Google Apps @ UA

Google Calendar

Below, you will find thoroughly detailed step-by-step instructions to help you get better acquainted with the ins-and-outs of Google Calendar.

All of this information is dependant upon you having a Google Apps @ UA account. If you haven't had a chance to sign up yet, sign up now!

Using Google Calendar

Logging in

To log in to Google Calendar

  1. Visit http://google.alaska.edu
  2. Click Calendar
  3. Enter your UA Username and Password
  4. If entered correctly, you will be taken to your Google Calendar
Calendar view example picture

Calendar views

You can view your calendar by day, week, month, or 4 days at a time. You can also view what is called the agenda view, a listing of all of your calendar events in chronological order.

Create Event example picture

Adding events

To add an event:

  1. Click on your calendar in the time frame you want your event to be in.
  2. Enter a description in the "What:" field.
  3. If you would like to adjust the time, you can specify the meeting time at the beginning of your description, and Google will automatically adjust the meeting time.
  4. When you are satisfied, click the Create Event button.

If you would like to add further details such as a resource, agenda, or invite guests, click edit event details.

Event Details example picture

Editing event details

Fill in the form to describe your event. You can set the event to repeat on a schedule (weekly, monthly, etc.), change the event times and duration, and set a location for the event.

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Inviting guests

To invite guests:

  1. Enter your guests full e-mail address (you must use their real email address (uausername@alaska.edu), not their vanity address).
  2. Choose whether guests should be able to invite other guests to the event and/or see who else is on the guest list.
  3. When you finish creating the event, an email will be sent to your guests asking them if they will be attending the event or not. As the event owner, you can see which of your guests have responded with what answer, or which guests you are still waiting to hear from.

Resources & Availability

If you want to check whether any of your guests already have something on their calendars, or book a shared resource, click Check guest and resource availability just below the event time.

You will see a list of your guests, with colored blocks throughout the times that they have indicated that they are busy. You can also select a resource from the "Where:" column below. A green block next to the resource indicates the resource is available, or a red "X" indicates that they will not be. If either your resource or your guest is not available, Google has a very handy feature for this. Below the time range at the top of the window, you will notice a link that says Find next available time. When clicked, Google will process and find the next available time (with the same event duration) for all of your guests and resources to schedule the event.

You can also notice the Show menu on the top right of this window. When the find next available time feature is used, Google Calendar will only scan for available times in the time ranges indicated. Working hours are defined as 7AM - 6PM, evenings are defined as 6:01:PM-6:59AM, weekends are 12:01AM Saturday through 11:59PM Sunday.

Note: Actively used resources have been imported into Google. If there is a resource that you don't see in Google Calendar that you think should be there, fill out the Google Calendar Resource Request Form.

Important Note: If you are requesting the use of a resource that is controlled, you must have more than one guest in the initial invitation, so you are prompted to "Send invitations" to the requested guests. If you don't, resource custodians may not receive your request to use their resource.

For a listing of current resources, visit the Google Calendar Resources page. The page features a full table listing of resources as well as custodians for controlled resources, as well as links to the full calendars so you can add the resource calendar to your Google Calendar.

Are you a resource custodian needing some help managing your resource? See our Resource Custodian guide for assistance.

Time availability example picture
Event options example picture

Event Options

If you would like to receive a reminder you can choose to receive one by a pop-up window (if you have Google Calendar open), an SMS text message sent to your cell phone, or by e-mail.

Choose whether to appear to be available or busy during this time. (If you have to be in class, you are probably busy. However, if it is your birthday you may be available to go to an event.)

Finally, choose whether the event should be "Default" (users can see whether you are busy, but not what you are busy doing), "Private" (only you and people you give permission to see your calendar can see the event at all), or "Public" (anyone can see all details of the event).

Calendar settings

Calendar settings example picture

The settings for Google Calendar can be accessed from the Google "Settings" link in the upper right had corner of the Google Calendar window, or the settings link on the lower left of your My calendars list.

The "General Tab" allows you to change the information specific to your calendar, like the language, country, timezone and time format you like to use. They are all user specific, and you can change them in the pop-down menus. The Default View is the view that loads when you first load Google Calendar. Custom View is a customizable view, that adds a different option in the view choices across the top of the calendar.

The "Calendars Tab" shows you the other calendars you have access to and allows you to change the settings for those calendars. You can remove a calendar by clicking on the trash icon next to that calendar.

The "Mobile Setup Tab" allows you to set up your cell phone to receive notification of events and agendas from your Google Calendar.

The settings for each individual calendar are set from the settings pop-down next to the calendar listing.

One the Calendar Details tab, you can change the name of the calendar, or supply a description or the calendar. This tab also allows you the option of embedding your calendar into an existing webpage. It also supplies you with web addresses for your calendar.

