Saint Louis University

Google Apps - Calendar

Google Calendar lets you manage your own schedule and share events or calendars with others to view.

You can access your calendar by clicking the Calendar link at the top of any Google Apps.

For more information about getting started with Google Calendar, please click here, or visit the Google Calendar support site at google.com/support/calendar/.

 

FAQ for Google Calendar at SLU

  1. How do I navigate my Calendar?
  2. How do I create an event using the "Quick Add" feature?
  3. How do I create an event using the "Create Event" link?
  4. How do I add and notify guests of an event?
  5. What display options are available for showing events on my calendar?
  6. Can I just click and type on my calendar to create an event?
  7. How do I RSVP for an event that I was invited to?
  8. How do I create an event from the calendar list?
  9. How do I register my phone to send events via SMS?
  10. How can I create an event via SMS?
  11. Does the Google Apps Calendar have any keyboard shortcuts?
  12. How do I share my calendar with others?
  13. How do I maintain my calendar in Google Calendar for SLU but display it in Macintosh iCal?
  14. How do I display a SLU calendar on a Web page?
  1. How do I navigate my Calendar?

    You can navigate your calendar in a few ways:

    • Choose a view by selecting one of the tabs in the upper-right corner of the page.  Tabs include Day, Week, Month, 4 Days, and Agenda (shown in the image below).



    • Choose the dates you want to view by using the arrow buttons in the upper right corner of the calendar page (shown in the image below) to navigate forward and backward from your current position.



    • You also may select any date or date range in the mini calendar located on the left side of the page (shown in the image below).  Click on one date or click and highlight a date range to display these dates in the main calendar view.  Or, use the << and >> buttons to toggle between full months in the mini calendar.



    • Initially, you'll have just one calendar.  But as you create new calendars or add shared calendars, additional calendars will display under the "Calendars" list on the left side of the page.  To choose which calendars display events on your Calendar view, check the boxes next to the calendar names in this list.  You can assign colors to each event by clicking the drop down triangle to the right of each calendar name.

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  2. How do I create an event using the "Quick Add" feature?

    From your calendar view, click the Quick Add link (circled in the image below) or type the letter "Q".



    In the box that appears, enter the event information, including the date and time, then click the + button (circled in the image below) to save the event to your calendar.



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  3. How do I create an event using the "Create Event" link?

    From your calendar view, click the Create Event link (circled in the image below), located in the upper left side of the screen.



    This will bring you to a page where you can enter information in the What, When, Repeats:, Where, Calendar, and Description fields (displayed below).  From this information box, you also can check guest and resource availability and attach a Google document (this is helpful when reviews of documents are needed prior to a meeting).



    This Create Event screen also lets you invite guests and designate display options for the event on your calendar (discussed in more detail below in questions 4 and 5).

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  4. How do I add and notify guests of an event?

    From the Create Event screen, the Guests information field (shown below) allows you to invite guests by choosing from your contacts or by entering individual e-mail addresses.



    In the Guest fields, you can enter individual e-mail addresses, or choose from your SLU Google e-mail contacts to invite people.  When you click the Save button (circled below, and located above the image from question 3), guests will receive an e-mail invitation to the event.



    Once you create the event, this section will list the names of those who have replied (divided into groups for attending, not attending, maybe attending, and no response).  You'll also still be able to invite guests from this section.after creating the event

    You also can allow guests to action options by checking the boxes by:

    • modify event -- allows guests to make changes to the event details (location, time, date, etc.)
    • invite others -- allows guests to invite other guests to the event
    • see guest list -- allows guests to view the RSVPs for the event

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  5. What display options are available for showing events on my calendar?

    When you create an event, you also can set several options for reminders and displaying events on your calendar (as shown in the image below).  From the Options information fields, you have these choices:
    • Reminder -- Choose an e-mail or pop-up window reminder prior to the start of an event.  You can designate how long before the event you would like the reminder to display.
    • Show me as -- These options allow you to designate on your calendar (when viewed by others) whether you are Available or Busy during this particular event.
    • Privacy -- These options allow you to designate whether the event and its details follow your Default settings (the event will mimic the calendar's privacy setting); Private (allows only you and other owners of this calendar to view the event); or Public (makes the event's details available to those with free/busy access to your calendar).



      For more information on the privacy options, please click here to be taken to Google's Calendar Help information on this topic.

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  6. Can I just click and type on my calendar to create an event?

    Yes - you can click on the day where you'd like to create an event and a window like the one shown below will display.



