Saint Louis University Google Apps Calendar Overview Settings Creating Events New Calendars, Granting Permissions and Ownership Subscribing to Other Calendars Help Information Technology Services IT Training and Communications 3694 West Pine Mall Phone: (314) 977-4000 Email: helpdesk@slu.edu http://www.slu.edu/its/
This manual was designed and developed by ITS Training and Communications and copying and/or redistributing in any form is strictly prohibited without the written consent of the ITS Training and Communications Department Manager and the VP/CIO of ITS at Saint Louis University.
Table of Contents Chapter One: An Overview of Google Apps Calendar... 5 Lesson 1-1: Features of Google Apps Calendar... 6 Lesson 1-2: Navigating Through the Components of Google Apps Calendar... 7 Chapter Two: Changing Google Apps Calendar Settings... 11 Lesson 2-1: Customizing Calendar Settings... 12 Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events... 15 Lesson 3-1: Creating a New Event... 16 Lesson 3-2: Responding to Scheduled Events Others Created for You... 22 Lesson 3-3: Changing/Editing an Event Already Scheduled... 25 Lesson 3-4: Deleting an Event... 27 Chapter Four: Granting Permissions and Notifications... 29 Lesson 4-1: Granting Permission to Your Calendar... 30 Lesson 4-2: Setting Up Notifications to Email... 33 Chapter Five: Subscribing to Other Calendars... 33 Lesson 5-1: Subscribing to another Calendar... 34 Lesson 5-2: Viewing Multiple Calendars... 36 Chapter Six: Importing Calendars... 37 Lesson 6-1: Importing to Google Apps Calendar... 38 Chapter Seven: Getting Help in Google Apps... 85 Lesson 7-1: Google Apps Help Feature... 40 Lesson 7-2: Help from the ITS Customer Service Center... 41 Index... 43
Chapter One: An Overview of Google Apps Calendar Chapter Objectives: Explore the features of Google Apps Calendar Navigating through the components of Google Apps Calendar Prerequisites Basic knowledge of the navigation of Google Apps Google Apps Calendar gives you the ability to manage your calendars from any computer with an Internet connection/web access (yes from school, home and travel). Google Apps Calendar allows you to manage multiple calendars, create your own calendar, share with co-workers, remind you of important events, etc. There are many new features that are so easy to use, you ll wonder what you did before you had Calendar!
6 Google Apps Calendar Lesson 1-1: Features of Google Apps Calendar Figure 1-1 The Google Apps Calendar. Figure 1-1 Let s look at the various features that are included in Google Apps Calendar: Views Your calendar can be seen in various views: Day, Week, Month, Next 6 Days, and Agenda. We ll learn more about each view as we explore later. My Calendars Selections Google Apps Calendar enables you to select from several different calendars while only needing to open the main calendar. This means that once you log in, you can jump from calendar to calendar without logging in and out of the Google Apps system! You can turn on and off the view to any calendar you have subscribed to with one simple click next to the calendar name in the left column Settings You can customize your calendar settings such as your, Signature file, Vacation Message (out of office reply), date and time formats, and default views. Saint Louis University
Chapter One: An Overview of Google Apps Calendar 7 Lesson 1-2: Navigating Through the Components of Google Apps Calendar Figure 1-2 Overview of Google Apps Calendar. Figure 1-2 Views Be sure you are on the View tab of Calendar for these steps. 1. Log in to Google Apps and click on the Calendar icon on your Google Apps home page: The opening Calendar page appears as seen in Figure 1-2. This is the default view. Notice how events are above the Week s calendar on the page. 2. Click on Day. The Day View appears: Now your events are shown on the hours of the day in the day view. Information Technology Services
8 Google Apps Calendar 3. Click on Week. The Week View appears: Events are now noted in the column and row in which they appear in the week. 4. Click on Month. The Month View appears: The entire month appears with any noted events on the days. Saint Louis University
Chapter One: An Overview of Google Apps Calendar 9 5. Click on Next 6 Days. The Next 6 Days View appears: This is a good way to see upcoming for planning. 6. Click on Agenda. The Agenda View appears: The Agenda view is helpful as a quick review of upcoming events and will displace the Times, Event Title, and Location of the event. Information Technology Services
10 Google Apps Calendar Calendar Selections Google Apps Calendar allows you to subscribe to multiple calendars. The number of calendars to which you subscribe will determine the number of selections you may have to view when you open your Calendar. The My Calendars is a drop-down menu option on the left column. You can simply click on one of the calendars to view it or place a check mark by several calendars to compare them. Here we can see three different calendars at once. Saint Louis University
Chapter Two: Changing Google Apps Calendar Settings Chapter Objectives: Understanding the Settings in Calendar o o o o o o o o o Selecting the Language displayed Displaying the Country Displaying the time, time zone, and date format Displaying or hiding Weekends Selecting your Default and Custom Views Selecting time intervals Selecting starting day of the week Setting event reminders Setting event notifications The Settings link opens to a screen of options that can be adjusted to suit your preferences. Be sure to click the SAVE button at the bottom of the screen once you have made a setting change.
