Create Events and Calendars

Manage your course works and social life with multiple calendars and invite your friends to your events. With Google Calendar, you will be able to:

  • Create a separate calendar for each class.
  • See when your friends are available and easily schedule meetings and appointments.
  • Choose how you receive event reminders and notifications.

Getting Started

Your Calendar View

Click an area of the image below to learn about the different sections of Google Calendar (Firefox, Chrome, and Safari Only).


 


Search Calendar

Enter your search text (whole words only) and click on the search button to find your event.  The search results will only show events from calendars that are selected for viewing in your calendar list. Click Show search options to refine your searches.

 


Calendar View

View your calendar by day, week, month, four-day view, or as an agenda list.

 


Create Events

Click Create to create a new event. Click on the down arrow to use the Quick Add feature (see section below).

 


Mini Calendar

The mini calendar displays the current month. You can use the previous and next arrows to quickly move from month to month.

 


My Calendars

The My Calendars section displays your primary calendar (top of the list) as well as a list of any calendars you have been granted full access to by owners. You can change the color of each calendar by clicking the drop-down arrow to the right of the calendar. To hide your calendar from the main calendar view, just click on the name of the calendar.

 


Other Calendars

Your subscribed calendar created by others.

 


Events

All events created by you or shared with you will be displayed in this windows. In day or week view, all-day events are listed at the top. Past events are lightly dimmed.

Create an Event 

Fill in Event Details

  1. Click on the Create button located at the upper-left section of the screen.
  2. Enter in the event's title, time, location, and description. For an event that last all day, click the All day check box.
  3. If your event repeats on a regular basis, click the Repeat.. checkbox to setup a recurring event.
  4. Select the calendar you wish to create the event in by clicking on the drop-down menu in the Calendar section.

  5. Click Save to create the event.

Add Event Reminders

By default, Google Calendar displays a pop-up window and sends an e-mail reminder to your Rebelmail account 10 minutes before the start of an event.  To modify existing reminders or to add new reminders, do the following:

  1. Create a new event or open an existing event.
  2. Under Reminders, modify existing reminders or click Add a reminder to add a new reminder.

  3. Complete the event's other details and click Save.

Add Google Docs Attachments

You can attach a Google Docs to your event. To add a Google Docs to your events, do the following:

  1. Make sure you have the Event attachments Calendar Lab enabled. If not, click on the gear icon () at the top right corner of the screen and select Labs.
  2. Next to Event attachments, click Enable.

  3. Click Save. Now that you have enabled the Event attachments lab, you can attach Google Docs to your events.
  4. Create a new event or open an existing event.
  5. Click Add attachment to open your list of files in Google Docs.
  6. Select one or more files and click Upload. Now your attachments are added to the invitation.

    Important: Event guests do not automatically have permission to view Google Docs attachments. You must share each attached document with your guests.

  7. Complete the event's other details and click Save.

Change Your Event's Visibility and Privacy Settings

When you make your calendar public, all of the events you create on that calendar will be public as well. The same concept applies to private calendars. However, you can change the visibility and privacy of individual events by doing the following:

  1. Create a new event or open an existing event.
  2. Under Show me as, select from the following options:
    • Available: Other users with only 'free/busy' permission to your calendar will see the timeslot on your calendar as Free.
    • Busy: Other users with only 'free/busy' permission to your calendar will see the timeslot on your calendar as Busy.

  3. Under Privacy, select from the following options:
    • Default: Select this option if you want the event's privacy setting to mirror the calendar's privacy setting. For example, if your calendar is private, all of the events scheduled are private by default. The same concept applies to public calendars.
    • Public: For people with only 'free/busy' privileges to your calendar, select this option to make the event's details available to them.
    • Private: For public or shared calendars, select this option to make sure only you and those with 'Make changes to events' privileges and higher can see the event and its details.
  4. Complete the event's other details and click Save.

Invite Guests to Your Events

Google Calendar lets you add guests to your events, send an invitation to those guests, and keep track of their invitation responses. To invite guests to an event, do the following:

  1. Create a new event or open an existing event.
  2. Under Add guests, enter the e-mail addresses of all guests or a Google Group e-mail address to add an entire group and click Add.
  3. Choose what your guests can do by clicking on the following:
    • Modify event: They can make changes to the event details (time, location, description, guest, etc.). If you select this option, Invite others and See guest list will also be enabled.
    • Invite others: They can invite additional guests to the event.
    • See guest list: They can view the guest list see to who else is invited to the event.

  4. Complete the events other details and click Save.
  5. You will be presented with the option to send an invitation to the guests. Click Send (recommended) if you would like to notify the guests of the event or Don't send if you do not. You can always view the guest list to track their responses.

Check Your Guests' Availability

Optionally, you can check your guests' (Rebelmail users only) availability by doing the following:

  1. Click on the Find a time tab.

  2. To the left of the guest list, you can view the availability of your guests. The blue dotted box represents the date and time of your event.  If necessary, simply drag the blue dotted box to a time that is available to all your guests.


Create an Event Using Quick Add

Another way to add events quickly to your calendar is to use the Quick Add feature. Quick Add lets you add an event using few words or sentences like "Meeting at the library every Friday at 3pm" or "Football practice at 2pm - 3 on 10/15". To add an event using Quick Add, do the following:

  1. Click on the down arrow next to the Create button.
  2. Enter a natural-language phrase with the following information (only what and when are required):
    • What: The event title [Dinner with Nick or Group Meeting].
    • When: A date or time expression [5pm-6 on Friday or on 9am on Monday 9/26].
    • Where: The location of the event [at the Library or at the Student Union].
    • Who: This should begin with 'with' followed by a list of e-mail addresses [with studentb@unlv.nevada.edu, studentc@unlv.nevada.edu].
  3. Click Add to create the event. 

Note: If you need to add an attachment or change the event's privacy setting, open the event and click on More details.

Create and Manage Your Calendars 

Create Another Calendar

Google Calendar helps you stay organized by letting you create additional calendars to manage your multiple classes and projects. In addition to your primary calendar (with your name), you can create any number of secondary calendars by doing the following:

  1. Under My Calendars, click on the down arrow and select Create new calendar from the drop-down menu.

     
  2. Enter the calendar's name, description, location, and select a time zone.
  3. Click Create Calendar

To help distinguish your calendars from each other, you can assign colors to them by clicking on the down-arrow next to the calendar and selecting a color from the menu.

Change Your Default Calendar View

Your Google Calendar displays the week view by default. If you prefer to open your calendar in month or day view, do the following:

  1. Click on the gear icon () at the upper-right corner and select Calendar settings.
  2. Under the Default view section, select your preferred view from the drop-down menu.

  3. Click Save.

Change Your Default Reminder and Notifications Settings

By default, the event reminder for your primary calendar is set to display a pop-up and send an e-mail 10 minutes before the start of an event. For secondary calendars, the event reminders are turned off. To change or to turn on reminders and notifications, do the following:

  1. Click on the down arrow next to a calendar and select Notifications from the drop-down menu.

  2. Under Event reminders, choose the default reminder's method and time.  Click Add a reminder to add additional reminders.

  3. Under Choose how you would like to be notified, select when you would like to be notified via e-mail or SMS.

  4. Click Save when you done.

Print Your Calendars

You can print your calendars by doing the following:

  1. Make sure that the calendars you wish to print are selected (The calendar names are highlighted with a color).
  2. Click on the Print icon located to the right of the calendar views navigation.

  3. The Calendar Print Preview window will appear. Select the appropriate options and click Print. You can also save the calendar as a PDF by clicking on Save As.

To learn more about Google Calendar, please visit the Google Calendar help page.