    Fill in the What: field and designate which of your calendars the event should be created on, then click Create Event.  The event will be added to the designated calendar immediately.  You also can click edit event details>> to input additional information (as described in questions 3, 4 and 5.)

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  7. How do I RSVP for an event that I was invited to?

    When you receive an e-mail invitation to an event, you can RSVP directly from the e-mail by selecting the appropriate response from the Going? options (shown below).



    Or, by clicking the more details >> link, you are taken to the event detail page on your calendar.  Here, the response fields allow you to RSVP and add guests to your attendance display for the event.  You can also enter text in the Add a note field to append a note to your RSVP.  Click the Submitresponse button to save your RSVP.



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  8. How do I create an event from the calendar list?

    From the calendar list on the left side of your calendar screen, click the down arrow button next to the appropriate calendar.  Then select Create event on this calendar.  You will be taken to the Create Event screen described in questions 3, 4 and 5.



    This drop-down menu also lets you choose the display options, notification options and settings for the selected calendar.

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  9. How do I register my phone to send events via SMS?

    Log in to your calendar and click the Settings link (in the top right corner of the screen), then select the Mobile Setup tab.  The image below depicts the screen that will display:



    Start by selecting the country your carrier is located in, then enter your 10 digit phone number. Also, check that your carrier is one of the supported providers by Google.  Click the Send Verification Code button.  Google will send you a confirmation text message.  Once you receive the message, enter the code sent to your phone in the Verification code: field.  Click Finish Setup and then click Save.

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  10. How can I create an event via SMS?

    As long as your phone is registered with your SLU Google Apps Calendar, you can create an event via SMS.  Once your phone is registered, send a text message containing your event's details to "GVENT" (48368).  Include the event details in your text message, such as "Department Meeting 3pm on Aug. 10."  Google Calendar will interpret the text and add the new event into your calendar.  You will then receive a confirmation message once the event is created.

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  11. Does the Google Apps Calendar have any keyboard shortcuts?

    Yes, the Google Apps Calendar does have keyboard shortcuts to help make navigating the calendar quicker and easier.

     Shortcut   Key Definition Action

     c

     Create event

    Allows you to create a new event. Shift + C allows you to create an event in a new window.

     /

    Search

    Places your cursor in the search box.

     p

    Previous date range

    Moves your calendar view to the previous date range.

     n

    Next date range

    Moves your calendar view to the next date range. 

     t

    Jump to today

    Moves your calendar view to the current day. 

     d

    Day view

    Displays your calendar in the "Day" view. 

    x

    Customized view

    Displays your calendar in a customized view.

    w

    Week view

    Displays your calendar in the "Week" view.

    m

    Month view

    Displays your calendar in the "Month" view.

    a

    Agenda view

    Displays your calendar in the "Agenda" view.

    q

    Quick add

    Opens the "Quick Add" window for creating events.

    Esc

    Back to calendar

    Brings you back to the default calendar view.



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  12. How do I share my calendar with others?

    To share your calendar with others, click on the Settings link and select the calendar you want to share.  From this screen (shown below) you can choose to Make this calendar public, Share this calendar with everyone in the domain SLU, or you can Share with specific people by entering individual e-mail addresses.

    You also can manage the Permission Settings and choose wither individuals can Make changes AND manage sharing, Make Changes to events, See all event details, or See only free/busy time (hide details).  Click the Save button to save your sharing settings.



    Note: This screen also allows you to remove individuals from having share rights to the calendar.

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  13. How do I maintain my calendar in Google Calendar for SLU but display it in Macintosh iCal?

    To display a calendar, determine the public iCalendar address of whatever calendar you would like to display.  To find the address, click on the Settings link.  Select the calendar you want to share and on the Calendar Details screen, scroll down to the Calendar Address: information.  Click the appropriate green iCal button (circled in the image below).  Then you can supply that address when you "subscribe" to a calendar in iCal.



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  14. How do I display a SLU calendar on a Web page?

    If you've shared a calendar with everyone (see question 12 for information on adjusting your share settings), you can embed your calendar on a Web page or blog for everyone to see.

    To get the code for embedding a calendar, click on the Settings link then select the calendar you want to embed.  From the Calendar Details screen, scroll down to the Embed This Calendar information fields, shown in the image below.



    To embed the calendar with your default settings, copy and paste the code provided onto the HTML code of your Web page or blog.  Or, click the Customize the color, size, and other options link to modify your settings to display a specific calendar name view, size or color.  (Note: If you make modifications on the Google Embeddable Calendar Helper screen, click the Update HTML link to provide the new HTML code for embedding the calendar with these new settings.)

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