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Kristel tibule howtouse_googlecalendar

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  • 1. How to Use Google Calendar
  • 2. Let‟s start with Google Calendar basics.
  • 3. This are the options in viewing the calendar.
  • 4. Day view
  • 5. Week view
  • 6. Month view
  • 7. 4 days view
  • 8. Agenda View
  • 9. To create a new calendar…
  • 10. Click down arrow to the right of My calendars.
  • 11. Select Create new calendar.
  • 12. To enter information about your new calendar…
  • 13. Type the calendar name.
  • 14. Type here what the calendar is all about.
  • 15. Type here the location.
  • 16. Click the drop-down menu in the Calendar time zone.
  • 17. Choose what calendar time zone you are in.
  • 18. Click the down arrow select a time zone.
  • 19. Click here if you want to make it public.
  • 20. Click this (optional) to share free/busy information only.
  • 21. Type email of the person to share this.
  • 22. Click drop-down menu for permission settings.
  • 23. Click here to add person/s.
  • 24. Type the person‟s email address.
  • 25. Click drop-down menu and select from the options.
  • 26. You can actually remove the person just click here.
  • 27. Then, click the Create calendar button.
  • 28. To invite this person, click Invite.
  • 29. All the calendars created will be listed under My Calendars.
  • 30. You can add/delete/edit events any time you like.
  • 31. To permanently delete a calendar from your calendar list…
  • 32. Click drop- down menu next to My calendars/ Other calendars.
  • 33. Choose Settings.
  • 34. Click Delete.
  • 35. Then, click Delete for everyone.
  • 36. Tada! It‟s gone!
  • 37. Alternatively, click the gear icon.
  • 38. Click Calendar settings.
  • 39. Choose Calendars.
  • 40. In the Calendars section…
  • 41. Click Unsubscribe to remove access to the calendar.
  • 42. Then, click Unsubscribe.
  • 43. To clear all the events on your primary calendar…
  • 44. Click the drop-down menu next to My calendars.
  • 45. Choose Settings.
  • 46. Click Delete link.
  • 47. Click the checkbox.
  • 48. Click the Delete all events button.
  • 49. To create an event…
  • 50. Procedure no.1
  • 51. Click on the day you'd like to create new event.
  • 52. Type the title of the event.
  • 53. Click drop-down menu and select calendar.
  • 54. Click Create event to publish it to your calendar immediately.
  • 55. See? There it is! 
  • 56. To edit event details click that.
  • 57. Click Edit event.
  • 58. You can change the event title.
  • 59. Don‟t change this if the event‟s just for one day.
  • 60. Click this part to choose a starting date here.
  • 61. Click this to choose when the event will end.
  • 62. Click this if the event is just for one day.
  • 63. Now if the event will be repeated, click this.
  • 64. This will appear on your screen.
  • 65. You can choose how frequently the event be repeated.
  • 66. Click here to choose how frequent the event is.
  • 67. Click here and choose when will the event start.
  • 68. Click this if event shall never end.
  • 69. Choose this if it will end after certain occurrences.
  • 70. Choose this if the event will end on a certain date.
  • 71. Review Summary field to check if settings are correct.
  • 72. Click Done.
  • 73. You may change information here, just click Edit.
  • 74. Type here the address/venue where the event will take place.
  • 75. You may join a Google+ hangout, just click that.
  • 76. If you change mind, click Remove.
  • 77. Next, click the dropdown menu.
  • 78. Click here and choose calendar where this will be posted.
  • 79. Next, type here what is the event all about. (description)
  • 80. Choose color of the event making it easy to distinguish.
  • 81. Click this especially the small details that shouldn‟t be forgotten.
  • 82. Choose between these to show your availability.
  • 83. Decide whether this event be seen on public or not.
  • 84. To let other people view the calendar, enter email/s here.
  • 85. Decide what they can do, just click the box/es.
  • 86. Then, click Save.
