How to use Google Calendar: 18 features that will make you more productive

How to use Google Calendar: 18 features that will make you more productive


Some things you think will be simple will eventually become really complex. Google knows it very well, which is why it recently launched a brand new Google Calendar – and many useful features.

Although some features of the last Google Calendar are not they have changed somewhat. Still other features that you may not know at all. Let's go through all these elements to simplify your life.

Your Google Calendar comes with your personal Gmail address, and you will not believe the simplicity of use and configuration. But if you work in a company that uses its own Google Calendar, you must suddenly know how to better integrate your personal calendar into your weekly meeting schedule.

 Learn how to run effective marketing campaigns with Google. 19659005] Google Calendar may seem a lot simpler as you organize events. Fortunately, you can use some great features to make your life in Google Calendar easier to organize. </span> </p>
<p>  Below you will find 18 of our tips, tricks and favorite features available in Google. Calendar. </p>
<h2>  18 Google Calendar Features That Make You More Productive </h2>
<h3>  1. Create new calendars for different parts of your life. </h3>
<p>  When you start on Google Calendar for the first time, you have a calendar to start – the one that bears your name under "My Calendars", as shown in the screenshot. </p>
<p>  So, if you want to use your calendar for multiple purposes (managing your schedule, scheduling targeted work periods, and scheduling repeated reminders), you have only one place to do it. But when you only work with a calendar, all these things are treated the same way, which means you can not easily and quickly access the important and non-repetitive tasks you have for the day. </p>
<p>  Simply create a new calendar for every part of your life that you want to track in your Google Calendar. </p>
<h4>  How to use this feature </h4>
<p>  To create a new calendar, click on the small plus sign (+) next to "My calendars" and you will see the option "New calendar". Select this option, name your new calendar, give it a description and a time zone, and here you go – you have another calendar yourself. </p>
<p>  <img src= [19659002] Pro Tip: You can even color-code each calendar so you can easily choose what you need to do each day.

2. Schedule meetings with groups using "Find a Time" or "Suggested Hours."

Do you ever need to organize a meeting with several people who have a busy schedule? It can be very annoying to try to find out when you are all free. Fortunately, Google Calendar has two features that can help you: "Suggested Time" or "Find a Time".

How to use this feature

To use one of these two options, first check that you have added everyone to the event that needs to participate. Then, if you want Google to offer you an appointment, simply select the "Suggested Hours" link under the name of your invitees. A pop-up window will appear with a list of times when each guest at the meeting, including you, is available without conflict.

 List of suggested times for an event in Google Calendar

"" is the other way to quickly find a time that works for each guest included in the invitation to the meeting. To use this feature, choose the tab next to "Event Details" called "Find a Time", and you will see each other's schedules side by side for the day of your scheduled meeting. When you see a time when none of your guests has a conflict, click on this line of the calendar to select the time and press "Save" at the top of your calendar.

 Search a time function in Google Calendar, with event schedules for three guests side by side

Professional Advice: You can also use a free product like HubSpot Meetings for easily schedule meetings without e-mails.

3. Hide the details of your event.

Sometimes the meetings you organize or participate in are sensitive in nature. Keep in mind that a closed door is not the only way for others to know what is going on inside. The details of the event in Google Calendar may also reveal more to the rest of the office than you would like.

To make sure you have as much privacy as you need during more sensitive meetings, set your event to "Private". This allows anyone to view your weekly schedule to see the details of the event – meeting name, attendees, attachments, and so on. By default, the public label of the event block will simply be "Busy".

How to use this feature

To privatize the details of certain events in your calendar, click the event in the calendar view and select the pencil icon to edit the details of the event. In the window that appears, find the briefcase icon just above the description field of the event.

With the first field set to "Busy", click in the second field and select "Private" from the drop-down menu. Press the blue "Save" button at the top of your screen and you will all be set.

 Drop-down menu for making a private event in Google Calendar "width =" 690 "style =" width: 690px

4. Add a Google Hangout to your event.

Need to easily set up a face-to-face remote meeting? Simply click on the "Add a video call" link, and Google will set up a chat center that your attendees can use. (Learn more about Hangouts here.)

  Link to add a video call to an event in Google Calendar "width =" 500 "style =" margin-left: auto; margin-right: self

5. Add attachments.

I do not know about you, but I often find myself attending meetings that ask me to reference a relevant document. Maybe we're all working on a Google Doc, or maybe we're dumping a complex spreadsheet.

Whatever the case may be, it is best to ensure that all participants have the necessary equipment before the meeting begins. go hunting in their inboxes for that. Google Calendar can help you do this, allowing you to attach documents directly to the event so that guests can open and view them.

How to use this feature

To attach a document to your event, click on your event block from the calendar view and select the pencil icon to edit the event. event, as shown below.