12 Google Apps Calendar Lesson 2-1: Customizing Calendar Settings Figure 2-1 Settings Window in Google Apps Calendar. Figure 2-1 You can customize how you want your calendar to look with a few basic settings. 1. Click the Settings link at the top right of your Google Apps Calendar. The Calendar Settings window opens as seen in Figure 2-1. 2. The window allows you to modify the look of your Calendar. 3. Click the drop-down menu for Language and choose the language you would like your calendar to be display in. 4. Click the drop-down menu for Country. Different countries use different time zone settings. 5. Click the drop-down menu for your current time zone. St. Louis, MO uses (GMT-06:00) Central Time. When you travel to a different time zone, you will want to view events in your current location's time zone. Note: When you change your time zone to EST, a meeting that is scheduled for 2 PM PST will be displayed at 5 PM EST. Saint Louis University
Chapter Two: Changing Google Apps Calendar 13 6. Click the drop-down menu for the date format. You can choose three options; Month/Day/Year Day/Month/Year Year/Month/Day 7. Click the drop-down menu for the time format. 8. Click the drop-down menu for the week starts on. You can choose, in the Week and Month view, to start your week on Sunday, Monday, or Saturday. 9. Choose to show or not show weekends. If you do not work on weekends, you may want to click the No button. Only Monday Friday will appear on your calendars. Please note that this setting affects only your "Week" view and "Month" view. Weekends will still be displayed when you select the "Agenda" view and the "Next 4 Days (customizable)" view. 10. Click the drop down menu for default view. Here you can choose which view appears when you open your calendar. 11. Click the drop down menu for custom view. Your calendar account offers a couple of different ways to customize your calendar view: First, you can customize your calendar view by clicking on a start date and dragging to your desired end date. For example, to display March 2, 2009 to March 20, 2009, just click on March 2, 2009 in the mini-calendar and drag to March 20, 2009. Information Technology Services
14 Google Apps Calendar 12. Choose to show the current time. These option will place a red line on the Day and Week view to indicate the current time of day as shown below on Tuesday at 3:30 PM. Local Weather icon described in step 14 Current time of day indicator 13. Enter the ZIP code for your locations. This setting allows Google to provide mapping, weather, and other information associated with your location. 14. Choose if you want to show the local weather based on the location you entered in step 13. Icons appear indicating the local weather. You can click on these icons for more information. 15. You may choose to hide your declined events. These events will not appear on your calendar if you have declined the invitation. Note: If you decide to display your declined events, just select "Yes" in the "Show events you have declined" section. 16. Choose if you want Google Apps to automatically add invitations to your calendars you have been invited to attend. If you are being overwhelmed by the number of invitation entries on your calendar, we recommend that you configure your calendar settings to show only events you've created or accepted by choose the option: No, only show invitations to which I have responded. 17. To change your password, follow the link at the bottom of the Settings page. You must enter your SLU Net Password to assure proper authentication. New accounts are set to the last six digits of your SLU NET ID. 18. Click the Save button when you are finished setting your options. Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events Chapter Objectives: Creating a new event for yourself Creating a new event and inviting others Responding to an event to which you ve been invited (included) Changing/Editing an event already scheduled Deleting an event From the ancient Chinese to the Aztecs to the Romans, a time-keeping mechanism like a calendar has always been an essential part of life. Now, more than ever, with our mobile society, a calendar that can follow you is even more important. Let s learn how to use your new electronic calendar!
