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Calendar: Scheduling, invitations, attachments, and printing

Your calendar view

Sign in to Google Calendar. You’ll see your calendar weekly view. Here’s an example:

To change your calendar view, click the tabs in the upper-right corner of the view.

Schedule a meeting

You can schedule a meeting by clicking the Create button or by clicking anywhere on your calendar.

1. Open Google Calendar.
2. Do either of the following:

Option 1: In the upper-left of your calendar, click Create to open the event details page.

Option 2: Or, click a spot on your calendar to create a 1-hour event. Click and drag to create an event of more than 1 hour. Then type the event title in the box. Here’s an example:

Click Create Event to immediately publish the event, or click Edit event to add more details to the event.

3. Enter details, such as recurrence, guests, an agenda, and a reminder.
4. Click Save.

Edit event details later

If you’ve already scheduled and published your meeting, you can edit its details by clicking the title of the meeting on your calendar.

Note: Once you’ve finished entering meeting details, click Save at the top of the event details page.

Invite guests

1. Go to the event details page of your meeting.
2. In the Add: Guests section on the right side of the page, enter the first few letters of a guest’s full name to look up the address in your corporate directory.
   
3. Select the guest to add him or her to your Guests list.
4. Continue adding your guests’ email addresses one by one.

   Important:

   • If your administrator has set up Google Groups (mailing lists) for your domain, you can add a group address to the Guests list. Or, you can create your own contact group in your personal contacts and add that to the Guests list.
   • If you copy and paste a guest list from another source (for example, a document), make sure you separate each address with a comma (semicolons are not supported).
5. Optionally, select options in the Guests can section to allow or prevent guests from changing event details, inviting more people to your event, or viewing who else was invited.
   

6. If desired, fill in the rest of the fields on the page.
7. Click Save.

Google Calendar asks you whether you want to send invitations to the guests. Your guests can respond to the meeting invitation and leave comments.

Tip: If you want to check the availability of guests before creating the event, use the Find a time tab. You can see how your proposed event time (in the blue box) works for each guest.

If necessary, use the date and time options at the top of the tab to change the time for your meeting. Or, simply drag the blue box to a time available to all guests.

Book a room or other resource for your meeting

1. Go to the event details page of your meeting.
2. In the Add: section, click Rooms, etc.
3. Do either of the following:

   Option 1: Start typing any part of the room or other resource’s name in the box. A list of matching resources appears in the list.

   For example, in the following screenshot, when you start typing ca, two rooms populate: Acadia and Bryce Canyon.

   

   Option 2: Browse the list to find the room or other resource you want to book.

   

4. Check if the resource is available during the time of your meeting.

   -available– Not available

5. To book an available resource, click Add (to the left of the resource name). If there aren’t any available resources, try changing the time or day of your event. To easily find a time that works for all guests and resources, click the Find a time tab.
6. After you’ve entered all event details, remember to click the Save button.

Set up a recurring meeting

1. Go to the event details page.
2. Check the box to the left of Repeat.
   
3. In the Repeat pop-up, select an option from the Repeats drop-down.
   
4. Depending on your selection from the Repeats drop-down, further define how the meeting recurs, including specifying start and end dates (if applicable).
5. Finish creating your meeting as usual.

The best way to do this depends on if your Google Apps administrator has enabled Calendar Labs for your domain. (If Calendar Labs are enabled for your domain, you’ll see a Labs tab when you select Settings from the gear menu.)

If Calendar Labs are enabled for your domain

First, make sure the Event attachments Calendar lab is enabled.

1. Select Settings from the gear menu, and go to the Labs tab.
2. Select Enable next to Event attachments.
3. Click Save.

To add an attachment using this lab:

1. Open your meeting.
2. In the Attachment section, click Add attachment.
3. Check the box next to one or more Google Docs files, and click Select.
   

   Or, for other file types (like PDF), click Upload and follow the prompts to upload your file(s).

4. Review your attachments. Here’s an event with both an attached Google Doc and a Microsoft Word document that was uploaded to Google Docs:
   
5. After you’ve entered all event details, remember to click the Save button.

If Calendar Labs are not enabled for your domain

For this option, your attachment has to be a Google Doc or otherwise available via a URL. (Google Docs generates URLs for each of your documents.) To attach a Microsoft Office or PDF document, just upload it first to Google Docs, and–optionally–convert it to Google Docs format.

Once you have a URL for your document, here’s how to add it to your event:

1. Open your meeting.
2. In the Description field, copy and paste the URL that Google Docs generates.
   
3. After you’ve entered all event details, remember to click the Save button.

Note: Alternatively, you can add an attachment using either of these methods:

• Send the attachment in a separate email message to guests.
• Schedule the event through Gmail. Compose a new message and attach the file. Then click Invitation and enter information about the event. However, you can’t book a room from Gmail, so you’ll have to edit the event in Google Calendar later.