
Note: If your manager has set up his or her calendar to show only invitations to which he or she has responded, your manager might miss a scheduled event. For example, if you schedule a meeting for your manager, but don't send an email invitation, your manager will never learn of the meeting unless you specifically tell him or her about it.
If your Calendar account consistently takes a long time to load, check to see how many calendars you have in your Other calendars list. Having multiple calendars in your Other calendars list makes overlaying those calendars very convenient. However, having too many calendars in this list can increase the load time for your calendar.
To hide a calendar from your Other calendars list, click the down arrow to the right of the calendar owner's name, and then select Hide this calendar from the list.
There are many reasons you might want to create and share calendars. For example, you might want to create:
To create a resource calendar, follow the instructions above for creating any new calendar. Once you’ve created the calendar, you’ll need to adjust the settings. Here’s how:
Here’s an explanation of the two applicable options:
There are two options for other people to schedule events on the resource calendar that you control:
Option 1. Allow other people to edit all events
If you want other people to be able to make changes directly to the resource calendar, you can share the calendar with them in the same way your manager shared his or her calendar with you.
Note: From the Permission Settings drop-down, you’ll need to select either Make changes to events or Make changes AND manage sharing.
Option 2. Allow other people to only edit their own events
However, if you want people to only be able to edit their own events and not those created by others, then there’s a different way for them to schedule events.
You can save time managing your manager's calendar (and your own) by using keyboard shortcuts.
To enable keyboard shortcuts, select Settings from the Settings gear drop-down in the upper right corner of your screen.
Once you’ve enabled keyboard shortcuts, you'll be able to perform common tasks without moving your hands from the keyboard. For example, type “c” to create an event, “e” to see event details, “t” to go to today’s date, “p” to go to the previous period, “n” to go to the next period, “s” to go to your Calendar account settings, and much more.
While working in Google Calendar, type “Shift+?” at any time to display a complete list of keyboard shortcuts (keyboard shortcuts must first be enabled).
Create to-do lists and keep yourself on track by using Tasks in Calendar. To get started, just click Tasks under the My Calendars section.
Your Tasks list will display to the right of your calendar.
To close your Tasks list, click Tasks under the My Calendars section again.
Alternatively, to minimize your Tasks list, click the small arrow between the Calendar vertical scroll bar and your Tasks list. (You can click it again when you want to expand/maximize your Tasks list.)
You can create a new task in Calendar the same way you can in Gmail: just click the + sign at the bottom of the Tasks section. However, the task won't display on the Tasks calendar itself unless you modify it and add a date.
To add a task directly to the Tasks calendar and list:
To learn more about the Tasks gadget, visit the Google Calendar Help Center: http://www.google.com/support/calendar/bin/answer.py?answer=146986
Google has a number of useful and interesting calendars--such as international holidays and week numbers--that you can add to your Other calendars section for easy viewing.
To add these (and other) calendars to your own account:
*Note: Many admin-friendly calendars can be found on the More tab:
To add these (and other) calendars to your own account:
To include an Add to my calendar link in emails:
Option 1. Copy the URL to make a text link
Copy the unique URL that appears between the two quotation marks following the href attribute. (Make sure not to copy the quotation marks themselves.) In the following example, you would want to copy the highlighted text.
Option 2. Copy the Google Calendar icon to make an image link
Alternatively, highlight the Google Calendar button by left-clicking your mouse and dragging your mouse across it. Then, type Ctrl+C to copy it.
Option 1. Copy the URL to make a text link
If you’ve chosen Option 1, type the text you want to use for your link (such as Add this event to my calendar). Highlight the text, and click the Link symbol, as seen in the image. Then, paste the calendar URL into the box below To what URL should this link go? and click OK.
Option 2. Copy the Google Calendar icon to make an image link
If you’ve chosen Option 2, simply type Ctrl+V to paste the icon into your email.
Important: If you update your event after sending out the informational email, people who have added the event to their own calendars won’t receive your update.
If your Google Apps administrator has enabled the Calendar Labs options for your domain, you can add key business functionality to your email and calendar with these experimental, pre-release features.
To help you get started, we've put together a list of the labs we think you'll find useful (some are real time savers!). It's important to remember, though, that a lab can become unstable, stop working, or disappear at any time—they are experiments, after all.
You can enable or disable a lab whenever you like. Here's how: