Part4 google calender

UNIVERSITAS TEKNOKRAT INDONESIA
SECRETARIAL PRACTICE
Google Calendar is a free web and mobile calendar that
lets you keep track of your own events and share your calendars
with others. It's the ideal tool for managing personal and
professional schedules. It is both simple to use and very powerful.
If you have a Google account, you have access to Google
Calendar. You just need to go to calendar.google.com or open the
Calendar app on your Android phone in order to use it (Marziah
Karch.2018).
The Google Calendar Web Interface Google Calendar's
interface is everything you'd expect from Google. It is simple, with
Google's characteristic pastel blues and yellows, but it hides a lot
of powerful features. Quickly jump to different sections of your
calendar by clicking on a date. On the upper right corner, there
are tabs to switch between day, week, month, the next four days,
and agenda views. The main area shows the current view.
Google Calender
14
https://az616578.vo.msecnd.net/files/2017/03/25/636260738973737654-1636860712_agenda.jpg
 Student are able to
Create Schedule Event
Form Google Calender.
Choose Setting and
Preview Form.
Send Form via Email
or Link Code.
Analyze respon
 Students are able to
Print a form
im
portantCOURSE OBJECTIVES
Part: 4
What can you do with Google Calender ?
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 (G Suite
Learning Center.2018)
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4.1 Schedule events
In this section, you learn how to :
Create an event
To add an event, you just need to click on a day in month view or an hour in day or week views. A dialog
box points to the day or time and lets you quickly schedule the event. Or you can click on the more details
link and add more details. You can also add events from text links on the left.
1. Click https://calendar.google.com
In Calendar, it’s easy to schedule one-time activities, such as conferences, as well as recurring events,
such as staff meetings. When you receive an invitation to an event, you can let everyone know if you’re
attending with a single click.
• Create an event
• Invite guests
• Add event details, video conferencing, and
attachments
• Delete and restore events
• Save or update an event and notify guests
• Respond to events
• Check who accepted and declined your invite
Picture 29. Google Calender
2. Click an empty time slot in the calendar grid and click Event. You can also click Create
3. Optional) To create an event using another calendar, next to your name.
4. Add an event title, date, and time, and click More options or
1
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2. Click an empty time slot in the calendar grid and click Event. You can also click Create
Picture 30. Create an Event
Invite guests
1. Open your event.
2. In the Guests tab, go to Add guests and enter the first few letters of a person’s name or email address in
the box. Matching names and addresses in your organization’s directory appear as you enter text.
3. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email
address.
4. Optional) To mark a guest’s attendance as optional, hover over the guest name and click Mark optional
5. (Optional) To allow guests to modify the event, invite others, or see the guest list, under Guests can, check
the appropriate boxes.
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You can also add a Google Groups mailing list address to invite a large group of people
at once. For more information about inviting a large group, see managing large events in
Calendar.
TIPS : INVITE A LARGE GROUP OF PEOPLE
im
portant
If you create an event in Calendar and don't give permission to your guests to modify an
event, they won't be able to change the event's date or time on their own calendar.
NOTE : PERMISSION CALENDER
im
portant
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Picture 31. Invite guests
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Add event details, video conferencing, and attachments
1. Choose a time zone.
2. Set up a recurring event.
3. Find a time—Find a time when your coworkers are free for the meeting.
4. Add event details—Add the meeting location, send event notifications, and more.
5. Add video conferencing—Add a video meeting to your event.
6. Add an event description—Add details, such as contact information, instructions, or links for your event.
Format your description by adding bold, italic, or underline, or add lists and links.
7. Add attachments—Attach files, such as documents or presentations to your events.
Delete and restore events
Delete an event: Click the event in your calendar grid and click Delete delete.
Restore an event you deleted by mistake, or permanently remove deleted events:
1. To find your deleted event, click Settings settings > Trash.
2. Hover over the event and choose an option:
To restore the event, check the box next to the event and click Restore.
To permanently delete the event, check the box next to the event and click Delete delete.
(Optional) To delete all events in your trash, at the top right, click Empty trash.
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Picture 3. Invite guests
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5
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Picture 32. Add event details, video conferencing, and attachments
Save or update an event and notify guests
When you’re finished filling in the details, save your event and send invitations.
