Page tree
Viewable by the world
Skip to end of metadata
Go to start of metadata

 

 

    Self-training is available on the Calendar Basics tab. Register for classroom training using the HR Self Service Training Site here.

    • BLI0942 - Intro To Google Calendar
    • BLI0947 - Intro To Google Docs
    • BLI0951 - Intro To Google Sites

    User Interface - Views, Settings, and Icons

    • Views
      There are several views available in Google Calendar. Click on a tab in the upper-right area of the window to view by Day, Week, Month, 4 days (custom), and Agenda.
      • “4 day” is a customizable tab – you can change it in “Settings" (see below).
      • Click on the "Today" button to bring you back to events scheduled for today.
      • You can also jump to a different day by clicking on a day in the Month calendar on the left.
    • Settings
      There are several ways that you can customize your view. To do this, click "Settings" in the upper-right corner of the page, (this will open the "General" tab).
      • On the "General" tab, you can choose (among other things):
        • to show weekends,
        • your default view,
        • which day to start the week, and
        • how many days to show in your custom tab.

     

    • Icons – what do they mean?
      • (question mark): You haven't responded with a definite "yes" or "no"
      • (clock): Notifications (reminders) are set for this event.
      • (3 rectangles): This is a repeating event.
      • (lock): This event is private.
      • (person): Others are invited to this event.

    Calendar Sharing

    • Show other calendars
    • LBL Coworkers
      • Type coworker's email address in the "Other Calendars" box on the left
        Note: LBL addresses will automatically show up as you type
    • Non-LBL Calendars
      • Click the "Add" link below on the bottom of the "Other Calendars" box on the left.
      • Enter the specific email address of the person.
    • Overlay a calendar: Click on the name of the calendar to toggle it on or off. Note: in the example on the right, the Weather calendar is displayed, but the US Holidays calendar is not.
    • Display only a single calendar: Click the down arrow next to that calendar name and choose "Display only this Calendar."

     

    • Share your calendar
    • Click the arrow next to the calendar in the "My Calendars" box and choose "Share this calendar"
      • Top section is "Share this calendar with others"
        • Choose to make the calendar public
        • Choose how to share the calendar with everyone in the LBL domain
      • Lower section is "Share with specific people"
        • Add individuals and give them the desired permissions (Note: "Make changes to events" and "Make changes AND manage sharing" will allow your designate to add events. The second will add (move) your calendar to designate's "My Calendars" box.)

     

    Creating Events

    There are several ways to create a new event in Google Calendar. Some examples are:

    • Click the "Create Event" link in the upper left of the page, and then fill in the details (see below),
    • Click on an available time on the calendar (single click or click-and-drag) and click the "Create event" button or "edit event details >>" link, or,
    • Click the arrow next to the calendar name in the "My Calendars" box and choose "Create event on this calendar."
      Add Event Details
    1. What: Give it a name (this shows on calendar)
    2. When:
      1. Give it a time (all day or specific hours)
      2. Repeat? ("yes" causes icon by meeting name)
    3. Where:
      1. Enter text if place is not in list of managed resources
      2. Otherwise click on “Check guest and resource availability” link
        1. find the conference room that you'd like to schedule and double-click to choose it
        2. look for a time that works for everyone, or have Google Calendar find the next time when all invitees are available (by clicking on the link "Find next available time").
        3. save changes
    4. Description: describe meeting (purpose, etc.)
    5. Attachment (Google Docs only, but you can upload any document from your computer into gDocs)
    6. Options
      1. Remove and add reminders (max: 5) (notifications cause clock icon by meeting name)
        This applies to you only, not invitees
      2. Show me busy or available
        This applies to you only, not invitees
      3. Privacy – who gets to see this meeting?
        private vs. public (really part of settings; beyond the scope of this class)
        See all event details ... OR ... See only free/busy
    7. Guests
      1. LBL employees (enter email address and notice partial word search)
      2. external (enter email address)
      3. Contacts (from gMail or created within gCal)
      4. Check boxes – what can guests do with the meeting?
    8. Save
      1. Send (or not) invitations to emails on guest list after event is saved

     

    Responding to Invitations (under construction)

    1. Accept / Decline / Maybe
    2. Send note with response
    3. Change your mind

    Managing someone else's calendar (being a designate)

    Detailed instructions are available in the Gcal FAQs. Click here to open them in a new window.