Sharing your calendar

The "Share this Calendar" tab (from the pop down settings next to the calendar listing) allows you set the sharing options for the calendar and share the calendar with specific users.

Calendar sharing options example picture

Notifications

The "Notifications" tab (from the pop down settings next to the calendar listing) allows you set the notifications options for the calendar. You can set the default setting for the events on the calendar, and settings for invitations you receive on this page.

Adding additional calendars

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Add a new calendar

To create a new calendar, that you own, click the create link on the My calendars list. This page allows you to create a new calendar and set the sharing options for that calendar. Once created the calendar will show up in your list of calendars.

Add a friend's calendar

There are multiple ways to add and view a friend's calendar. From the Add button at the top of the calendar list, select Add a friend's calendar, or at the bottom of the calendar list enter your friends email address in the Add a friend's calendar box. You can also add a calendar by URL from the Add by URL option in the pop down under the add button.

Hiding or removing a calendar

Google Calendar allows you to toggle the viewing of a calendar on and off by clicking on the name of the calendar in the calendar list.

To remove a calendar from your list,

  1. Go to settings (in the upper right corner)
  2. Select the Calendar Tab
  3. Click the Delete Icon next to the Calendar you are trying to remove.
  4. Accept the confirmation.

Importing external calendar data

Google Calendar allows you to import data exported from other calendar programs. It accepts files in iCalendar and CSV formats.

Meeting Maker

Due to a limitation in Meeting Maker, you will only be able to transfer your non-banner events with this method. Do you need to get your Banners or To Do List into Google Calendar?

To export event data from Meeting Maker, within the Meeting Maker application, select File, Export as ICalendar by date (export a single file). This will allow you to create a single *.ics file that can be imported into Google Calendar.

To import data into Google Calendar (if you have both banner and non-banner events from Meeting Maker, you will have to import both of the *.ics files):

  1. From the Add button at the bottom of the calendar list select Import Calendar.
  2. Browse to the iCalendar file (*.ics) that you created when you exported.
  3. Choose the calendar that you wish to import the data to.
  4. Click the Import button.
  5. You will receive a confirmation regarding the number of events that were imported.

A different Google Calendar

If you would like to import a calendar from a different Google Galendar account, such as your personal GMail account, Google provides a way to export you calendars as a zip file in .ics format

To export your old Google calendar:

  1. Log into your old Google account and navigate to the google calendar page.
  2. On the left-hand side in the My Calendars box click the settings link.
  3. Next, click the link that says Export My Calendars. This will download your calendars into a zip file which you can then import into your new Google calendar account.

To import your calendars:

  1. From the Add button at the top of the calendar list select Import Calendar.
  2. Browse to the file you just recently created in the export.
  3. Choose the calendar that you wish to import the data to.
  4. Click the Import button.
  5. You will receive a confirmation regarding the number of events that were imported.

Tips & Tricks

Selecting a custom date range

You can view a custom date range (for example, a three week period, or the three days of OIT's annual event TechFest) by clicking dragging your mouse over the mini-calendar on the left hand side of the screen.

Print the description fields for events

To print the information in the Description Field for events from Google Calendar

  • Switch to Agenda View
  • Select Print
  • Check the Print Descriptions checkbox (4th option)
  • Print

Task List

Google has a task list that is integrated with Google Calendar on its own, however, it is based solely out of Google Mail. From Tasks, you can set specific due dates for each task, and it will create a separate "Tasks" calendar and add the appropriate due dates that correspond with the appropriate tasks. Notifications can be set for that calendar appropriately as well.

A separate, third-party application Google Calendar plug-in also exists called Remember the Milk. Remember The Milk for Google Calendar adds a small task icon to the top of each day in Google Calendar -- you can click on the icon to:

  • Review your tasks for the day
  • Add new tasks and edit existing ones
  • Easily complete and postpone tasks
  • Review your overdue tasks
  • Optionally show tasks with no due date
  • See where your tasks are located on a map

Syncing Google Calendar with other programs and devices.

It is possible to synchronize your Google Calendar with many smart phones, and desktop computer programs.

There are valid reasons to do this, but before you start heading down that path please ask yourself, "Why don't I want to use the web interface?" The web interface is easy to use, and more features will work using the web interface than any other method.

If you still decide that you would like to use a program, either see our pages, detailing setting up Microsoft Outlook, or an Apple iPhone, or see Google's calendar help for syncing with other devices. Remember, you will need to use your Google-side password.

Where to go for help

If you get stuck, your first step should be to check out Google's Calendar help center. If you're still stuck, you can always get help through the OIT Support Center.

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