1. Click
2. Click Send to notify guests by email or Don't Send if you don’t want to notify guests at this time
3. If you’re inviting people outside of your organization, click Invite External Guests to notify them or
Continue Editing to notify them later
Update an existing event:
You can update an event time, invite more guests, add a note, and more.
1. In the Calendar grid, click the event and then click Edit create.
2. Make your change, such as updating an event time, or attaching a file.
3. Click
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Respond to events
When you get an invitation to an event, it appears on your calendar. Reply to an invitation:
1. In the Calendar grid, click the event and at the bottom, select your response
2. Optional) To change your response at any time, click the event and choose a new response. You can
also add a note to your RSVP.
Picture 33. Save or update an event and notify guests
2 3
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2
Picture 34. Respond Event
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4.2 Reminders
In this section, you learn how to :
Create a personal reminder
.
One of the problems with an Internet calendar is that it's on the Web, and you may be too busy to check.
Google Calendar can send you reminders of events. You can get reminders as emails or even as text
messages to your cell phone. When you schedule events, you can send an email to the attendees to invite
them to attend, much like you can with Microsoft Outlook. The email contains the event in .ics format, so they
can import the details into iCal, Outlook, or other calendar tools (Marziah Karch.2018). To remember
something on your to-do list, add a personal reminder.
• Create a personal reminder
• Change a personal reminder
• Complete or remove a personal reminder
If you don’t see Reminders, under My calendars next to Tasks, click
More Switch to Reminders.
1. In your Calendar grid, click a time slot and click Reminder.
2. Add a title and choose a date and time.
3. (Optional) To select the frequency of your reminder, click Does not repeat and select an option.
4. (Optional) If you want your reminder to last all day, check the All day box.
5. Click
Note: Reminders you create in Google Keep also show up in Calendar.
Change a personal reminder
.
1. Choose an option:
- If you have a single reminder in a time slot, click the reminder and then click Edit mode_edit.
- If you have multiple reminders in the same time slot, click the reminder block, hover over the reminder,
and click Edit mode_edit.
2. Update the details and click SAVE
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Complete or remove a personal reminder
.
You can remove a reminder from your calendar by marking it as done, deleting it, or hiding all reminders
temporarily.
Mark a reminder done:
1. If you have a single reminder in a time slot, click the reminder and then click Mark as done.
2. If you have multiple reminders in the same time slot, click the reminder block, hover over the reminder,
and click Mark as done check.
Delete a reminder:
1. If you have a single reminder in a time slot, click the reminder and then click Delete delete.
2. If you have multiple reminders in the same time slot, click the reminder block, hover over the reminder
and click Delete delete.
Hide all reminders:
On the left under My calendars, uncheck the Reminders box.
4.3 Share and view calendars
This is where Google Calendar really shines. You can share your calendar with others, and Google gives you
a great amount of control over this. You can make calendars completely public. This would work well for
organizations or education institutions. Anyone can add a public calendar to their calendar and view all the
dates on it. You can share calendars with specific individuals, such as friends, family, or coworkers. This is
easiest if you use Gmail because Gmail auto-completes the email address of contacts as you type it. However,
you don't have to have a Gmail address to send invitations. You can choose to share only times when you're
busy, share read-only access to event details, share the ability to edit events on your calendar or share the
ability to manage your calendar and invite others. This means your boss may get to see your work calendar,
but not your personal calendar. Or perhaps the bridge club members could see and edit bridge dates, and
they could tell when you were busy on your personal calendar without seeing any details (Marziah
Karch.2018). In this section, you learn how to: .
• Share your calendar
• View other people's calendars
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Let someone see your calendar in a web browser:
You can get a HTML link to your calendar that you can share with people.
1. Click Settings settings > Settings.
2. On the left, select your calendar and then click Access permissions.
3. To send a shareable HTML link to people, click Get shareable link > Copy Link.
4. Paste and send the link.
2
3. Click Add People and enter the email address or names of the people you want to share your calendar
with.
4. Choose a sharing permission option:
- See only free/busy (hide details)
- See all event details
- Make changes to events
- Make changes and manage sharing
Share your calendar with specific people and choose how much they can see:3
When you share your calendar with someone, you can decide how they see your events and whether they
can also make changes, such as adding or editing events.