 Pencil icon to edit an event in Google Calendar screen, look for a paper clip icon just above the description section, as shown in the screen capture below. below. Click this icon to display a large window where you can download files to attach directly from Google Drive.

 Function to add attachments to events in Google Calendar with a trombone icon highlighted in red style = "width: 699px

Tip: When you reach the download window, you can switch to the "My Reader" tab to link Google Docs, Sheets and Slides that already exist in your Google Drive.You can also click on the "Download" tab located on the far left of the window to attach offline files to your computer

6. Activate your world clock

Do you work with teammates who live around the world? – be difficult to know what time is appropriate to schedule meetings with them Fortunately, you can, by activating "World Clock" in your Google calendar settings.

How to use this feature [1965] 9013] To quickly check multiple time zones when organizing meetings, click on the gear icon in the upper right corner of your calendar view These are your settings. Then go to the "World Clock" section, check the first blue box and select the time zones you want to see in the calendar view.

 Setting the World Clock in Google Calendar with Three Time Zones "width =" 649 "style =" width: 649px

Once you have chosen the time zones of your choice, return to the calendar view and the following items appear on the sidebar of your Google Calendar:

  google-calendar-world-clock "width =" 250 "style =" width: 250px; left margin: auto; right margin: self

7. Enable hours of work.

Not everyone is a worker from 9 to 5 years old, but it may be that he works a lot with those who do it. If you have an unconventional work schedule that none of your colleagues seem to remember, this feature is for you.

"Working Hours" is a setting that alerts users if they are trying to add you to a meeting outside of any range. hours defined by you in Google Calendar.

How to use this feature

To enable specific work hours on your Google Calendar, Click the gear icon in the calendar view to access your settings. Go to the "Hours of Work" section, as shown below. Here you can specify when you are at work or not every day of the week.

 Hours Work Function "width =" 550 "style =" width: 550px; margin-left: auto; right margin: auto

8. Send an e-mail to the guests of the event.

Do you remember the time when you sent a large number of people about an event? Maybe you were trying to coordinate a team outing – or just let them know that they should bring their laptop to the meeting all hands. Whatever it is, I bet it was annoying to know who was actually going to the event and to make sure that you did not forget anyone.

This Google Calendar feature will be useful next time.

How to use this feature

As long as you have added everyone to the event to run, you can easily send an email to all members of the group by clicking on the block of events in your calendar and clicking on the envelope icon.

 Envelope icon in a Google Calendar event to send emails to guests regarding a meeting "width =" 458 "style =" width: 458px; margin-left: auto; margin-right: auto Inside the event block, a composition box will appear. Simply enter your message, enter the email addresses of the people you want to receive and click Submit.

 email-event-guests "width =" 650 "style =" width: 650px

9. Add specific meeting places.

I would have liked to know this feature the last time I took a coffee with someone from downtown Boston. We agreed to meet at Starbucks … but thanks to the multitude of Starbucks sites in Boston, our conversation took place as follows:

"Ok, then go to State Street," I said. "Oh, the courthouse?" He asked.

"Well, it's more like the courthouse, but lower down in State Street," I replied.

"Oh, are you talking about Downtown Crossing?"

How to use this feature

The logistics of a meeting can become blurry without a specific address or conference room. Fortunately, Google Calendar has a feature that will solve all this. Instead of going back and forth, I could have sent my friend an invitation to the agenda with the specific address in the box "Where." It integrates with Google Maps, so it's very easy to know where you are going and how to get there.

 Google Calendar field for the event

10. Use the notifications on the desktop.

As you probably already know, I like Google Calendar … but there is one feature I'm not a fan of.

If your Google Calendar is opened under a tab in your Browser when it's 10 minutes before your next event, the 10-minute warning interrupts everything you do and supports your screen. Forget what you were working on – Google Calendar will suddenly display its tab with a popup alert associated with annoying sound. It's the worst.

Fortunately, there is a setting in Google Calendar that you can use to make notifications much less annoying: "Desktop Notifications." Rather than interrupting your work, you will see a much softer box appear in the upper right corner of your computer screen, displaying the name of the event that is within 10 minutes.

How to use this feature

Turn on "Office Notifications" in Google Calendar, click in your settings with the help of the gear icon located in the upper right corner of your calendar . Scroll to "Event Settings" and click the "Notifications" box as shown below.

 Drop-down menu to enable desktop notifications in Google Calendar "width =" 653 "style =" width: 653px [19659002] By default, your notifications can be set as "Alerts", causing a warning of 10 minutes per event to divert your computer screen. Instead, select "Desktop Notifications," go back to your calendar view, and you'll have successfully turned on softer meeting notifications.

11. Change the time of notification of the event.

In the previous tip, you learned how to soften the notifications you receive before a meeting. But did you also know that you can change the number of minutes before the event you want to be notified?

