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Google Calendar for Administrative Assistants
If you directly manage others’ calendars, this is the Google Calendar guide for you. In this guide, you
will learn about setting up delegated Google calendars, common Google Calendar tasks, tips and
tricks to improve efficiency, and recommended Google Calendar Labs for administrative assistants.
Table of Contents
Set Up a Delegated Calendar
Delegated Calendar overview
What you can and can't do
How events appear to guests
Access your manager's calendar
Receive notifications for your manager’s calendar
Tips on using notifications
Common Calendar Tasks
Accept or decline events on behalf of your manager
Accept or decline from email notifications
Accept or decline from the delegated Calendar view
Add note to invitation response
See meeting status at a glance (invitation, accepted, declined)
Create events on behalf of your manager
Schedule on your manager's calendar
Choose privacy setting
Specify the event time zone
Invite guests to events
Invite guests to events
Check availability of guests
Invite Google groups to events
Select options for your guests in the “Guests can” section
Add Calendar resources (such as rooms) to events
Schedule recurring events
Notify guests about events
Send event invitations only to specific guests
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Email guests about event
Create event reminders only your manager can see
Edit event details after initial creation of event
Send updates to guests when you edit event details
Drag and drop event to change time or day
Duplicate events
Transfer ownership of an event
When guests edit event details on their own calendars
Print calendars
Customize your Calendar view
Quickly view just one calendar
Show an additional time zone
Hide declined meetings
Turn off automatically adding invitations to your calendar
Optimize Calendar load time
Create new calendars
Create a new calendar
Create a calendar for a room or resource that you control
Save time with Calendar keyboard shortcuts
Calendar Tips & Tricks
Use Tasks in Calendar
Add interesting calendars from Google Calendar
Add calendars for favorite resources (conference rooms)
Include “Add to my calendar” link in emails
Calendar Labs
Enable Labs
Suggested Calendar Labs
Set Up a Delegated Calendar
Delegated Calendar overview
What you can and can't do
If your manager delegates his or her Google Calendar to you, you can do the following on your
manager's behalf:
● Respond to event invitations
● Create new events
● Modify existing events
● Manage sharing (if your permission is set to Make changes AND manage sharing)
However, you can't do the following in your manager's Calendar account:
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● Change account settings, such as language, time zone, or automatically adding invitations to
the calendar
● Use Task lists
● Access your manager's Gmail contact groups
How events appear to guests
If you create an event on behalf of your manager and send out an invitation email to event guests,
your name appears as the sender of the email (1). When guests view the actual email, your
manager's name appears in the top Who field (2). In the bottom Who field, your manager's name
appears as the organizer (3), and your email address appears as the creator (4).
For example:
When guests click on the event in their calendar, your name appears as the creator, and your
manager’s name appears as the calendar. However, your name is not included in the guest list.
For example:
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Access your manager's calendar
Before you can manage your manager's calendar, you must first gain access to his or her calendar,
as follows:
1. Have your manager log in to his or her Google Calendar.
2. In your manager's calendar, go to the My calendars section, and select Share this calendar
from the drop-down next to your manager’s calendar.
3. In the Person field, type your primary email address.
4. In the drop-down menu, select the appropriate permission, and then click Save.
● Make changes to events lets you edit your manager's calendar
● Make changes AND manage sharing lets you edit the calendar's sharing options,
too. (For example, you can give another admin access to your manager’s calendar
while you are away on vacation.)
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You now have access to your manager's calendar and can see and modify all meetings on the
calendar, including private and confidential events. (You may wish to remind your manager of this
fact.)
If you have Make changes AND manage sharing access to your manager’s calendar, you'll now see
your manager's calendar in your own account in the My calendars list on the left.
If you have Make changes to events access to your manager’s calendar, you'll see your manager's
calendar in your own account in the Other calendars section.
Tip: To easily distinguish your calendar from your manager’s calendar, choose very distinct colors
for each calendar, such as red and blue. You can change the color of a calendar by clicking the drop-
down next to the calendar and clicking a color in the grid.