16 Google Apps Calendar Lesson 3-1: Creating a New Event Figure 3-1 Google Apps Calendar s New Event Window. Figure 3-1 An event is any scheduled item that you put in your calendar. Your events might include business meetings, birthday reminders, appointments, social engagements, or anniversaries. The New Event utility includes many features to make it fast and easy for you to manage events and work with others. Use the New Event features to complete any of the following: notify anyone attending your event when you create it; send automatic reminders before the start of the event; change an event and send an automatic notification; set up events to repeat daily, weekly, monthly, or yearly in any repeating pattern! The New Event window has three areas: The What/When/Where, Who is invited, and Reminders. Figure 3-1 shows the What/When/Where. Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events 17 1. From the Google Apps home page, click on the Calendar link: The Google Apps Calendar opens: 2. Click the Create Event link: The New Event window opens: Let s create a weekly repeating event for a department meeting. Information Technology Services
18 Google Apps Calendar 3. Compose the event for the department meeting with the following information: What: Department Meeting When: Use today s date Repeat: Select the Repeat dropdown box. Choose Weekly. Once selected, the Event Recurrence window opens. 4. In the Recurrence section, complete the following: Repeat Pattern: Weekly Repeat: every week Repeat on: select today s day Start: defaults to today End: choose the ending date Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events 19 5. Enter the Details for Where and Description: For the meeting location, enter your building and room number. Enter a brief description of the purpose of this meeting in the Description field. 6. Click the Options arrow if needed. The Options window opens: Notice how the Remind field defaults to remind the owner, you, of the event. The default setting can be set as was discussed in Lesson 2-1: Customizing Calendar Settings. You can have a pop-up window appear as a reminder or set up an email reminder through this window, if you so choose. Just as you can use Calendar to set up your own events, you can also use it to invite others to attend (such as the department meeting.) 7. Under Guest, begin typing the names of the people you want to invite. Google Apps looks at your Contacts and prompts with a list of names that match what you have begun to type. You can allow these guests to see who else has been invited as well as allow them to invite others. Information Technology Services
20 Google Apps Calendar 8. Once you have entered the necessary information, click the SAVE button. Google Apps Calendar returns to the default view (here is the Day view) and shows the department meeting for today: Icons indicate this event has: a Reminder, Invitees, and is a repeating event. Since this is a repeating event, if you made any edits, you will be asked of you want change this event only or this and future events. You can also check the availability of those you have invited. 1. Click on the link to Check guest and resource availability. 2. Type in the name of the person you want to invite and check their availability. 3. Click the Add button to view. Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events 21 There availability appears in the Find a Time window. You can change the date and or time of the event from this view. Optional Exercise (10 minutes): Do you have your paper calendar with you today? Take a minute and enter some new events on your Google Apps Calendar. Information Technology Services
22 Google Apps Calendar Lesson 3-2: Responding to Scheduled Events Others Created for You Figure 3-2 Google Apps email window. Figure 3-2 When you ve been invited to an event, you will receive notification of the invitation in your email inbox. (See Calendar Settings:Notifications - Lesson 2-1: Customizing Calendar Settings) Let s respond to the business luncheon to which your classmate has invited you. 1. Log into your Google Apps E-Mail: 2. Click the Subject line of the email. The message opens: Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events 23 3. You may click Reply and send a message back with information about accepting or declining the invitation, OR (better yet) click on the Yes link in the email. You can respond directly from your email account. Calendar Preview Notice there is a question asking if you are Going? Click the appropriate answer. The event will appear on your calendar and indicate your response. 4. Select I will attend and click OK. You have successfully responded to your invitation to attend the event. This allows the event organizer to know your intentions. Information Technology Services
24 Google Apps Calendar If you decide to not attend an event, the event will still show on your calendar but is grayed out as seen below. Grayed out indicated a declined event. You can change your calendar default settings to not show events you have declined. Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events 25 Lesson 3-3: Changing/Editing an Event Already Scheduled Figure 3-3 Calendar with meeting scheduled. Figure 3-3 Suppose you find that you need to move the business luncheon to today! You can change/edit an event in Google Apps Calendar. 1. From the Calendar, click on the event you want to change/edit. The Event window opens: Information Technology Services
26 Google Apps Calendar 2. Click in the Time field and change the meeting to 9:00 am. 3. Click the Save button. Google Apps returns you to your calendar and has moved the meeting. What if you said you could not attend but now are available? You can also return to the original email for the event notification and change your or you can edit your response from the calendar. You can indicate you will now be attending and add a note if needed. Saint Louis University
Chapter Three: Creating, Responding, Editing, and Deleting Calendar Events 27 Lesson 3-4: Deleting an Event Figure 3-4 Calendar with meeting scheduled. Figure 3-4 Suppose you find you need to cancel the luncheon. You can delete the event in Google Apps Calendar. NOTE: If this is an event you have been invited to attend, click on the event, then indicate you will NOT attend before you delete the event from your calendar. This allows the organizer of the event to be aware you will no longer be attending the event.. 1. Click on the Delete button 2. Confirm that you wish to delete the event: The event is deleted and removed from your calendar. Information Technology Services
Chapter Four: Granting Permissions and Notifications Chapter Objectives: Granting permissions Give ownership to another user Setting up Notifications to Email Working with Calendar helps keep you electronically organized, and with Google Apps Calendar, you can use it to help keep you and your colleagues in touch and communicating in a new way! In this chapter, we ll look at creating a new calendar. In the previous chapters, you worked with your personal Google Apps calendar. Now, let s look at working with multiple calendars.
