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Google Confidential and Proprietary 1 Intro to Calendar Google Apps Apps

Google Confidential and Proprietary 1 Intro to Calendar Google Apps Apps

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Page 1: Google Confidential and Proprietary 1 Intro to Calendar Google Apps Apps

Google Confidential and Proprietary 1

Intro to CalendarGoogle Apps

Apps

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Learning Objectives

By the time you’ve finished this module, you should be able to:

• Understand and use basic tools in Calendar

• Schedule new events

• Adjust appointment details

• Search your calendar for events

• Set up notifications

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How this training module is organized

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Calendar overview

Quickly schedule events Search for appointments

Easily view multiple calendars

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Viewing your Calendar differently

“This is my first time using Calendar. I’ve heard that it is really easy to use and navigate. Could you give me the 1-2-3 on finding my way around?”

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Viewing your Calendar differently

1View tabs let you change your Calendar view

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2Navigation arrows move your view ahead and back

3Mini-calendar lets you select which days to view

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Viewing your Calendar differently

Calendar Demonstration

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Viewing your Calendar differently

Try this:Change Calendar views

• Click the different view tabs to see how the Calendar changes

• On the mini-calendar, highlight three days – highlight five days – highlight fourteen days

• Use the navigation arrows to quickly find the week of your birthday

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Adding and changing events

“I’m tired of software that makes it difficult to schedule events. Is there a simple way to make my calendar work for me instead of against me?”

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Adding and changing events

1Click and drag lets you highlight a time to create an event 33

2Quick Add allows you to create events using phrases

3Create Event lets you create an event with more options

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Adding and changing events

Get info:

Use Create Event to

• Add event specifics

• Create repeating events

• Set reminder options

• Send invitations (discussed in Advanced Calendar)

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Adding and changing events

4Drag and drop your event to change the meeting time/date

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5Edit event details to make changes to event specifics

6 Delete helps you get rid of your event

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Adding and changing events

Calendar Demonstration

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Adding and changing events

Try this:Add a new appointment

• Using Click and drag, create an one-hour meeting tomorrow morning starting at 10am

• Using Quick Add, create a lunch appointment with a co-worker from 12:30 to 1:00pm at Sidewalk Café on Friday

• Using Create Event, set up a team meeting from 2:00pm to 2:45pm every Thursday

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Adding and changing events

Try this: (cont’d)Move and delete your appointments

• Tomorrow’s meeting has been changed to 11am on Thursday. Use Drag and Drop or Change Event Details to update your calendar.

• You’ve been moved to another team. Delete all future occurrences of your current team meeting.

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Searching your Calendar

“I know I have a really important meeting sometime this month, but I can’t remember where it is being held. How can I easily find that event without clicking through every day and opening every event?”

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Searching your Calendar

1Search My Calendars lets you view similar events all on one page

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2Show Search Options helps you find more specific events

3Search results show matching events and give you event options

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Searching your Calendar

Calendar Demonstration

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Searching your Calendar

Try this:Search for events

• Use Search to find tomorrow’s meeting

• Use Show Search Options to find all your appointments at Sidewalk Café

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Multi-calendaring

“Now I can add events, move appointments around, and search my calendars. Is there a way for me to see what meetings my co-workers have?”

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Multi-calendaring

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1Calendars let you decide which calendars to view

2Add lets you create and view other calendars

3Customize calendar lets you change colors and settings

4Busy calendars are calendars that have been set to private

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Multi-calendaring

Get info:

• Public calendars are calendars that have been created by other individuals or organizations

• You can search public calendars for team schedules, concerts, holidays, and more

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Multi-calendaring

Calendar Demonstration

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Multi-calendaring

Try this:Add and customize other calendars

• Use Add to view a co-worker’s calendar (hint: add his or her username)

• Using Add, locate your local country’s public holidays calendar

• Change the color of your new Holidays calendar with Customize Calendar

• Use the checkboxes in Calendars to hide your co-worker’s calendar

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Setting up notifications

“My day is booked solid! I need to be able to see when my next appointment is coming up without switching to my calendar every five minutes. What’s the best way to do that?”

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Setting up notifications

1Notifications let you set reminders for all events on a calendar

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2Event reminders let you see pop-ups or be notified by email

3Daily agenda sends an email each morning with the day’s events

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Setting up notifications

4Options lets you adjust notifications and privacy settings

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5Reminder allows you to set notifications for specific events

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Setting up notifications

Calendar Demonstration

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Setting up notifications

Try this:Create new notifications

• For you local holidays calendar, use Event reminders to notify you by email one week before each holiday

• Open your Thursday meeting event details and look under Options to create a pop-up reminder for 20 minutes before it begins

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Agenda

Calendar overview

Viewing your Calendar differently

Adding and changing events

Searching your Calendar

Multi-calendaring

Setting up notifications

Quiz

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Quiz

To see how much you’ve learned today, discuss each of the following:

• How would you schedule a one-hour lunch meeting with Bob next Friday at 12:30pm?

• How would you add your favorite sports team’s schedule to your calendar?

• Which Calendar feature have you learned today that will be most useful to you?