Receive notifications for your manager’s calendar
Notifications for your manager’s calendar are disabled by default--if you want to receive notifications
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for your manager’s calendar events, you must manually enable them.
Note: When you enable notifications for a calendar shared with you, you are not enabling
notifications for the calendar owner. (That is, when you enable notifications for your delegated view
of your manager’s calendar, you’re the only one who receives notifications; your manager doesn’t,
unless he or she has personally set up notifications.)
To receive email and pop-up notifications for your manager's calendar, follow these steps:
1. Log in to your Google Calendar.
2. Your manager's calendar appears in the My calendars list, and his or her meetings appear on
your calendar.
Note: If you cannot see your manager's events in your calendar, click his or her calendar in
the list to highlight it.
3. Click the drop-down arrow next to your manager's calendar, and select Notifications.
4. In the Event reminders section, click Add a reminder.
5. Select either Email or Pop-up from the drop-down. (If you'd like both options, click Add a
reminder again.)
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6. Once you've customized your event reminders, select the invitations for which you want to be
notified. To start, you can select all notifications, and later remove the notifications you don't
need.
Note: If you select the Daily agenda option, the emailed agenda won’t reflect any event changes
made after 5am in your local time zone.
Tips on using notifications
If you and your manager have each set up email notifications for new invitations, your manager will
receive an "Invitation" email in his or her Inbox, and you’ll receive a "New Event" email in your own
Inbox. For example:
Your manager's Inbox
Your Inbox
These different email subjects allow you to easily distinguish your own invitation notifications from
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your manager’s.
Common Calendar Tasks
See the Calendar page and the Calendar FAQs at the Google Apps Learning Center for more tips
and "how-to’s."
Accept or decline events on behalf of your manager
Accept or decline from email notifications
If you’ve set up email notifications for your manager’s new invitations, the "New Event" email you
receive gives you the event details but does not let you accept or decline the invitation for your
manager from your Inbox. However, to quickly respond to the invitation, click more details in the
email body. You can then respond from the Google Calendar event details window that opens up.
Accept or decline from the delegated Calendar view
You can also respond from the invitation that appears on your manager's calendar (which is shared
with you). Just click anywhere on the event, and then click Yes, Maybe, No, or Delete.
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Add note to invitation response
If you want to add a note to your response to an event, go to the event details page. You can do this
by:
● Clicking the actual event name (such as Team Meeting in the example above)
● Double-clicking anywhere on the event
● Clicking anywhere on the event, and then clicking Edit event details
On the event details page, you can add your note to the Going? section near the top of the screen,
and click Save. Because not all people choose to get notifications, you may also want to email the
meeting owner with any important messages.
See meeting status at a glance (invitation, accepted, declined)
You can quickly view your meeting status without going into the event details page.
Event invitations or events with a “Maybe” response
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Event invitations to which you (a) haven’t yet responded or (b) have responded Maybe have a
question mark before the meeting time.
Accepted events
Accepted events don’t have a question mark.
Declined event
Declined events are dimmed (unless you’ve opted to not show declined events via the General tab
under Settings > Calendar settings, in which case you won’t see declined events at all).
Other Calendar icons explained
When viewing Calendar events, you might notice other icons at the top of the event. Below is a list of
the icons you will see and a description of what each icon represents.
1. One or more reminders set for the event
2. One or more individuals invited to the event
3. Private event
4. Recurring or repeating event
5. A single event moved from a recurring or repeating event
Create events on behalf of your manager
Creating an event on behalf of your manager is as easy as creating an event on your own calendar,
but there are a few things to keep in mind.
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Schedule on your manager's calendar
If you have both your manager’s and your own calendar open at the same time, the default calendar
for creating new events is your own calendar. If you’re in a rush, it’s easy to forget to choose your
manager’s calendar from the Calendar drop-down on the event creation pop-up.
Each time you create an event on behalf of your manager, remember to check that you’re creating it
on your manager’s calendar and not your own.
Tip: If you find you have trouble with viewing your calendar and your manager’s calendar at the same
time, try using two separate browser tabs (or windows, if your browser doesn’t have tabs). Use one
tab (or window) for your calendar and a different one for your manager’s.
