Some belongings you assume will likely be easy in fact finally end up getting in reality complicated. Google is aware of this all too neatly, which is why Google Calendar has quite a lot of nifty options to simplify scheduling.

Your Google Calendar comes with your individual Gmail cope with, and you will not imagine how easy it’s to make use of and arrange. Then again, when running at an organization with a company Google account you all of sudden need to learn the way best possible to combine your individual calendar together with your weekly assembly time table.

Forget back-and-forth emails. Try our free meeting scheduling tool!

Underneath are a few of our favourite pointers, tips, and contours to be had in Google Calendar.

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21 Google Calendar Options That’ll Make You Extra Productive

1. Create new calendars for various portions of your lifestyles.

While you first get started out on Google Calendar, you might be given one calendar to begin with — it is the one together with your title beneath “My calendars,” as proven within the screenshot underneath.

So, if you wish to use your calendar for a couple of functions — like managing your precise time table, making plans sessions of targeted paintings time, and scheduling repeating reminders — you simplest have one position to do it. However if you end up simplest running with one calendar, all of the ones issues get handled similarly — which means you’ll’t temporarily and simply pull up the non-repetitive, vital duties you’ve gotten for the day.

To battle this, simply create a brand new calendar for every a part of your lifestyles you would love to stay monitor of to your Google Calendar.

Tips on how to Use This Characteristic

To create a brand new calendar, click on the little plus signal (+) subsequent to “My calendars,” and you’ll be able to see the choice, “New calendar.” Make a choice this feature, title your new calendar, give it an outline and time zone, and voilà — you have got your self some other calendar.


Professional Tip: You’ll be able to even color-code every calendar to make it simple so that you can select what you have to do on a daily basis.

2. Agenda conferences with teams the usage of “Discover a time” or “Instructed instances.”

Do you ever wish to organize a assembly with a number of individuals who have busy schedules? It may be in reality nerve-racking to check out to determine if you end up all unfastened. Fortunately, Google Calendar in fact has two options that may do the heavy lifting for you: “Instructed instances” or “Discover a time.”

Tips on how to Use This Characteristic

To make use of both of those two choices, first make sure to’ve added everybody to the development who wishes to wait. Then, in order for you Google to indicate a time so that you can meet, merely make a choice the “Instructed instances” hyperlink underneath your visitors’ names. A dropdown window will seem with a listing of instances when each assembly visitor, together with you, is to be had without a conflicts.

List of suggested times for an event in Google Calendar

“Discover a time” is the opposite direction to temporarily discover a time that works for each visitor incorporated at the assembly invitation. To make use of this option, select the tab subsequent to “Match main points” referred to as “Discover a time,” and you’ll be able to see everybody’s schedules side-by-side for the day of your supposed assembly. While you see a time when none of your visitors have conflicts, click on this line of the calendar to focus on the time and press “Save” on the height of your Calendar.

Find a time feature Google Calendar

Professional tip: you’ll additionally use a unfastened product like HubSpot Conferences to simply time table conferences with out back-and-forth emails. With HubSpot’s Conferences device, you’ll ship a generic hyperlink and ask consumers or possibilities to select a time to your calendar that works for them, or select the gross sales rep who has the soonest availability.

3. Sync conferences together with your CRM.

Use a CRM day by day? It may be nerve-racking to from side to side between your Google Calendar and your CRM. As an alternative, dive into your CRM settings to look if there may be an current integration with Google Calendar.

HubSpot CRM customers, you might be in good fortune — it is fast and simple to arrange this integration. Learn to do that right here.

4. Sync your calendar together with your advertising instrument.

If you wish to make your Google Calendar align much more together with your advertising actions, you’ll combine it together with your advertising instrument.

For HubSpot consumers, you’ll use Zapier to arrange some beautiful nifty workflows, corresponding to making a social media message each time an tournament begins. Take a look at this web page for extra on how you’ll arrange that integration, in addition to some concepts for methods you’ll combine the 2.

5. Cover your tournament main points.

Now and again, the conferences you host or attend are delicate in nature. Remember, then again, {that a} closed door is not the one means for others to grasp what is going on inside of. The development’s main points in Google Calendar too can expose extra to the remainder of the place of work than you would like.

To make sure you have as a lot privateness as you wish to have all through extra delicate conferences, set your tournament to “Non-public.” This makes it so no person viewing your weekly time table sees the main points of the development — assembly title, attendees, attachments, and so on. By means of default, the general public label at the tournament block will merely be, “Busy.”

Tips on how to Use This Characteristic

To denationalise the main points of sure occasions to your calendar, click on the development out of your calendar view and make a choice the pencil icon to edit the development’s main points. Within the window that looks, to find the briefcase icon simply above the development description box.

