Calendar

What you can do with Calendar

With Google Calendar, you can quickly schedule meetings and events and get reminders about upcoming activities, so you always know what’s next. Calendar is designed for teams, so it’s easy to share your schedule with others and create multiple calendars that you and your team can use together

Create an event

On your computer, open Google Calendar.
Optional: If you want to add guests to your event, on the left click Search for people and start typing the names of your guests.
Click any time on the calendar that doesn't already have an event scheduled.
Add a title to the event, and any event details.
Click Save.

Tip: To create a longer event, drag your mouse down the page while you're selecting the time.

Compare guest calendars to find a time

You can view guests' calendars side by side when you create an event, to find a time everyone is available:

Go to Settings SettingsView optionscheck the View calendars side by side in Day View box.
When creating an event and adding guests, set your Calendar to Day view.

There are many other ways to create events. Learn more at the Google Calendar Help Center

Add a room to an event

On your computer, open Google Calendar.
Create a new event or open an existing one.
If you are editing an existing event, click Edit event .
If your account is part of an organization with Rooms, click Rooms. Based on who you invite, you can choose from suggested rooms or search for a new one. Click the rooms or resources you want to add.
- Important: If you can't add a room to an event, Google Calendar may suggest a shortcut to create a duplicate event where you can book a room. This shortcut creates a single event, without any guests.
Click Save.

Attach an agenda to an event

Calendar can create an agenda for you, or you can attach an existing agenda to your event.

Create an agenda for a new event

On your computer, open Google Calendar.
Create an event.
Optional: Enter the title, time, guests, and other details.
Click Add description or attachments Create meeting notes Save.
- Your meeting notes, pre-populated with event details, are attached to your event and shared with your guests, including those outside of your organization.

Create or attach an agenda to an existing event

On your computer, open Google Calendar.
Select an option:
- Click an event Take meeting notes.
  Pre-populated meeting notes with event details are attached to your event.
- Click an event Menu Attach a document.
  Selected meeting notes are attached to your event.
Meeting notes open in a new window. On the right, click Share.

Tip: If your administrator doesn’t allow sharing Google Drive files outside of your organization, you can send Gmail attachments to external guests instead.

Learn more at the Google Calendar Help Center

Add video conferencing to an event

On your computer, open Google Calendar.
Create an event or open an existing event you have edit access to.
- For new events, click More options.
- For existing events, click Edit .
In the event, find the conferencing field.
- To remove an existing video conference, click Remove .
- To add a new conference, click Add Google Meet video conferencing.
  Tip: To make sure you don't join a meeting with an expired code and to better plan for the future meetings you create, check when meeting codes expire. Learn about Google Meet meeting codes.
Click Save.

Invite more people to your event

On your computer, open Google Calendar.
Click an event Edit event .
On the right, under "Guests," start typing the name of the person and choose someone from your contacts. You can also type an email address to invite people who aren't in your contacts list.
- To mark a guest as optional, next to the guest’s name, click Mark optional .
  - If the icon doesn’t show, hover over the guest's name.
When you're done editing your event, click Save.

You can't add people to events that are automatically created from Gmail as well as birthdays, holidays, and events on sports calendars.

Cancel or restore an event

Delete an event to cancel it

If you create an event, you can delete the event. This takes the event off your calendar, and off the calendars of everyone else invited.

On your computer, open Google Calendar.
Click the event you want to delete.
Click Delete event .

You have approximately 30 days to restore an event that you deleted by mistake.

Open Google Calendar.
In the top right, click Settings Trash. You find the events deleted from this calendar.
- To restore an individual event, next to the event, click Restore .
- To restore selected events, above the list, click Restore all selected .

Reply to an invitation

When you get an invitation to an event, it appears on your calendar. If you subscribe to email notifications, you get invitations by email as well. If you're using Gmail, you can respond to the invitation right from the email.

Open the invitation email or the event on your calendar.
Click Yes, No, or Maybe.
If you click "Yes,” you can:
- Automatically update how you join the meeting. If you set your working location, your RSVP defaults to:
  - Yes, in a meeting room, when you join from an office.
  - Yes, joining virtually, when you join from another location.
- Manually update how you join the meeting. Click the Down arrow , then select your join method.

Reply to a forwarded invitation

Guests can forward a meeting link to other people. If someone tries to join who was not invited to the Calendar event, a meeting participant from your organization must accept their request. If you get a forwarded invite by email, you can respond from the email.

In Gmail, point to the email and click RSVP.
Click your response.

Propose or review new meeting times

Guests can propose a new meeting time, which the organizer can then review and optionally accept.