    Notifications and Reminders

    (from Google's Help Center) Default notifications and reminders can be customized for any calendar you have edit rights to. You can access the settings by clicking the down-arrow button next to the appropriate calendar in the "My Calendars" or "Other Calendars" list on the left, then select Notifications.

    • Notifications:
      Google Calendar offers a variety of notification options for both email and SMS. In the "Choose how you would like to be notified" section you can set notifications for any of the following:
      • New, Changed, or Cancelled Invitations
      • Invitation Replies
      • Daily Agenda (email only)
    • Reminders:
      You can choose to receive your event reminders via SMS messages, emails, or popups within Google Calendar itself. Here's how you can customize your reminder settings:
      • In the "Event reminders" section, select the reminder method from the drop-down menu and enter the corresponding reminder time (between five minutes and four weeks). If you'd like to add additional default reminders, simply click Add another reminder.
      • Click Save.
        Please note that when you make changes to the reminder settings for events on your calendar, the changes will only apply to you. Invited guests or those who have access to the events will receive reminders according to their own Google Calendar reminder settings.

     

    Contacts

    1. The Google Contact Manager application allows you to store contact information for use in Gmail, Gcal, Gdocs, and Gsites. To access the Contact Manager application from Gcal, click on the "more" link in the upper-left corner of the page and then choose "Contacts" (note: "Groups" is a different, unrelated application).
    2. Please watch the video to find out more about contacts. Note: the video shows how to get to the contacts application from Gmail, but everything else applies to Gcal.

    Contact Groups

    1. The Google Contact Manager application allows you to create contact groups for use in Gmail, Gcal, Gdocs, and Gsites. To access the Contact Manager application from Gcal, click on the "more" link in the upper-left corner of the page and then choose "Contacts" (note: "Groups" is a different, unrelated application).
    2. Please watch the videos to find out more about contact groups. Note: the video shows how to get to the contacts application from Gmail, but everything else applies to Gcal.

    Create contact group from a list of meeting guests

    1. Open event details
    2. Click on "Email guests" under guest list
    3. Highlight and copy the list of email addresses of the guests
    4. Click "Don't send"
    5. Click "Documents" link (Upper left corner of window)
    6. Check a document (any document) that you own
    7. Click "Share" button; select "invite people"
    8. Paste guest emails into "Invite:" field
    9. Click "Choose from contacts" link
    10. Click "Save as Group" button
    11. Type the desired name for the new group
    12. Click "OK" button
    13. Click "Done" button
    14. Close "Share with Others" box ("x" in upper right corner)


    |

    To practice what you've learned, please log in to Google Calendar at gcal.lbl.gov using your LDAP username and password

    Create events

    1. Create a non-repeating event, add single invitee
      1. What: “Bogus meeting 1”
      2. When: tomorrow, 8am-9pm
      3. Where: Starbucks, 2128 Oxford Street, Berkeley
      4. Description: time to test their seasonal beverages
      5. Reminder: 18 hours (before you leave work the day before)
      6. Guests: invite instructor or someone in class, uncheck Guests can  “invite others”
    2. Create a repeating event for yourself
      1. What: “Bogus meeting 2”
      2. When: every Tuesday, 3pm-4pm for two months
      3. Where: conference room closest to your office
      4. Description: debriefing
      5. Reminder: email 1 hour, popup 5 minutes
    3. Create a repeating event, add multiple invitees
      1. What: “Bogus meeting 3”
      2. When: every other Thursday, 3pm-4pm forever
      3. Where: conference room closest to your office
      4. Description: debriefing
      5. Reminder: email 1 hour, popup 5 minutes
      6. Guests: invite classmates or instructor
    4. Create an all-day event, no invitees
      1. What: “Mental Health Day”
      2. When: next Friday
      3. Reminder: email 1 day, 18 hours (before you leave work the day before)

    Add a coworkers calendar

    1. Identify a classmate or the instructor
    2. Go to "Other Calendars and type in email address of coworker
    3. Overlay calendar on yours (clicking the calendar name acts as a toggle)
    4. Identify a free time to meet at the donut emporium for coffee and a bearclaw

    Partner with someone, share each others calendar (objective: assign designate)