With the primary box set to “Busy,” click on into the second one box and make a choice “Non-public” from the dropdown, as proven underneath. Hit the blue “Save” button on the height of your display screen and you’ll be able to be all set.


6. Upload a Google Meet in your tournament.

Want to simply arrange a face-to-face far off assembly? Simply click on the hyperlink to “Upload Google Meet,” and Google will arrange a video name to your tournament attendees to make use of. (Be informed extra about Google Meet right here)

how to use Google Meet

7. Upload attachments.

I have no idea about you, however I regularly to find myself attending conferences that require me to reference a related report. Possibly we are all running off one Google Document, or in all probability we are pouring over an intricate spreadsheet.

Regardless, it is best to verify all assembly attendees have the fabrics they want ahead of the assembly starts so they do not have to move searching of their inboxes for it. Google Calendar assist you to do that, permitting you to connect paperwork immediately to the development for visitors to open and assessment.

Tips on how to Use This Characteristic

To glue a report in your tournament, click on to your tournament block from the calendar view and make a choice the pencil icon to edit the development, as proven underneath.


As soon as you might be within the tournament’s edit display screen, search for a paper clip icon proper above the outline phase, as proven within the screenshot underneath. Click on this icon and a big window will seem the place you’ll add recordsdata to connect immediately out of your Google Force.

Feature for adding attachments to events in Google Calendar with paper clip icon highlighted in red

Professional tip: While you succeed in the add window, you’ll toggle to the “My Force” tab to connect Google Medical doctors, Sheets, and Slides that exist already for your Google Force. Or, you’ll click on the “Add” tab at the a long way left of the window to connect offline recordsdata out of your pc.

8. Allow your international clock.

Do you’re employed with teammates who are living all over the world? It’s possible you’ll to find it is tricky to determine what time is suitable to time table conferences with them. Thankfully, you’ll — through enabling “Global Clock” for your Google Calendar settings.

Tips on how to Use This Characteristic

To temporarily test a couple of time zones when arranging conferences, click on the equipment icon at the top-righthand nook of your calendar view. Those are your settings. Then, navigate to the “Global clock” phase, test the primary blue field, and make a choice the time zones you need to look out of your calendar view.


As soon as you’ve gotten selected the time zones you need, go back in your calendar view and you’ll be able to see the next to your Google Calendar’s lefthand sidebar:

how to use google calendar: World Clock

9. Allow running hours.

Now not everyone seems to be a 9-to-5 employee, however they may paintings fairly somewhat with those that are. You probably have an unconventional paintings time table that none of your colleagues appear to bear in mind, this option is for you.

“Running Hours” is a environment that signals other people if they are attempting so as to add you to a gathering that lies outdoor a variety of hours set through you in Google Calendar. Good day, it beats having to hit “Decline” after which keep on with up with the assembly organizer to remind them you might be unavailable all through that point.

A Google Calendar tipthat John Corridor, Co-founder of Calendar, advises other people to make use of is fast conferences. “Underneath the default conferences period settings is the technique to create Rapid Conferences. Test the field and 30-minute conferences will routinely be scheduled to final 25 mins whilst longer conferences will likely be minimize through ten mins. That means your running hours transform extra productive because you finish conferences faster and feature time to atone for todos that do not stay you past running hours.”

Tips on how to Use This Characteristic

To allow particular running hours to your Google Calendar, click on the equipment icon out of your calendar view to get entry to your settings. Navigate to the “Running Hours” phase, as proven underneath. Right here, you are able to specify if you end up out and in of labor on a daily basis of the week.

Working hours feature

10. E-mail tournament visitors.

Take into accout the time you attempted to e mail a big staff of other people about an tournament? Possibly you had been looking to coordinate a workforce time out — or simply let everybody know they must deliver their laptops to the all-hands assembly. Regardless, I will wager it was once nerve-racking to determine who was once in fact going to the development and make sure you did not omit any individual.

Neatly, this Google Calendar characteristic will come in useful subsequent time.

Tips on how to Use This Characteristic

So long as you’ve gotten added everybody to the development that should move, you’ll simply e mail everybody within the staff through clicking at the tournament block out of your calendar view and clicking the envelope icon.


Whenever you click on at the envelope icon throughout the tournament block, an e mail compose field will seem. Merely form for your message, form within the e mail addresses of the folk you need to obtain it, and hit ship.


11. Upload particular assembly places.

I want I might recognized about this option the final time I were given espresso with somebody in downtown Boston. We agreed to fulfill at Starbucks … however due to the multitude of Starbucks places in Boston, our dialog went one thing like this:

“K, so let’s meet on the one on State Side road,” I mentioned.

“Oh, the only through the Courtroom Space?” he requested.