30 Google Apps Calendar Lesson 4-1: Granting Permission to Your Calendar Figure 4-1 The Google Apps Calendar. Figure 4-1 Google Apps allows you to share calendars and manage calendars for others. Using the utilities available in the Calendars settings, you can share your calendar with a few people, anyone at Saint Louis University, or with the whole world. 1. Click the Settings link at the top right of your main calendar page. The Calendar Settings window opens: 2. Click the Your Calendar link. Saint Louis University
Chapter Four: Granting Permissions 31 3. The Details window for your calendar opens. Let s look at a few option before we change anything. Share this calendar with others. You can choose to share your calendar with the whole world or just with everyone at Saint Louis University. People can see all event details or see only free/busy (hide details). Share options When you choose to make your calendar public to others outside of Saint Louis University, all of your events will appear in the public search results of Google Calendar and Google. Additionally, anyone can view the calendar and its public events with your Calendar Address, or by adding the calendar to their "Calendars" list. Making your calendar public and selecting "Share only my free/busy information (hide details)" means that your calendar information will not appear in the search results of any Google Calendar or Google search. Additionally, only your free/busy information will be visible to those who access your calendar at its address, or by adding it to their "Calendars" list from outside of your domain. If you wish to share your calendar only with people at your domain, uncheck the "Make this calendar public" option and only check the "Share this calendar with everyone in the domain." NOTE: Please don't check the "Make this calendar public" checkbox unless you want to share your calendar with others outside of your domain. Most will choose the option to share with specific people. Information Technology Services
32 Google Apps Calendar 1. Enter the names of specific people you want to share your calendar with. 2. Choose the option you want to give each person. Each person can have their own individual option. 3. Click Save.once you have entered all the individuals. You are returned to your regular calendar. Next, let s look at how to subscribe to someone s calendar so you can see it now. Saint Louis University
Chapter Four: Granting Permissions 33 Lesson 4-2: Setting Up Notifications to Email Figure 4-2 Event Request sent to your email inbox Figure 4-2 When someone invites you to attend an event, several options can be set to notify you of the request. In the example shown in Figure 4-2, an Event Request has been sent to your email inbox. The left column has the information about the event and an option to accept or decline the invitation. On the right column is your Agenda for the day the event is scheduled for. Remind me, pop-up window or by email, when an event is due (as shown above in Figure 4-2). Automatically add the event to my calendar Only add those event I have replied to Notify me by Email of: o Request to attend events o Changes to events o Cancelation of events In this lesson, we will look at how to set various notifications for your primary calendar. Please note that at this time, notifications are only available for events scheduled on your primary calendar. Information Technology Services
34 Google Apps Calendar 1. Click the Settings link at the top right of your main calendar page. The Calendar Settings window opens: 2. Click the Notification link to the right of your calendar name. The first option is for Event reminders. If you would like to receive a notification that an event is to begin soon, you can choose from a Pop-up window or have an Email sent to you. You can choose from 5 minutes to 1 week before the event. You can also add additional reminders such as a pop-up 15 minutes before, an email 1 hour before, and an email 1 day before. This is for your general default setting. You can change these setting for individual events from within the Create Event window. Saint Louis University
Chapter Four: Granting Permissions 35 You can also set notifications for to be sent to your email account for: o Request to attend events o Changes to events o Cancelation of events o Invitation replies o Daily agenda Information Technology Services
Chapter Five: Subscribing to Other Calendars Chapter Objectives: Subscribe to a calendar Viewing multiple calendars at once You can view calendars owned by others once they have shared with you, but you must then subscribe to that calendar in order to see the events on it. Depending on how the other calendar is shared, you will be able to only view busy times, or you may have been given additional permissions to modify the other calendars.