2. On the left, select your calendar and then click Share with specific people.
3. Select how you want to share your calendar:
• If you want your calendar to be available publicly on the web, check the Make available to
public box.
• If you want your calendar to only be available to your organization, check the Make available
for My Organization box.
4. Next to each sharing permission, click the Down arrow arrow_drop_down and choose whether you want
to show your free and busy times
2. On the left, select your calendar and then click Access permissions.
Choose whether to share your calendar publicly or only with your organization:1
Share your calendar
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Picture 35. Share and View Calender
4
Share your calendar with people who don’t use Google Calendar:4
1. In the Share with specific people section, click Add People.
2. Enter the email address or names of the people you want to share your calendar with.
3. Click Send.
4. If the person you’re sharing your calendar with doesn’t use Calendar, click Invite to send them an
invitation to use it.
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View other people's calendars
1. On the left, click Add a coworker’s calendar and start entering the person’s name or email address.
2. Select the person from the list.
3. If the person set up their calendar for sharing, it appears in your list of calendars. That person's events
also appear on your calendar.
4. If the person doesn’t have Google Calendar, add a request and click Send Invite.
5. Quickly schedule events by checking your coworkers’ availability:
- To view a coworker’s calendar next to yours, check the box next to their name.
- To view several coworkers calendars at once, check the boxes next to their names. At top right in the
view switcher box, click Day. The calendars appear next to each other so you can easily see when
everyone is free at the same time.
6. (Optional) To view only your calendar, hover over your calendar name and click More > Display
this only.
Picture 36. View other people's calendars
Wondering if someone is available to meet? Add a team member’s calendar so you can instantly check
their schedule.
Add a team member's calendar:
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EXERCISE
1Question : Make a List of Reminders using Google calendar, according to the list of reminders below.
No Title Event Time
Start End
1 Marketing Review Meeting August 15, 2018, 10:00 am August 16, 2018, 04:00 pm
2 Friend's Birthday (Muthia) August 17, 2018
3 Holiday August 28, 2018
No Event Details
Locations Add Conferencing Notification
1 Horison Hotel, Jl. Raden Ajeng Kartini No.88, Palapa, Tj.
Karang Pusat, Kota Bandar Lampung, Lampung 35373,
Indonesia
Not Conferencing 2 Day
2 Pizza Hut Restoran - Raden Intan Lampung, Jl. Raden
Intan No.112, Enggal, Tj. Karang Pusat, Lampung, 35213,
Indonesia
3 Kawah Putih Lebak Muncang Bandung Jabar, kawah
putih lebak muncang bandung, Lebakmuncang, Ciwidey,
Bandung, Jawa Barat jabar, Indonesia
Default Visibility Description
Public All Managers Please Prepare:
- Previous Year's Marketing Achievement Data
- Target Marketing that will be carried out
- The marketing strategy that will be used
Private - Book a place
- Order a Birthday Cake
Private - Book a Hotel
- Order a Car Bus
- Preparing Tour Guides
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EXERCISE
2Question : Make invitation to meeting activities according to the scenario in the table below
Title Event Time
Start End
Marketing Review Meeting August 15, 2018, 10:00 am August 16, 2018, 04:00 pm
Event Details
Locations Add Conferencing Notification
Horison Hotel, Jl. Raden Ajeng Kartini No.88, Palapa, Tj.
Karang Pusat, Kota Bandar Lampung, Lampung 35373,
Indonesia
Default Visibility Description RSVP
Public All Managers Please Prepare:
- Previous Year's Marketing Achievement Data
- Target Marketing that will be carried out
- The marketing strategy that will be used
Yes
Guest Mark Optional
1. youremail@mail.com
2. itsecretary@teknokrat.ac.id
3. guest1@mail.com
4. guest2@mail.com
5. guest3@mail.com
Total Guest = 4
1. itsecretary@teknokrat.ac.id : Modify event
2. guest1@mail.com : invite other
3. guest2@mail.com : see guest list
3. guest3@mail.com : see guest list, invite other
Note :
- Send this invitation to all registered emails
- to create a calendar, please use your email
- for guest e-mail, you can use some of your friends' e-mail
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SCORING SHEET
SETTING A WORK SCHEDULE ON GOOGLE CALENDER
Student Name :
ID Number :
Email :
Event Description
Information
Share events to email
RSVP
Event Time
Number of Events
Stage of Assessment
Result
Yes No
Total
Note : Do All Parts in the assessment stage column, All parts in the assessment stage column will be
worth 1 (Yes) if done correctly, and 0 if wrong or not done.