Propose a new time (as attendee)

On your calendar, click the event.
Next to "Maybe," click the Up arrow Propose a new time.
Select a different time or day.
Tip: You can also add a message to your proposed time.
Click Send Proposal.

Note: If the event organizer has given you access to modify an event, you can reschedule it directly without proposing a new time.

Review proposed times (as organizer)

On your calendar, click an event with a clock icon.
Under "Guests," find suggested times.
Under the time proposal you want to review, click Review proposed time.
To change the event to the proposed time, click Save.

Customize notifications for one event

For an important event you don't want to miss, customize how you receive notifications, just for that event:

Open Google Calendar.
Click the event Edit event .
Next to Notifications :
- To edit your notifications: Choose if you want to receive a notification or an email. You can change how often you want to get alerts in advance.
- To add another type of notification: Click Add notification.
- To remove a notification: Click Remove .
At the top of the page, click Save.

Tip: You can choose to be notified by email, desktop alert, or both. Changes you make don't affect anyone else who's invited to the event.

Manage your all event notifications

Set preferences for all your calendars

In Calendar, click Settings Settings.
On the left under General, click Event settings.
Click Notifications and select an option:
- Off
- Desktop notifications
- Alerts
(Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
(Optional) To manage your notifications, on the left, click your calendarGeneral notifications.
Next to each option, click the Down arrow and select None or Email.

Change preferences for one calendar

You can change notification preferences for specific calendars you own.

Open Google Calendar.
In the top right, click Settings Settings.
On the left, under "Settings for my calendars," click the calendar you want to change Calendar settings.
Under "Event notifications" and "All-day event notifications”:
- To edit your notifications: Choose if you want to receive a notification or an email. You can change how often you want to get alerts in advance.
- To add another type of notification: Click Add notification.
- To remove a notification: Click Remove notification .

Learn more at the Google Calendar Help Center

Choose how many days you see

After you choose a new view, it becomes your default view until you change it.

On your computer, open Google Calendar.
In the top right, choose a view: Day, Week, Month, Year, Schedule, or 4 days.

Customize your Calendar view further

Choose which day your calendar week starts, set a custom view, and use an alternate calendar.

On your computer, open Google Calendar.
At the top right corner, click Settings Settings.
At the left, click View options.
Choose your settings. Changes are automatically saved.

Important: The side-by-side calendars won’t work for the week or month view in Google Calendar.

Set your working hours

On your computer, open Google Calendar.
At the top right, click Settings Settings.
On the left, under "General," click Working hours.
In the "Working hours" section, click Enable working hours.
Select the days you work the times you work.
You can split the hours you work based on when you're available.
- To add more than one time period to your workday, next to a day of the week, click Add .
- To remove a time period, click Remove .

Tip: When you add work hours, the start time must be before the end time.

Calendar may suggest working hours based on your time zone, the work patterns in your country, and your schedule. You can accept, decline, or edit these suggestions. Learn more about Calendar in different time zones.

Set your working location

Let people know which days your in the office and when you're working remotely.

Specify work locations

On your computer, open Google Calendar.
At the top right, click Settings Settings.
On the left, under "General," click Working hours & location.
Select the days you work. Working hours are already selected if your calendar shows working hours.
Next to each day, enter an existing working location or create a new one.

Tip: To change your working location, go to a specific day on your calendar and click the location bar. You can apply the change to that specific day or set it to repeat weekly.

Learn more about your working location

When you share your calendar with someone, they can view your working location.
To help coordinate in-office time with others, your administrator may ask you to set your working location. If so, a yellow banner at the top of your calendar will show the request.
If you have "Make changes & manage sharing" access to a calendar, you can edit the default working location. Learn more about permission settings for shared calendars.

Share your calendar with someone

Share a calendar with specific people

On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
On the left, find the “My calendars” section. To expand it, click the Down arrow
Hover over the calendar you want to share, and click More Settings and sharing.
Under “Share with specific people,” click Add people.
Add a person’s or Google group’s email address. Use the drop-down menu to adjust their permission settings. Learn more about access permissions.
Click Send.
The recipient will need to click the emailed link to add the calendar to their list. Learn how to add someone else’s calendar.

Share a calendar with the public

On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
On the left, find the “My calendars” section. To expand it, click the Down arrow
Hover over the calendar you want to share, and click More Settings and sharing.
Under “Access permissions,” select Make available to public.
Next to “Make available to public,” choose the level of access you want to give in the drop-down menu. Learn more about access permissions.

Tip: The only way to let people who don’t have Google Calendar find your calendar is to make it public. Learn more about sharing publicly.

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