34 Google Apps Calendar Lesson 5-1: Subscribing to another Calendar Figure 5-1 The Add calendar link in Google Apps Calendar. Figure 5-1 Often you will need to see when a co-worker is available for a meeting. To add a co-worker s calendar to your calendar view, just follow these steps: 1. Under "My Calendars" in the left column of your calendar page, click on the Add button. 2. Go to the Add a friend's calendars link. 3. Enter the appropriate email address in the field provided, then click the Add button. If your co-worker has opted to share his or her calendar publicly, it will then appear under "Other Calendars" under "Calendars" in the left column. If not, a message requesting access to your friend's calendar will appear below. Feel free to add a note to the request, then click on "Send Request." Saint Louis University
Chapter Five: Subscribing to Other Calendars 35 You can also locate a co-worker s calendar by entering his or her email address into the search box at the bottom of the "Calendars" list on the left side of the page. My Calendars If you still can't locate a co-worker s calendar, ask your co-worker to invite you. Your co-worker can invite you by following these steps: 1. Sign in to his or her account 2. Under "Calendars" in the left column, click on the down-arrow button next to the appropriate calendar, then select "Share this calendar." 3. In the "Share with specific users" section, enter your email address in the field provided, select the appropriate permission level, and then click on "Add user" 4. After he/she does this, you'll receive an email indicating that your coworker has given you access to a calendar. The calendar will also automatically appear in your "Other Calendars" under "Calendars" in the left column. Share this Calendar Information Technology Services
36 Google Apps Calendar Lesson 5-2: Viewing Multiple Calendars Figure 5-2 Viewing multiple calendars Figure 5-2 Google Apps Calendar makes it easy to view multiple calendars at once. You can color code each calendar to make it stand out. You will need to first add co-worker s calendars to your list as described in Lesson 5-1: Subscribing to another Calendar. 1. From the main Google Apps Calendar window, place a check mark next to the calendar you want to add to your view. 2. The dropdown arrow behind the calendar name provides various options based on the permissions the calendar owner has given to you. My Calendars Saint Louis University
Chapter Six: Importing Calendars Chapter Objectives: Importing to Google Apps Calendar What if you are currently using some other calendar program, but want the events that you have on your old or other calendar to show in your Google Apps Calendar? You can import to Google Apps Calendar! Google Apps Calendar can also be synchronized with wireless hand held devises. Visit Google Apps for more details. http://www.google.com/support/a/users/bin/topic.py?topic=10256
38 Google Apps Calendar Lesson 6-1: Importing to Google Apps Calendar Figure 6-1 Google Apps Calendar import utility Figure 6-1 To import events from ical (Gateway Calendar) or CSV (Outlook) files, just follow these steps. Note: this lesson does not detail how to export from other programs. Import Calendar 1. At the top of the calendar list on the left, click the "Add" down-arrow button and select "Import Calendar." 2. Click "Browse" and choose the file that contains your events, then click "Open." 3. Select the Google Calendar where you'd like to import events, then click on "Import." Note: Please note that recurring events may not be recognized when importing events from CSV files. In this case, individual items will be created for recurring events that fall between the dates you've selected. Saint Louis University
Chapter Seven: Getting Help in Google Apps Chapter Objectives: Understanding Google Apps Help Contacting the ITS Customer Service Center There may be times, as you use Google Apps Calendar, that you need some assistance. Don t worry help is just a click or a call away!
40 Google Apps Calendar Lesson 7-1: Google Apps Help Feature Figure 7-1 Calendar Help icon. Figure 7-1 1. Click the Calendar Help icon in the upper right hand corner of your screen, as shown in Figure 10-1. The online Help Center window opens, with a variety of options: 2. In the Calendar Help Menu, select the area that represents the type of assistance you need. 3. Visit the on-line training roadmap to review videos and quick references on Email, Calendar, Docs, and Sites. https://sites.google.com/a/slu.edu/email-calendar-project/training-roadmap 4. Send an email to googlefaq@slu.edu Saint Louis University
Chapter Seven: Getting Help in Google Apps 41 Lesson 7-2: Help from the ITS Customer Service Center Figure 7-2 The ITS Customer Service Center is ready to assist! Figure 7-2 If you need additional Google Apps assistance: 1. Contact the ITS Customer Service Center at 977-4000 or email helpdesk@slu.edu. Information Technology Services
Index A Add a Calendar... 34 Availability Check... 20 C Calendar Import... 37 Notifications... 29 Permissions... 29 Reminders... 29 Settings... 11 Subscribing to other... 33 View other... 36 Check Availability... 20 E Events Creating... 16 Deleting... 27 Editing... 25 Guest Availability... 20 Inviting Others... 16 Reminders... 19 Repeating... 18 Responding to... 22 F Features My Calendars... 6 Settings... 6 Views... 6 G Google Apps Introduction... 5 Settings... 11 H Help FAQ s... 40 ITS contact Information... 41 Training links... 40 I Import Calendar... 37 N Navigation Views... 7 Notifications... 29 P Permissions... 29 R Reminders... 29 S Settings... 11 Country... 12 Date format... 12 Language... 12 Time format... 12 Time Zone... 12 Subscribe to a calendar... 34 Sync Wireless... 37 V View Other s Calendar... 36 Views Agenda... 7 Day... 7 Month... 7 Week... 7