  • 87. Tada!
  • 88. Procedure no. 2 Create an event using the "Quick add" feature.
  • 89. Click the drop- down menu.
  • 90. …or when you‟re in the calendar, type the letter "Q,"
  • 91. Then, enter information.
  • 92. Tada! There it is! 
  • 93. Procedure no. 3: Create event using the "Create event" button.
  • 94. Just click that.
  • 95. Enter the title of the event.
  • 96. After entering information and selecting desired settings, click Save.
  • 97. Procedure no. 4: Create an event from the calendar list.
  • 98. In the calendar list on the left,
  • 99. Click on the arrow down next to the appropriate calendar.
  • 100. Then, select Create event on this calendar.
  • 101. Tada! You may enter information and select settings now.
  • 102. Ooops! Don‟t forget to save.
  • 103. To Delete or Remove an Event…
  • 104. Click the event.
  • 105. The event bubble will appear.
  • 106. Click Delete.
  • 107. Tada!
  • 108. Or you may click here. (at the box)
  • 109. Click Edit event.
  • 110. Click Delete.
  • 111. Tada! It‟s gone. 
  • 112. To Add or Subscribe to Calendars…
  • 113. Let‟s learn how to add a friend's calendar,
  • 114. Click the arrow down next to My calendars.
  • 115. Select Add a friend's calendar from the menu.
  • 116. Enter the appropriate email address in the field provided.
  • 117. Then, click the Add button.
  • 118. Add interesting calendars from Google Calendar.
  • 119. Click the arrow down next to Other calendars.
  • 120. Select Browse Interesting Calendars from the menu.
  • 121. Click Preview to view events before adding it to list.
  • 122. Here, you may decide to choose or not; then, click Close.
  • 123. Click Subscribe to subscribe to the calendar.
  • 124. It will be added to the Other Calendars section of your calendar list.
  • 125. For calendars you're already subscribed to, you may Unsubscribe.
  • 126. To do this, click Unsubscribe.
  • 127. Subscribe to calendars in Google Calendar.
  • 128. To add a calendar using its address…
  • 129. Click the arrow down next to Other calendars. down
  • 130. Select Add by URL from the menu.
  • 131. Enter the address in the field provided.
  • 132. Click the Add Calendar button.
  • 133. Now, let‟s learn about Weather feature in the calendar.
  • 134. To Hide a calendar from your list.
  • 135. Navigate cursor here; then, click the arrow down.
  • 136. Select 'Hide this calendar from the list'.
  • 137. To temporarily hide multiple calendars…
  • 138. Click drop-down menu.
  • 139. Choose Settings.
  • 140. Select the Calendars tab.
  • 141. Deselect appropriate checkboxes under the Show in list column.
  • 142. Calendars selected will be displayed in the calendar list.
  • 143. To allow friends to edit your events…
  • 144. Click on that event.
  • 145. Click More Actions.
  • 146. Then, choose Change Owner.
  • 147. This will pop up.
  • 148. Type here the email address of the new owner.
  • 149. Type here your message to the new owner.
  • 150. Then, click Change owner.
  • 151. Click OK.
  • 152. To share the calendar with your friends…
  • 153. In your calendar, click this…
  • 154. Click Share this calendar.
  • 155. You may click the box to make this calendar public.
  • 156. You may click this box to share only specific information.
  • 157. Type email address.
  • 158. Click the down arrow and choose from the options.
  • 159. Click Save.
  • 160. Click Invite if this person has no Google calendar yet.
  • 161. Letter of invitation will be sent to the person.
  • 162. To Allow guests to modify the event…
  • 163. Click on the event.
  • 164. Click Edit event.
  • 165. Click check box for Modify Event.
  • 166. Click Save.
  • 167. Reminders and Notifications
  • 168. To Change default notification settings…
  • 169. Move mouse over calendar and click arrow that appears.
  • 170. Then select Notifications.
  • 171. Or click the drop-down menu next to My calendars.
  • 172. or Other calendars.
  • 173. Choose Settings.
  • 174. Click Notifications link next to the appropriate calendar.
  • 175. Select the reminder method from the drop- down menu.
  • 176. Enter the corresponding reminder time.
  • 177. To add additional default reminders, simply click Add a reminder.
  • 178. Select the appropriate options on to be notified..
  • 179. Once appropriate changes are made to default settings, click Save.
  • 180. Note: These changes apply to you only, not your invited guests.
  • 181. If you've opted to receive Daily Agenda notifications…
  • 182. They'll be sent via email around 5 AM, local time.
  • 183. To receive a Daily Agenda…
  • 184. Click the down-arrow button.
  • 185. Select Notifications.
  • 186. Select the Email check box next to Daily agenda.
  • 187. Click Save.
  • 188. How to disable notifications for all events on a calendar
  • 189. Click the down arrow next to the appropriate calendar.
  • 190. Select Notifications.
  • 191. Click the remove link next to each reminder set.
  • 192. Then, deselect any selected boxes in this section.
  • 193. Click Save.
  • 194. To update your mobile phone number.
  • 195. Click the gear icon.
  • 196. Select Calendar settings.
  • 197. Select the Mobile Setup tab.
  • 198. When you‟re there already…
  • 199. In the Phone number field, delete your old phone number.
  • 200. …and enter your new phone number.
  • 201. Select new carrier from the drop-down menu, if applicable.
  • 202. Click this and wait for a text message sent to your phone.
  • 203. Once message is received, enter code here.
  • 204. and click Finish setup.
  • 205. Click Save.
  • 206. How to UseTasks in Gmail
  • 207. Click Gmail.
  • 208. Then, choose Tasks.
  • 209. To enter tasks, just click in the Tasks window.
  • 210. Start typing just like you would in a word processor.
  • 211. After typing a task, press Enter to create another one.
  • 212. …or use the „+‟ button at the bottom of list.
  • 213. Tada!
  • 214. Here are some of the options available in Tasks:
  • 215. Create a task about a Gmail message using the keyboard shortcut Shift + T,
  • 216. Click drop-down menu from the More options.
  • 217. Choose Add to Tasks.
  • 218. Switch existing lists or create new ones, click List icon.
  • 219. See? It‟s there.
  • 220. To create "subtasks", click Actions.
  • 221. Then, click on Indent.
  • 222. This is what will happen.
  • 223. Press Shift + Tab to move them back.
  • 224. Tada!
  • 225. Move task by grabbing on the left of check mark.
  • 226. …and dragging them up and down.
  • 227. To add new tasks to the middle of a list…
  • 228. Click at the beginning or end of an existing task.
  • 229. Then, press enter.
  • 230. Check off Tasks when done by clicking that.
  • 231. …or Click Actions.
  • 232. Then, click Clear completed task to hide them.
  • 233. Don't worry, you can still view them later! 
  • 234. Print tasks by clicking Actions.
  • 235. Click Print task list.
  • 236. Create a to-do list
  • 237. Use Tasks in Calendar to create to-do lists
  • 238. …and keep yourself on track.
  • 239. First, sign in to Google Calendar, look under My calendars.
  • 240. …and click Tasks.
  • 241. Tada! The Tasks gadget appears.
  • 242. Due dates are a helpful way to organize your tasks.
  • 243. Here's how to use them:
  • 244. Create a task with a due date
  • 245. Click on the Month view or in the Day section
  • 246. Click on an empty space in Month view
  • 247. Select the Task option.
  • 248. Enter the task here.
  • 249. Click Create task.
  • 250. To assign due date to existing task…
  • 251. Click the right arrow next to the task in question in the Task list.
  • 252. Then, click on the calendar icon to select a date.
  • 253. Select date.
  • 254. Tada!
  • 255. To modify a task's date…
  • 256. Simply drag the task to a new date.
  • 257. To do this…click (left) the mouse.
  • 258. Hold it for a while, drag the task.
  • 259. …and release on to a chosen date.
  • 260. To mark task complete…
  • 261. Click on the checkbox next to the task.
  • 262. See?
  • 263. Once your tasks have been assigned to calendar dates,
  • 264. …keep track of what's due next…
  • 265. by using the Sort by due date feature.
  • 266. To do so, click Actions menu.
  • 267. and select Sort by due date.
  • 268. Tada!
  • 269. Here's how to embed your calendar on your website.
  • 270. Click down- arrow next to calendar you want to embed.
  • 271. Select Calendar settings.
  • 272. Copy the iframe code displayed here.
  • 273. Paste this code into your website to embed your calendar.
  • 274. Recommend a Public to your friends.
  • 275. If you currently subscribe to a public calendar…
  • 276. …that you think your friends would like…
  • 277. …use the Send to Friend feature to tell them about it.
  • 278. To do so, follow these steps:
  • 279. Click the down-arrow button next to the public calendar.
  • 280. Select Send to a friend.
  • 281. Enter email address of the friend.
  • 282. If you'd like to send the calendar to multiple friends,
  • 283. Enter their email addresses separated by commas.
  • 284. Make any necessary changes to the message sent to your friends.
  • 285. Select whether you'd like to send yourself a copy of the message.
  • 286. Click Send.
  • 287. To Share your public calendar‟s ID
  • 288. In the calendar list, click the down-arrow button,
  • 289. Select Calendar settings.
  • 290. Here, locate Calendar ID to XML, ICAL and HTML buttons.
  • 291. Copy the Calendar ID and send it to your friends.
  • 292. Your friends can then add your Calendar ID.
  • 293. To the Add a friend's calendar field.
  • 294. Once they add the ID,
  • 295. your public calendar will appear in their calendar list.
  • 296. Now, let‟s learn how to share secondary calendars.
  • 297. To find a calendar's address…
  • 298. Click the down- arrow next to the appropriate calendar.
  • 299. Select Calendar settings.
  • 300. Click ICAL button in the Private Address section.
  • 301. Copy the displayed URL.
  • 302. Once you have this address…
  • 303. …you can email it to anyone.
  • 304. For recipients to add this calendar to own calendar…
  • 305. Click arrow down at the bottom of calendar list.
  • 306. Select Add by URL.
  • 307. Paste the ICAL link into the Public Calendar Address box.
  • 308. Then, click Add Calendar.
  • 309. Everyone who added the link…
  • 310. will then be able to easily view this calendar…
  • 311. …within their own Google calendar.
  • 312. You can share calendar with friends who don't use Google Calendar.
  • 313. To do this, use calendar's address in HTML format.
  • 314. Click the down arrow next to a calendar.
  • 315. Select Calendar settings.
  • 316. In the Calendar Address section, click the HTML icon.
  • 317. You'll see a pop-up window with your calendar's URL.
  • 318. You can change amount of information available on calendar's address.
  • 319. …by clicking the Change sharing settings
  • 320. Find your calendar's address
  • 321. To get your calendar's address…
  • 322. Click arrow down next to the appropriate calendar.
  • 323. Then, select Calendar settings.
  • 324. In the Calendar Address section, click the XML/HTML button.
  • 325. A pop-up window with your calendar's public URL will appear.
  • 326. Use this URL to access your calendar information.
  • 327. To export your calendar in iCalendar format, select the ICAL button.
  • 328. Click URL to obtain ICS file containing your calendar data.
  • 329. You can change amount of information available at calendar's address.
  • 330. Click Change sharing settings link.
  • 331. To customize your settings
  • 332. The “Display Density” setting affects how much space you see…
  • 333. between calendar view buttons,…
  • 334. …calendars in your My Calendars list and Other calendars list.