Choose privacy setting
Managers often have sensitive or confidential meetings, so to keep meeting details private, you can
select the Private radio button in the Privacy section of the event details page. Rest assured that
only meeting participants and people with manage sharing access to the calendar can see event
details when the event is set to Private.
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Note: If most of your manager’s meetings are confidential, you can change the default sharing
options for your manager’s calendar so that other people in your organization will only be able to see
free/busy details or not be able to see your manager’s calendar at all. To do this, your permission
must be set to Make changes AND manage sharing.
Here’s how:
1. In your Google Calendar, click the drop-down arrow next to your manager's calendar, and
select Share this calendar.
2. If you want others in your organization to only be able to see free/busy information, make
sure the Share this calendar with others box is checked. Then, choose See only free/busy
(hide details) from the drop-down.
3. If you don’t want anyone in your organization to view your manager’s calendar, uncheck the
Share this calendar with others box.
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4. Click Save.
Specify the event time zone
If your manager travels a lot, it can be a headache to schedule meetings in different time zones. With
Google Calendar, you can easily specify the time zone for a given event.
Events will appear on your calendar according to your current time zone, and when you change to
your destination time zone, they’ll be in the right place.
1. Just click the Time zone link to the right of the date and time fields on the event details page.
2. Next, specify the event time zone in the pop-up. If you want, you can even set up events that
start in one time zone and end in another, ideal for those of you with managers who fly often.
3. Click Done.
Invite guests to events
Invite guests to events
To add one or more guests to an event, do the following:
1. Go to the event details page of your event.
2. In the Add: Guests section on the right side of the page, type your first guest’s email address.
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3. Continue adding your guests’ email addresses one by one
4. If desired, fill in the rest of the fields on the page.
5. Click Save.
Check availability of guests
When you want to invite guests to events, you have two options to see when each guest is available.
Option 1. Check availability in an event.
In the event details page, click the Find a time tab.
Then, add guests to view their availability.
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Option 2. Check availability through calendars.
You can also overlay other calendars on your calendar. Each calendar appears in a different color, so
you can tell exactly who is busy and when. To overlay calendars:
In the Other calendars list on the left of your calendar, type the addresses of the employees whose
calendars you would like to add. Once you add a calendar, you can click on it to toggle it on or off.
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Note: A long list of calendars in the Other calendars list can make your calendar slow to load. (See
Optimize Calendar load time below.)
Invite Google groups to events
If you or your Google Apps administrator has created Google groups (mailing lists) for your
organization, you can invite a group to a meeting. Simply enter the single address for the group as a
guest, instead of entering the individual addresses of all the members of the group.
After you’ve entered the group’s address, the Guests field will populate with the addresses of the
group members, as seen below. If you want to exclude any group members, you can click the “X” to
the right of their names.
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Note: If the group is updated (new members, deleted members, etc.) after the Google Calendar
invitation has been created, the invitation does not capture those changes.
Select options for your guests in the “Guests can” section
When you invite guests to events, the invite others and see guest list boxes are checked by default.
If you’d like your guests to be able to edit event details--such as adding rooms, adjusting the time, or
adding attachments--you can also check the modify event box.
Add Calendar resources (such as rooms) to events
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If your Google Apps administrator has created Calendar resources (such as rooms, projectors, or
other shared resources) for your domain, you can add resources to your events much the same way
you invite guests to your events.
1. Go to the event details page of your meeting.
2. Click Rooms, etc.
3. Do either of the following:
● Start typing any part of the room or other resource's name in the "Filter room" box. A
list of matching resources appears in the list.
For example, in the following screenshot, when you start typing ca, two rooms
populate: Acadia and Bryce Canyon.
● Browse the list to find the room or other resource you want to book. For example:
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4. Check if the resource is available during the time of your meeting
- Available
- Not available
5. To book an available resource, click Add (to the left of the resource name). If there aren’t
any available resources, try changing the time or day of your event. To easily find a time that
works for all guests and resources, click the Find a time tab.
