Google calendar for online library scheduling


Published on

A presentation for MASL spring conference 2012. Shows how we use google calendar to schedule classes in our high school library.

  • Be the first to comment

No Downloads
Total views
On SlideShare
From Embeds
Number of Embeds
Embeds 0
No embeds

No notes for slide

Google calendar for online library scheduling

  1. 1. Google Calendar forOnline Library Scheduling Jane Drabik, Librarian Mindy Siefert, Librarian Lindbergh High School St. Louis, MO
  2. 2.  Teachers can view anytime Scheduling can be done from home Wanted to save time Tried a couple different methods, but Google calendar worked best Google calendar was FREE!Why online? 2
  3. 3. OverviewThe basics of how online library scheduling works 3
  4. 4.  Easily embedded into our websiteOur Google Calendar 4
  5. 5.  Teachers fill out a Google form, found on our website below the calendar, to request library timeGoogle Form 5
  6. 6. Teacher requests are organizedinto a Google Spreadsheet thatonly library staff can see 6
  7. 7.  In order to create your own Google calendar, in which teachers can request library use, you will need: ◦ A Google account ◦ A Google calendar ◦ A Google form  The Google spreadsheet will be generated automatically from the formWhat you will need 7
  8. 8. Getting StartedSetting up the calendar 8
  9. 9.  Go to and click “sign up” in the upper right corner Create a free account by clicking the blue link “create an account for free” Fill in the information to create a free accountSetting up a Google Calendar 9
  10. 10.  Once your account is established, log in to view your email The links at the top will take you to additional products, like calendar.Log in to your account 10
  11. 11.  Add an event by clicking on a timeslot on the calendarAdding events 11
  12. 12. Events Appointment slots• Teachers request • You create time appointment slots• You create the event • Teachers sign• Teachers can see themselves up scheduled classesEvents can be added in 2 ways 12
  13. 13.  Include title, change time, select calendar, enter description, and SAVEFill out information 13
  14. 14.  Multiple calendars can be added for library classrooms or various sections The calendars will be color codedAdding calendars 14
  15. 15. • Click “Create New• Add a calendar by Calendar” clicking on the arrow • Add name and description next to “My • Click to make the calendar Calendars” in the public lower left side • Finish by clicking “Create Calendar” button at the bottomAdding calendars 15
  16. 16.  Each calendar is color coded Choose colors that stand out from one another so that your patrons don’t confuse different areas Calendars can be viewed or hidden depending on how they are set upAdding calendars 16
  17. 17.  When all the calendars are created you can add events to various calendars Click on a timeslot and a drop down menu will appear under “Calendar:” When you choose your calendar the events will appear in color coded timeslotsAdding calendars 17
  18. 18.  Events can be duplicated.  Open the event to be duplicated  Under “More Actions” select “Duplicate”  Change information for new classHelpful Hints 18
  19. 19. Creating a Google formTeachers fill out the form to submit a library request 19
  20. 20.  Under the top tabs select “Documents” Click on “Create” on the upper left side Select “Form”Creating a Google Form 20
  21. 21.  Add a title Click “Add Item” at the top left to add fields Select from text, multiple choice, text boxes, and more to create your online library request formCreating a form 21
  22. 22.  Our form contains a title, descriptio n, fill in boxes, check boxes, and memo areaOur Library Usage Request 22
  23. 23.  When a teacher submits a Google form an email is sent to our library Google account Gmail settings allow all emails to be forwarded to ONE email address We have this set up as well. Setting can be changed in Gmail, settings icon, settings, then “forwarding and POP/IMAP”Notification of teacher request 23
  24. 24.  All information submitted on the form goes to a Google spreadsheet that is automatically created when the form is savedGoogle Spreadsheet 24
  25. 25.  We print a copy of the spreadsheet at the end of each month, along with our other statistics Then we delete the old information Another option would be to create a form for each monthSaving the data 25
  26. 26. Embedding the calendarAdd the calendar and form to your website 26
  27. 27.  While looking at the  All calendars will calendar, click on appear “My Calendars” on  Click on any the center left calendar name side, then select “Settings”Embedding the calendar 27
  28. 28.  In the middle of the page there are directions to “Embed this Calendar” Click on the link that says “Customize the color, size, and other options”Embedding the calendar 28
  29. 29.  Use this screen to customize your embedded calendarCustomized your embedded calendar 29
  30. 30.  Select the calendars  Select the default to display in the view lower left corner  Week is easiest to read, but patrons can change the view as wellCustomized your embeddedcalendar 30
  31. 31.  The customized calendar can now be embedded by copying the embed code and pasting it into your webpageEmbedding the calendar 31
  32. 32.  Google calendar has some problems in certain browsers, namely IE The calendar will not default to your school’s hourly schedule Each class period has to be entered individually Events can be moved by clicking on the event and dragging it to the new dateThings to keep in mind… 32