  • 335. To adjust this limit,
  • 336. Click gear icon at the top corner of your calendar.
  • 337. Choose from Comfortable (least dense), Cozy, and Compact (most dense).
  • 338. Changing this setting doesn‟t affect any other Google products used.
  • 339. To change the calendar color…
  • 340. Click the drop- down menu on the appropriate calendar.
  • 341. Click on the box containing your preferred color.
  • 342. If you don‟t see the color you like,
  • 343. …select another by clicking "Choose custom color".
  • 344. Select from these colors.
  • 345. Then, click OK.
  • 346. To change language settings back to English…
  • 347. Click the gear icon at the top of the page.
  • 348. Click Settings.
  • 349. Click the drop-arrow menu.
  • 350. Select English (US) or English (UK).
  • 351. Click Save.
  • 352. To set time zone associated with your Google Calendar events,
  • 353. Click the gear icon at the top of any Google Calendar page
  • 354. Click Calendar settings.
  • 355. Select the General tab.
  • 356. In the Country section, select your country.
  • 357. In Your current time zone section, select your time zone.
  • 358. Click Save.
  • 359. Note: When you change your time zone to EST,
  • 360. a meeting that was scheduled for 2 PM PST
  • 361. will be displayed at 5 PM EST.
  • 362. Show an additional time zone
  • 363. To view the corresponding time in an additional time zone,
  • 364. Click the gear icon at the top of any Google Calendar page.
  • 365. Click Calendar settings.
  • 366. Select the General tab.
  • 367. Click the Show an additional time zone link.
  • 368. Select the alternate time zone from the drop- down menu.
  • 369. Click Save.
  • 370. The additional time zone you selected will appear along the left of the Calendar event grid.
  • 371. „Swap time zones‟ allows displaying an additional timezone to
  • 372. easily swap the timezones on their calendar.
  • 373. To swap time zones:
  • 374. Click the gear icon.
  • 375. Click Calendar settings.
  • 376. Select the General tab.
  • 377. Click swap on the right of Your current time zone: section.
  • 378. Click Save.
  • 379. The Swap time zones feature is especially useful for users
  • 380. who travel between two different time zones frequently, or for
  • 381. users who often need to enter events in another timezone.
  • 382. To set, Individual calendar time zone…
  • 383. Click the down-arrow next to the appropriate calendar.
  • 384. Select Calendar settings.
  • 385. In Calendar Time Zone section, click Set my Time Zone.
  • 386. Click the box to display another time zones.
  • 387. Click the drop down menu.
  • 388. Select from these time zones.
  • 389. Click Save.
  • 390. Individual calendar time zones = for embedded calendars/Google Calendar API.
  • 391. To adjust display time zone, see "Display time zone" section.
  • 392. Time format (e.g. 1:00 PM, 13:00) Click the gear icon.
  • 393. Click Calendar settings.
  • 394. Select the General tab.
  • 395. Select a format from the drop-down menu.
  • 396. Click Save.
  • 397. To change which day‟s displayed as first day of week.
  • 398. Click the gear icon.
  • 399. Click Calendar settings.
  • 400. Select the General tab.
  • 401. Scroll down to find the „Week starts‟ on section.
  • 402. Select an option from the drop-down menu.
  • 403. Click Save.
  • 404. To set date format (e.g. 12/31/2006, 31/12/2006)
  • 405. Click the gear icon.
  • 406. Click Calendar settings.
  • 407. Select the General tab.
  • 408. Select a format from the drop-down menu.
  • 409. Click Save.
  • 410. To Hide weekends
  • 411. Click the gear icon.
  • 412. Click Calendar settings.
  • 413. Select the General tab.
  • 414. In the Show weekends section, select No.
  • 415. Click Save.
  • 416. This setting affects only your Week view and Month views.
  • 417. You'll still see weekends displayed…
  • 418. …when viewing with Agenda view and 4 Days (customizable) views.