    1. Identify "A" and "B"
    2. Person A allows access to Person B: change events only
    3. Person B provides access to Person A: change events AND manage sharing
    4. A and B: Create event on coworkers calendar
      1. Locate coworker calendar, dropdown box, select "display only this calendar"
      2. Non-repeating event, add single invitee
        1. What: “Bogus meeting 4”
        2. When: a week from tomorrow, 8am-9pm
        3. Where: LLNL, Livermore CA
        4. Description: Scientific Meeting
        5. Reminder: 18 hours (before you leave work the day before)
        6. Guests: invite instructor, uncheck Guests can “invite others”
      3. Attempt to share coworker calendar - only A should be able to complete

    Configure Notifications

    1. Customize your notification/reminder settings:
      1. In the calendar list on the left
        1. Click the down-arrow button next to the appropriate calendar, then select Notifications.
        2. Alternatively, click the Settings link at the bottom of the calendar list, then click the Notifications link to the right of the appropriate calendar
      2. In the Event reminders section,
        1. select the reminder method from the drop-down menu and enter the corresponding reminder time (between five minutes and four weeks).
        2. If you'd like to add additional default reminders, simply click Add another reminder.
      3. You can also choose to be notified of specific activities on the calendar by selecting the appropriate options in the Choose how you would like to be notified section.
      4. Click Save.
    2. Test your notification/reminder settings:
      1. Create an event that will start soon.
      2. Note the default reminders that you receive for the event.
      3. Modify the event and change the reminders for that specific event.
      4. Note the difference in reminders received for that event.

    Prepare meeting Agenda in Google Docs (Optional  Exercise)

    1. In IE or Firefox (the two lab standards), go to gdocs.lbl.gov
      1. log in with your "LDAP" user name and password
    2. Create an Agenda
      1. create a new google doc or
      2. Upload a Word document
    3. Share the google doc with the guests you intend to invite to the meeting
    4. Go to gcal.lbl.gov
    5. Add a meeting
      1. Invite guests
      2. Include the Google doc

    More Resources

    Review some of Google's Training Resources   www.lbl.gov/google   (also under G in the A-Z index)

    Ignore the login information on this Calendar Overview (we have our own method)- but the feature review is good.

    Settings (upper right link)


    1. General (point out custom view)
    2. Calendars
    3. Mobile
    4. Labs
    5. Setting for a specific calendar (left side, list of calendars, dropdown box on target calendar, choose settings)

     

    Nice Features


    1. Time Zone choices   (available in Settings, select Show an additional time zone)
    2. Keyboard Shortcuts
    3. Optional viewing of events you have declined
    4. If the location of your meeting is offsite and you include an address, a google Map will be associated with your event

    Watch this video about scheduling across time zones (2:09)

    Desktop


    Mac iCal integration

     

    Embedding Google Calendar in a Google Sites web page


    Watch this video about Calendar Embedding (0:55)

    Integration with Gmail


    1. calendar gadget (in gmail Labs)
    2. accepting/declining invitations via email links

     

    Tasks


    1. Create tasks
    2. “Finish” tasks

    Watch this video about Tasks (4:47)

    Labs - Smart Rescheduler

    Watch this video about the lab "Smart Rescheduler"(2:20)

    Labs - World Clock

    Watch this video about the lab "World Clock"(2:14)

    I miss my (Oracle) Calendar In-Tray!


    This needs to be done in gmail, not Google Calendar

    1. create label "In-Tray"
      1. Click "Settings" link (Upper right corner of window)
      2. Click "Labels" tab
      3. Click in "Create a new label" field (middle of page)
      4. Type "In-Tray" (or whatever you want to call it)
      5. Click "Create" button (to the right of the field you just typed in)
    2. create filter:
      1. Click "Filter" tab
      2. Click "Create a new filter" link at bottom
      3. In "Subject" field, type "Invitation"
        If you want Invitation messages you've already received to be labeled, click the "Test Search" button
      4. Click "Next Step >" button
      5. Check "Apply the label" and select "In-Tray" (your new label) from drop-down list of labels
        If you don't want the Invitations to show up in your Inbox, click "Skip the Inbox (Archive it)"
        If you want the label to be applied to the list of messages below (that appeared because of your “Test Search” click), check the box to “Also apply filter to conversations below.”
      6. Click "Create Filter" button
        Now, if you click on the "In-Tray" link in the left column, you will see all the messages that have "Invitation" in the subject, which will include all the messages that are sent to you inviting you to meetings.

     

     

     

    • No labels