How to use this feature

By default, Google will notify you 10 minutes before the start time of the event. To change this warning time for a particular event, click the event in the calendar view and select the pencil icon to change the event's settings.

In the details of the event, look for the bell-shaped icon. Move your cursor over the "10" box and move up or down using the small arrow keys on the right to change the number of minutes before the notification. As you can see below, you can also ask Google to let you know hours, days, or weeks in advance.

 event-notification-minutes "width =" 350 "style =" width: 350px; left: auto; right margin: auto

Professional Advice: On the left of "10", you can change "Notification" to "Email". on upcoming meetings by e-mail instead of a notification on the desk.

12. Organize slots for appointments.

Have you ever thought of incorporating "office hours" so that other people in your company can book time with you? Maybe you are a part-time consultant with limited hours to book meetings or want to limit the time your team can book with you at certain times of the day.

Using Google's appointment slots.

Google's appointment slots allow you to split specific times from your calendar and share them with selected people via a private calendar link. When these people click on the link, they can schedule meetings with you at any time.

If your link recipients find a time that they want, just select it to book a private event. with you, including all the information they need for the meeting.

How to use this feature

To set up your own appointment locations, start by clicking anywhere in the calendar view to create an event. When the event options appear, click "Appointment Slots" as shown below at the very top of the window. Set the date range of the locations you want to open for appointments, and the default duration of each appointment next to "Slots with duration".

 Google Calendar Event "width =" 461 "style =" width: 461px; margin-left: auto; margin-right: auto

For more control over your appointments, click on "More Options" and you will be taken to the window below. Click on "Calendar Appointment Page" for the link that you can then share with the ones you want to organize.

 Link to the Google Calendar rendezvous page "width =" 690 "style =" width: 690px

13. Browse the calendars of interest.

Do you want to make sure that you are aware of holidays in other countries, the schedule of your favorite sports team or just when the sun comes up and goes down each day? You'll find these calendars (and more) in the left sidebar of your Google calendar.

How to use this feature

To browse and add interesting calendars, click the plus sign (+) next to "Add a colleague calendar." Next, choose "Browse calendars of interest." From there, choose the calendars you want to subscribe to.

 Drop-down menu option to browse calendars of interest

14. Implement a custom view

When you set up your calendar for the first time, you have the option to view it in a week, a month, the next 4 days or as a day. This option "4 days"? You can change this with a different interval in the options of your "custom view".

How to use this function

To adjust the number of days you see in your calendar , click in your settings using the gear icon on the upper right corner of your screen .Scroll up to "Show Options." Click on "Set Custom View" and select the number of days that e you want to see at the same time in your calendar view, as shown below.

 implement-custom-view "width =" 650 "

You can also make faster, more general adjustments to your user interface directly from your calendar view. 39, gear icon of your settings, you will see a box that, by default, could indicate "Week." Click on it to display a drop-down menu in which you can further customize your view, as shown below. [19659002]  google-calendar-view-options "width =" 215 "style =" width: 215px; margin-left: auto; margin-right: auto

15. Share your calendars with d & # 39; other users

If you use Google Apps for your business, you can also control who sees your calendar, what he sees and if he is allowed to edit it. (If you have an assistant , this tip will be very important to remember.) You can also r end your public calendar, if you wish.

How to use this feature

To change your sharing settings, click the plus sign (+) next to the preferred calendar and choose "Settings and Sharing" as shown below.

 Setup and Sharing Options

Next, you will be taken to the page below. You can choose from the following options:

  • Make Calendar Public
  • Choose to display event details for all members of your company, or just free / busy information.
  • Add some one to your calendar and choose their individual permissions (see all details, make changes to events, hide all details, etc.).

  my-calendar-settings "width =" 690 "style =" width: 690px

To do this, click the back arrow in the upper-left corner of your screen to return to the view of the calendar. Google will automatically save your new calendar settings.

16. Use keyboard shortcuts.

Are you looking for really to streamline your Google Calendar efforts? Google Calendar has many keyboard shortcuts, such as:

  • t = Move your calendar to today
  • c = Create an Event
  • ] = Quick Add an Event

See the complete list here.

17. Synchronize meetings with your CRM

Use a daily CRM? It can be awkward to shuttle between your Google Calendar and your CRM. Instead, dive into your CRM settings to see if there is integration with Google Calendar.

HubSpot CRM users, you're lucky – it's easy and quick to set up this integration. Learn more about how here.

18. Synchronize your calendar with your marketing software.

And if you want your Google Calendar to align more closely with your marketing activities, you can even integrate it into your marketing software.

For HubSpot customers, you can use Zapier to configure very convenient workflows, such as creating a message on social networks whenever an event begins. Check out this page to learn more about how to set up this integration, as well as ideas on how to integrate both.

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