“Neatly, it is kinda through the Courtroom Space, however additional down State Side road,” I answered.

“Oh, you imply the only through Downtown Crossing?” he clarified.

Tips on how to Use This Characteristic

The logistics of a gathering can get fuzzy with out a particular cope with or convention room. Fortunately, Google Calendar has a characteristic that’ll repair all that. As an alternative of getting the back-and-forth, I may just’ve simply despatched my pal a calendar invitation with the particular cope with within the “The place” field. It integrates with Google Maps so it is tremendous simple to determine the place you might be assembly and how you can get there.

how to use google calendar: Meeting location

12. Use desktop notifications.

As you almost certainly can inform through now, I really like Google Calendar … however there’s one characteristic of which It’s not that i am a fan.

You probably have your Google Calendar open as a tab for your browser when it is 10 mins ahead of your subsequent tournament, the 10-minute caution interrupts the entirety you might be doing and takes over your display screen. Fail to remember about what you had been running on — Google Calendar will all of sudden floor its tab with a large pop-up alert coupled with an nerve-racking sound. It is the worst.

Fortuitously, there is a environment in Google Calendar that you’ll use to make notifications a lot much less nerve-racking: “Desktop notifications.” Slightly than interrupting your paintings, you’ll be able to see a far gentler field slide in from the top-righthand nook of your visual display unit, showing the title of the development that is 10 mins away.

Tips on how to Use This Characteristic

To allow “Desktop notifications” in Google Calendar, click on into your settings the usage of the equipment icon at the top-righthand nook for your calendar view. Scroll all the way down to “Match settings” and click on the “Notifications” field, as proven underneath.


By means of default, your notifications may well be set as “Signals,” inflicting every tournament’s 10-minute caution to hijack your visual display unit. As an alternative, make a choice “Desktop notifications,” go back in your calendar view, and you’ll have effectively enabled gentler assembly notifications.

13. Trade the development notification time.

Within the earlier tip, you discovered how you can melt the notifications you obtain prematurely of a gathering. However did you additionally know you’ll alternate the collection of mins ahead of the development you need to be notified?

Tips on how to Use This Characteristic

By means of default, Google will notify you 10 mins ahead of the development’s get started time. To switch this caution time for a specific tournament, click on at the tournament out of your calendar view, and make a choice the pencil icon to edit the development’s settings.

Within the tournament main points, to find the bell icon slightly below the video conferencing line. Hover your cursor over the field indexed “10” and toggle up and down the usage of the small arrow keys that seem to the suitable to switch the collection of mins prematurely you need to be notified. As you’ll see underneath, you’ll inform Google to inform you hours, days, or weeks prematurely, too.


Professional tip: To the left of the “10,” you’ll alternate “Notification” to “E-mail” should you’d reasonably learn about upcoming conferences by the use of e mail as a substitute of a desktop notification.

14. Prepare appointment schedules.

Ever considered incorporating “place of work hours” so folks for your corporate can e book time with you? Possibly you are a part-time advisor with restricted hours to e book conferences, or wish to restrict the days your workforce can e book time with you to sure instances of day.

If any of the above eventualities resonate with you, take into accounts the usage of Google’s Appointment schedules.

Google’s Appointment schedules permit you carve out particular instances of day to your calendar after which percentage those instances with make a choice other people by the use of a personal calendar hyperlink. When those other people click on the hyperlink, they are able to time table conferences with you at any of the days you carved out for them.

In case your hyperlink recipients discover a time they prefer, all they’ve to do is make a choice it to e book a personal tournament with you, together with the entire knowledge they would want for the assembly.

Tips on how to Use This Characteristic

To arrange your individual Appointment slots, get started through clicking any place for your calendar view to create an tournament. When the development choices seem, click on “Appointment schedules,” as proven underneath on the very height of the window. Set the date vary of the slots you would love to open up for appointments, in addition to how lengthy every appointment must be through default subsequent to “Slots with period.”

how to use google calendar: Appt schedule

In order for you extra keep an eye on over your Appointments, click on “Extra Choices,” and you’ll be able to be taken to the window proven underneath. Click on “This calendar’s appointment web page” for the hyperlink you’ll then percentage with the ones whom you might be prepared to prepare appointments.

15. Browse calendars of pastime.

Need to make sure to’re keeping an eye on vacations in different international locations, your favourite sports activities workforce’s time table, or simply the time the solar rises and units on a daily basis? You can to find those calendars (and extra) to your Google Calendar’s lefthand sidebar.

