Description
Below are steps for how to create and share Google Calendars, as well as directions for sharing a calendar and using the Find a Time and Suggest a Time features.
Instructions
Create a Google Calendar
Go toGoogle Calendar
Sign in with yourISU EmailandPassword(if prompted)
Note:If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
If you arenotusing your ISU account, click on your profile image or initials at the top right corner of your browser. If you are using your ISU account, thenselect the profile with your ISU information.
If your ISUprofile hasn't already been addedas another account, choose Add Another Account at the bottom of this menu and add your ISU account.
On the left, next to"Othercalendars," click Add Other Calendars
Add a name and description for your calendar.
ClickCreate Calendar.
If you want to share your calendar, click on it in the left bar, then selectShare with specific people.
Share Google Calendar with Specific People
You can share your work calendar with specific people by changing permissions on your Google calendar.
Go toGoogle Calendar
- Sign in with yourISU EmailandPassword(if prompted)
- Note:If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
- If you arenotusing your ISU account, click on your profile image or initials at the top right corner of your browser. If you use your ISU account, select the profile with your ISU information.
- If your ISUprofile hasn't already been addedas another account, choose Add Another Account at the bottom of this menu and add your ISU account.
- Note:If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
- LocateMy calendars(left sidebar)
- Selectthethreevertical dotsto the right of the calendar
- SelectSettings and sharing
- Scroll toShare with specific people
- Click+ Add People
- Type theEmail addressofthe person you want to share your calendar with
- Note:To add multiple people, you can continue entering email addresses
- ChoosePermissionsfrom the drop-down (explanations provided below)
- SelectSend
Permission | People with this permission... |
|---|---|
See only free/busy (hide event details) | Viewers can see whether you are free or busy by adding and viewing your calendar or by trying to schedule an appointment with you
|
See all event details | Viewers the event’s details, including time, name, location, etc.
|
Make changes to events | Viewers can make changes to your calendar (edit, add, or remove) but cannot change who can view or edit the calendar.
|
Make changes to events and manage sharing | Viewers can edit, add, and remove events and an invite and remove and edit the calendar sharing permissions. This permission gives the person the same rights as the calendar owner.
|
ShareGoogle Calendar with Idaho State University
Go toGoogle Calendar
Sign in with yourISU EmailandPassword(if prompted)
- Note:If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
- If you arenotusing your ISU account, click on your profile image or initials at the top right corner of your browser. If you are using your ISU account, thenselect the profile with your ISU information.
- If your ISUprofile hasn't already been addedas another account, choose Add Another Account at the bottom of this menu and add your ISU account.
- Note:If you are not prompted to sign in, confirm using your ISU account by hovering over the circle with your profile image or initials at the top right corner and ensure it displays your ISU email address.
- Locate theMy Calendarssection (left sidebar)
- Selectthethreevertical dotsto the right of the calendar
- SelectSettings and sharing
- Scroll toAccess permissions for events
- ChooseAccess Permissions Levelfrom the drop-down (explanations provided below)
- Select thecheck box underMake available for Idaho State University
Access Permissions in Google Calendar
Permission | People with this permission... |
|---|---|
See only free/busy (hide event details) | Viewers can see whether you are free or busy by adding and viewing your calendar or trying to schedule an appointment.
|
See all event details | Viewers can see the event’s details, including time, name, location, etc.
|
Find a Time and Suggest Times features in Google Calendar
You can use these features next time you need to set up a meeting with your busy co-workers. This is easy to set up, with protections to guard your privacy, and it simplifies working together.
Share Your Calendar
- First, you need to share your calendar with ISU(see the tip above).
- This setting in your calendar allows others at ISU toview(not change) your calendar. It can also be set so people can onlysee if you are free or busy.
- Hover your cursor over the calendar name you wish to share (bottom left of the main Calendar page).
- Click on the three dots that pop up, and selectSettings and sharing.
- On the next page, findAccess permissions(second heading down).
- Scroll toMake available for Idaho State University.
- Check the boxSee only free/busy (hide details)to make your calendar available to ISU and set the level to free/busy only.
- Note:This does NOT mean that your calendar will appear on everyone’s screen. In fact, it only impacts the Find a Time and Suggested Times features.
Option 1 - "Find a Time" Meeting Feature
- Click on your calendar to select a time
- ClickMore optionsat the bottom of the pop-up window.
- Add guests to your meeting by typing in their email addresses in theAdd guestsbox
- Click theFind a Timeoption next to Event Details (left side).
- A modified calendar appears showing the schedules of the people on your guest list, side by side—IF they shared their calendars as explained above.
- If they didn’t share their calendar, it won’t show up at all. You can move back and forth through the days, looking for an open time slot in all your schedules.
- Click on an available time, and the time and date of the event shifts to the time and date you clicked.
- Add anevent title and save it.
- The calendar sends your guests an invite for the date and time when you know they are available.
Option 2 - "Suggested Times" Meeting Feature
- Click on your calendar to select a time
- ClickMore optionsat the bottom of the pop-up window.
- Add guests to your meeting by typing their email addresses in theAdd guestsbox on the right.
- ClickSUGGESTED TIMES
- This gives you a list of times when the other participants can attend.This is helpful if you have a large group of attendees (under 200) to invite.
- Click onone,and the time and date of your calendar event will change to match the one selected.
- Add anevent title and save it.
- The calendar invites your guests for the date and time you know they are available. However, this only works if they have shared their calendar with ISU. If they have not, a star will appear by their name, and the message *Calendar cannot be shown*will appear below the list of guests.
Note:These tips are handy and easy to use, but they require your guests to share their calendars with ISU, as explained above. It’s helpful to show your guests the difference it makes when setting up meetings. (Remind them that they can only choose to show Free/Busy). You can also share this article with them to explain these features.
Once they’ve shared their calendars, you can skip polls and phone calls and go straight to scheduling a time that works for everyone.
Contact ITS if you need additional assistance
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Details
Article ID: 161323
Created
Mon 8/26/24 12:04 PM
Modified
Tue 8/27/24 10:58 AM