  • 419. Note: If you later decide to display weekends,
  • 420. …just select Yes in the Show weekends section.
  • 421. Automatically add invitations to calendar allows control of …
  • 422. the display of and reminders for events you're invited to.
  • 423. Click the gear icon.
  • 424. Click Calendar settings.
  • 425. Select the General tab.
  • 426. Select the appropriate option.
  • 427. Click Save.
  • 428. To hide declined events…
  • 429. Click the gear icon.
  • 430. Click Calendar settings.
  • 431. Select the General tab.
  • 432. In the Show events you have declined section, select No.
  • 433. Click Save.
  • 434. Note: If you decide later to display your declined events…
  • 435. just select Yes in the Show events you have declined section.
  • 436. To set Default view. (e.g. Week, Day, Month)
  • 437. Click the gear icon.
  • 438. Click Calendar settings.
  • 439. Select the General tab.
  • 440. Select an option from the drop-down menu.
  • 441. Click Save.
  • 442. To add a custom view…
  • 443. Click the gear icon.
  • 444. Click Calendar settings.
  • 445. Select the General tab.
  • 446. Select an option from the drop-down menu.
  • 447. Click Save.
  • 448. To set Default Meeting Length, click the gear icon.
  • 449. Click Calendar settings.
  • 450. Select the General tab.
  • 451. Scroll down to the Default meeting length section.
  • 452. Choose from 15, 30, 60, 90, and 120 minute options.
  • 453. Click Save.
  • 454. If you've decided to share a calendar with someone,
  • 455. they'll normally see all the events on that calendar.
  • 456. If you want to make a particular event private,
  • 457. so only you and other calendar "owners" can see it,
  • 458. you can mark it as a private event.
  • 459. To make an event private…
  • 460. Click on the event.
  • 461. Select Edit event details.
  • 462. Scroll down to find Privacy section.
  • 463. Select the Private radio button.
  • 464. Then, scroll up and click Save.
  • 465. To enable Labs, click the gear icon.
  • 466. and select Labs from the drop-down menu.
  • 467. Identify the labs you'd like to enable.
  • 468. Click the Enable radio button to turn on a lab,
  • 469. Click Save at the top and bottom of the page.
  • 470. To create events in the calendar thru Gmail
  • 471. Open the email.
  • 472. Let‟s say, you open this mail.
  • 473. Select Create event from the More drop-down menu.
  • 474. Edit and add event details as desired.
  • 475. Click Save.
  • 476. To create an event invitation in Gmail…
  • 477. In Gmail, click Compose Mail to create a new message.
  • 478. or click Reply/Forward.
  • 479. Whether you include invitees in the To:,CC:, or BCC: fields,
  • 480. …all recipients will be added as invitees to the event.
  • 481. Select the Invitation link, found under the Subject: field.
  • 482. Fill in the event details in the Invitation window that appears.
  • 483. Click Insert Invitation. Preview of invitation appears in email message.
  • 484. You may add other content to the email before sending.
  • 485. Click Send.
  • 486. Offline Access for Google Calendar
  • 487. New Calendar offline version is only supported for Google Chrome.
  • 488. To use Calendar offline,
  • 489. Click the gear icon.
  • 490. Choose Offline from the dropdown menu.
  • 491. Click Install from Web Store.
  • 492. You‟ll be taken to the Chrome web store page.
  • 493. Click the Install button.
  • 494. After installation, a new Chrome tab opens, click Launch app.
  • 495. Click the gear icon again.
  • 496. Next to Offline, a green icon should be seen .
  • 497. This means your calendar is synchronized and ready for offline use.
  • 498. If calendar‟s still syncing, you‟ll see a green spinning icon.
  • 499. Wait until completed.
  • 500. Your offline calendar will update every time you go online.
  • 501. Now it‟s you‟re turn! Happy Google Calen-daring!