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SECRETARIAL PRACTICES
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REFERENCE
[ 1 ] H o w t e c h n o l o g y i s c h a n g i n g t h e r o l e o f t h e c o r p o r a t e s e c r e t a r y : [ O n l i n e ] ,
http://csj.hkics.org.hk/site/2017/03/13/how-technology-is-changing-the-role-of-the-corporate-secretary/,
Accesec on 19 August 2019).
[2] Company Secretaries Reduce the Time Needed for Administrative Tasks by Adopting Technology : [Online],
https://blog.eqs.com/the-impact-of-technology-on-the-company-secretarys-role, Accesed on 19 August 2019)
[3] Oksana. 2017. How to Optimize Your Work in Gmail: [Online], (https://mysignature.io/blog/optimize-work-gmail-
basics/, accessed on 1st August 2018).
[4] G Suite Learning Center. Gmail : [Online], (https://gsuite.google.com/learning-center, Accesed on 1 st August 2018)
[ 5 ] A l i s o n D o y l e . 2 0 1 8 . P r o f e s i o n a l L e t t e r a n d E m a i l W r i t i n g G u i d e l i n e s , [ O n l i n e ] ,
(https://www.thebalancecareers.com/professional-letter-and-email-writing-guidelines-2062309, Accesed on 1st
August 2018)
[6] Joe Stych. 2014. A Guide to Optimizing Gmail : 30 of the Best Email Tips, Tricks, and Hacks. [Online],
(https://zapier.com/blog/organize-search-automate-gmail-inbox/, accessed on 1st August 2018).
[7] Gregorio Bushman.Business email writing samples.[Online], (http://ausafahmad.info/29-business-email-writing-
samples-final/business-email-writing-samples-emails-examples-saxr-7-b-03-current-consequently-formal-
sample-cover-letter-saxr-7-b-03/, Accessed on 2st august 2018).
[8] Heinz Tschabitscher. 2018. Adding Signature in Gmail, [Online], (https://www.lifewire.com/how-to-add-a-signature-
in-gmail-1172100, Accesed on 4st August 2018)
[9] About google drive : [online], https://play.google.com/store/apps/details?id=com.google.android.apps.docs&hl=en,
Accesed on 3st August 2019)
[10] https://gsuite.google.com/learning-center/products/drive/get-started/#!/
[ 1 1 ] H o w a r d W e n . 2 0 1 7 . H o w t o u s e G o o g l e D r i v e f o r c o l l a b o r a t i o n , [ o n l i n e ] ,
(https://www.computerworld.com/article/3235104/collaboration/how-to-use-google-drive-for-
collaboration.html, Accessed on 5st August 2018)
[12] Marziah Karch.2018. How to Share folder and collaborate using googlde drive, [online],
(https://www.lifewire.com/share-folders-and-collaborate-google-drive-1616094, Accessed on 5August 2018)
[13] Marziah Karch.2016. Make Form and Quizzes in Google Docs, [online], (https://www.lifewire.com/make-forms-
quizzes-google-docs-1616959, Accessed on 5August 2018).
[ 1 4 ] Q u e e n s C o l l e g e . 2 0 1 8 . s a m p l e k u e s t i o n n a i r e , [ o n l i n e ] ,
(https://www.qc.cuny.edu/about/administration/Provost/Academic%20Program%20Review/Documents/Sample
%20Questionnaire.doc, accessed on 6st Augugst 2018)
[15] Marziah Karch.2018. Use Google Calendar. Internet Organization Was Never Easier, [Online],
(https://www.lifewire.com/google-calendar-1616582, Accesed on 11 august 2018)
[16] Marziah Karch.2018. How to Create a New Google Calendar , [Online], (https://www.lifewire.com/how-to-create-a-
new-calendar-in-google-calendar-1172175, Accesed on 11 august 2018)
[17] https://gsuite.google.com/learning-center/products/meet/get-started/#!/
[18] https://www.lifewire.com/use-google-keep-on-everything-4179044
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Part4 google calender

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