Customizable calendar

15 Best Google Calendar Tips for Organization and Productivity

  • Google Calendar is a deceptively rich customizable service filled with numerous options and preferences.
  • You can enable world clocks to make it easier to set up meetings across multiple time zones or shorten default meetings.
  • Here are 15 of the most useful Google Calendar tips and tricks to get the most out of the platform.

Google Calendar might be one of the most common productivity tools for work and personal productivity, but chances are you’re only scratching the surface when it comes to getting the most out of it. best party. Armed with these handy tips from Google Calendar for the desktop platform, you can get more done, work faster, and be more productive with Google’s scheduling service.

Create multiple calendars

If you do everything with Google Calendars — your personal and work appointments, family obligations, and the local hockey league practice schedule — you might want to get organized with multiple calendars. You can overlay multiple calendars for an overall view of your day, or turn off individual calendars to reduce noise and focus on what’s important.

To create a new calendar, click the More next to Other calendars in the left pane of Google Calendar. Click on Create a new calendargive it a name, then click Create a calendar.

Creating a new calendar in Google Calendar.

You can create multiple calendars for different types of meetings and events.

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Use Google Calendar keyboard shortcuts

You’d be forgiven for not realizing that Google Calendar has its own array of keyboard shortcuts. Even so, you should know about them because they are so handy. To activate them, click on the Settings (shaped like a gear) then click Settings. Click on Keyboard shortcuts in the navigation pane on the left then, in the Keyboard shortcuts section, enable the feature by clicking the checkbox.

Once enabled, you can use shortcuts to change view, search, change days, create meetings, print, and more. To see all shortcuts, tap ? when in Google Calendar.

Shorten every meeting

Many companies have a smart meeting policy – rather than a full 60 minutes, meetings are scheduled for 50 minutes, giving attendees time to take notes, respond to emails, and get in on time. at their next event. You can hold shorter meetings in Google Calendar. Click it Settings (shaped like a gear) then click Settings. On the Language and region page, in the Event Parameters section, check Quick meetings. This will shorten 30 and 45 minute meetings by 5 minutes and shorten all meetings of 60 minutes or more by 10 minutes.

Quick setting of meetings in Google Calendar.

Speedy meeting settings shorten the default duration of joint meetings.

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Find a meeting time

If you’re planning a meeting with other Google users, it’s easy to find a good time for the meeting without a lot of email exchanges. Add all attendees to the meeting Guest list, then click Find a time at the top of the meeting details. You’ll see everyone’s schedules side by side and you can find an opening that suits everyone’s schedule.

Customize your notifications

If your meeting notifications are annoying you because they always happen 10 minutes before the event — and that’s just not the right time for your needs — you just haven’t customized them yet. Click it Settings (shaped like a gear) then click Settings. In the left navigation pane, navigate to My calendar settings section and click on a calendar. Now you can go to Event Notice section of the page and choose the time you want to receive a notification, and even configure several if you need them. You can also customize when you receive notifications for today’s events as well as in the All-day event notifications section.

Give ownership of a meeting to someone else

If you’ve created a meeting but find you can’t attend and need to assign the task to someone else, there’s no need to cancel the meeting or recreate it with a replacement. You can assign ownership of the meeting. To do this, click on the meeting in the calendar. When the preview appears, click the three dot menu then, in the drop-down menu, choose Change owner. Enter the details and click Change owner.

Changing owner in Google Calendar.

You can transfer ownership of meetings in Google Calendar if you want to delegate the meeting to someone else.

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Turn on the world clock

If you need to message or schedule meetings with people in different time zones, having their local time handy can be helpful. Google Calendar can show all the time zones you’re interested in in the left pane, below the monthly calendar. To activate it, click on the Settings (shaped like a gear) then click Settings. On the Language and region find page world clock section. To light up world clock by clicking on the checkbox. Then click Add a time zone and select the time zone you need. Repeat for all areas you want to add to the calendar.

See your calendar at a glance without opening Google Calendar

You shouldn’t have to open the Google Calendar web page to see your daily itinerary. Install the Button for Google Calendar Chrome extension and you’ll be able to see your upcoming meetings as a drop-down menu from the Chrome toolbar without leaving the webpage you’re currently using.

Drag the mouse to create a multi-day event

There is a simple way to organize an event over two or more days. Position the mouse at the top of the calendar, between the date and the first time slot. Click and drag from the first day of the event to the last. An event popup will appear for the duration of your event – simply fill in the details and click to safeguard.

Multi-day event in Google Calendar.

You can click and drag to create a multi-day meeting in Google Calendar.

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Add attachments to a meeting invitation

Chalk this one up to “hide in plain sight” because it seems few people realize that you can add documents and other attachments to a meeting invite, eliminating the need to send a follow-up email. When you create the meeting in Google Calendar, be sure to click Add a description or attachments then use the Add attachments button (to the right of the paperclip).

If you’ve already created the invite, click the meeting in the calendar to see the preview, then click Edit event (the Pencil at the top of the preview). Then add the attachment in the event details.

Create a custom calendar view

Want a calendar that only shows the work week and omits the weekend? Or how about a four-week rolling view? Google Calendar gives you a lot of control over what you see. Click it Settings (shaped like a gear) then click Settings. In the left navigation pane, choose Display options, then customize these settings as you see fit. For example, click the Define a custom view menu and choose how many days you want to see on the page at a time.

Make your meeting private

If you need privacy for a meeting – maybe it’s a sensitive meeting with HR, or you don’t want to disclose that you’re going to the doctor – you can set the meeting visibility to private . The only thing anyone looking at your calendar will know is that your time is blocked. To do this, open your meeting and, above the meeting description, click the menu currently set to Default visibility. Picking out Private then click to safeguard.

Changing the default visibility of a Google Calendar meeting.

You can set meetings as private so that only the time is blocked on the calendar.

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Email everyone in your meeting

Need to reach everyone invited to a particular meeting? As long as you have created the meeting, you can do it with just one click. Click on the meeting in the calendar and the meeting preview should appear. To the right of the Guests section, you should see two icons. You can copy guest emails or click Send emails to guests to open a new e-mail message with their addresses already filled in.

Receive a daily email with your scheduled meetings

If you’re the type of person who likes an early morning summary of your meetings and tasks, Google Calendar can help by sending you a summary of your meeting agenda each day. To activate it, click on the Settings (shaped like a gear) then click Settings. In the left navigation pane, navigate to My calendar settings section and click on the calendar for which you want the daily summary. Click on Other notices. In the Other notices summary find daily agenda and change None at E-mail.

Other notifications in Google Calendar settings.

Activate the daily agenda to get an email summary of the day’s meetings.

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Enter the location in your meeting invitation

Don’t forget that Google Calendar lets you enter the exact street address in your meeting invite – and it integrates with Google Maps, so you can open directions on any device you view the invitation. Simply enter the address in the field Add location field, which you can find just above the notification controls.