Tips on how to Use This Characteristic

To browse and upload attention-grabbing calendars, click on the plus signal (+) subsequent to “Upload a coworker’s calendar.” Then, select “Browse calendars of pastime.” From there, select the calendars you would love to subscribe to.

calendartips_26 (1)

16. Enforce a customized view.

While you first arrange your calendar, you’ll be able to have the opportunity to view it as per week, month, the following 4 days, or as an time table. That “4 days” choice? You’ll be able to transfer that out with a distinct period for your “Customized view” choices.

Tips on how to Use This Characteristic

To regulate the collection of days you spot for your calendar view, click on into your settings the usage of the equipment icon at the top-righthand nook of your display screen. Scroll all the way down to “View choices.” Click on “Set customized view” and make a choice what number of days you need to look at one time out of your calendar view, as proven underneath.


You’ll be able to additionally make faster, extra common changes in your person interface proper out of your calendar view. Subsequent in your settings’ equipment icon, you’ll be able to see a field that, through default, would possibly say “Week.” Click on it to expose a dropdown menu the place you’ll customise your view additional, as proven underneath.


17. Percentage your calendars with others.

In case you are the usage of Google Apps to your corporate, you’ll additionally keep an eye on who sees your calendar, what they see, and whether or not they’ve permissions to edit it. (You probably have an assistant, this tip will likely be crucial to bear in mind.) You’ll be able to additionally make your calendar public, if you want.

Tips on how to Use This Characteristic

To switch your sharing settings, click on at the plus signal (+) subsequent to the most well liked calendar and select “Settings and sharing,” as proven underneath.


Then, you’ll be able to be taken to the web page proven underneath. Right here, you’ll select to do any of the next:

  • Make the calendar public.
  • Make a choice to turn tournament main points to everybody for your corporate, or simply unfastened/busy knowledge.
  • Upload somebody in your calendar and select their particular person permissions (see all main points, make adjustments to occasions, cover all main points, and many others).


When you are performed, click on the again arrow at the top-lefthand nook of your display screen to go back in your calendar view. Google will routinely save your new calendar settings.

18. Use keyboard shortcuts.

Are you taking a look to in reality streamline your Google Calendar efforts? Google Calendar’s were given a ton of keyboard shortcuts to make use of, corresponding to:

  • t = Transfer your calendar view to nowadays
  • c = Create an tournament
  • q = Fast Upload an tournament

Take a look at the overall record right here.

19. Use fast shortcuts to discover a time or bounce again in your present time.

Slightly than manually scrolling via every month to discover a time a long way at some point, you’ll form the letter “G” if you end up to your Google Calendar to temporarily discover a date at some point.

how to use google calendar: go to date

On the other hand, should you’ve scrolled tooa long way and wish to to find your as far back as the present time with manually scrolling, form the letter “T” to go back to the present date/time.

20. E-mail all invited visitors.

I will admit — I have been in charge of constructing occasions after which lacking a recipient or two when I have tried to e mail all the staff a pleasant reminder, or vital knowledge to peruse previous to the assembly.

Thankfully, with Google Calendar you do not need to manually type-in each title at the invite. As an alternative, move to the end of your tournament and click on the E-mail icon, which lets you e mail your whole visitors from inside the calendar itself:


21. Set a “Default Length” to make shorter conferences, or a “Default Time” to get rid of weekends out of your Calendar evaluation.

In case you are feeling beaten through the 30-minute or hour-long conferences that constantly deprive you of your skill to get different paintings achieved, imagine environment a “Default Length” of 15 or 20-minutes for conferences in order that, if you end up making plans fast check-ins on auto-pilot, you’ll be able to make sure you’ve deliberate your time successfully.

After all, for sure assembly subjects, 30-minutes to an hour is vital. But when nearly all of your conferences are “catch ups” or transient 1:1’s with colleagues, imagine whether or not you’ll keep in touch the most important issues in 20 mins or much less, and save the extra minor main points for a follow-up e mail.


On the other hand, in case you are like me, you simplest use your Google Calendar for the workweek — why, then, do you wish to have the added area of Saturday and Sunday?

Some time in the past, I clicked the “Week” toggle on the height of my calendar and de-selected “Display weekends” to verify I felt I may just visualize precisely how my workweek was once going to appear — and stored my weekends for leisure and extra informal plans I may just save in my telephone if vital.

how to use google calendar: default duration

Streamline Your Agenda

Google Calendar can begin to really feel so much much less easy the extra occasions you’ve gotten to your time table. Fortuitously, those hacks and under-the-radar options make your lifestyles in Google Calendar a lot more uncomplicated to prepare.

Preferably, you’ll be able to use one (or a couple of) of those options to make sure you’re the usage of Google Calendar in yourdistinctivereceive advantages and to suit your personal way of life and paintings personal tastes, reasonably than accepting the default settings.

Editor’s be aware: This newsletter was once firstly printed in March 2019 and has been up to date for comprehensiveness.




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