6. After you’ve entered all event details, remember to click the Save button.
Schedule recurring events
Google Calendar makes it easy to schedule recurring (repeating) events. Here’s how:
1. Go to the event details page.
2. Check the box to the left of Repeat.
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3. In the Repeat pop-up, select an option from the Repeats drop-down.
4. Depending on your selection from the Repeats drop-down list, further define how the meeting
recurs, including specifying start and end dates (if applicable).
5. Finish creating your meeting as usual.
Notify guests about events
As you’ve probably already learned, when you save a newly created event, a pop-up automatically
asks you if you’d like to send invitations to guests. However, there might also be times when you want
to contact only a subset of guests, or you might want to contact all guests without making changes to
the event details. This section tells you how to email which guests you want to email when you want
to email them.
Send event invitations only to specific guests
If you want to avoid clogging guests’ Inboxes with invitations to events they already know about, you
can send event invitations only to those guests who aren’t already aware of the event. Here’s how:
1. Begin scheduling the event.
2. Add the people to whom you don't want to send notifications.
3. Click Save, and select Don’t send in the Send invitations? pop-up.
4. Open the meeting again, and add the people to whom you want to send notifications.
5. Don't make any other modifications to the meeting before you save it. If you change the time,
room, description, etc., Google Calendar will send the updated notification to all guests on
the meeting list. The only time Google Calendar sends an update to only new guests is if your
only change to a meeting is to add guests.
6. Click Save, and select Send in the Send invitations? pop-up to send invitations to new
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guest.
7. Only the newly added guests will receive the email notification.
Note: Individual users can set a preference to not receive notifications.
Email guests about event
Occasionally, you might want to email all or some guests after you’ve already created and saved an
event. For example, you might want to remind people who haven’t responded to an event to respond.
Or you might also want to email instructions to all guests who replied Yes. It’s easy to email guests
with Google Calendar.
1. Go to the event details page of the event.
2. In the Guests section, click Email guests.
3. In the pop-up, you can choose to email all guests or a subset of guests, such as those who
have replied Yes.
Note: You can uncheck both the Yes and No boxes, and you can also manually enter
additional emails into the address field.
4. After you’ve selected which guests you want to email, fill out the Message field.
5. Click Send.
Create event reminders only your manager can see
In previous calendar applications, you might have been used to adding event notes that only your
manager could see. However, in Google Calendar, if you are the meeting organizer, any note you
add in the event’s Description field appears in the event on every guest's calendar.
If you want to create meeting reminders that appear only on your manager’s calendar, you have a few
different options:
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● If someone else is the meeting organizer, you can add a note in the event’s Description
field on your manager’s calendar. This note will only appear on your manager’s calendar,
but depending on the privacy settings for your manager’s calendar, people who view your
manager’s calendar may be able to see the note. (To make the note private, select the
Private radio button in the Privacy section of the event details page.)
Important: If the meeting organizer updates the Description field in which you put the note,
your note will be overwritten.
● On your manager’s calendar, you can create a separate event at the same time as the original
event. In the new event’s Description field, you can add all of the essential information
your manager needs to know. You can even add attachments. (If any of this information is
sensitive, remember to select the Private radio button in the Privacy section.)
Alternatively, you can always email or chat event reminders to your manager with Gmail.
Edit event details after initial creation of event
There are many reasons why you may need to change event details after you’ve already created
an event--you may need to change the time or day, or you may even need to duplicate the event or
transfer ownership to another person.
Send updates to guests when you edit event details
If your event includes guests, and if you change the event by editing the event details page, the
Send update? pop-up will appear after you click Save. Click Send or Don’t send to update existing
guests.
Drag and drop event to change time or day
If you need to change just the event time and/or day (and leave all other event details the same), you
can simply left-click on the event and drag it to a new time slot. If your event includes guests, follow
the prompt to update them about the changes.
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Duplicate events
If you need to create an event with similar details to an existing event, you can save time by
duplicating the existing event and changing only the relevant details.
To duplicate an event, go to the event details page for the event that you want to duplicate, and then,
in the More Actions drop-down list, select Duplicate Event. The event details page for the new
event will appear.
Transfer ownership of an event
If someone else takes over responsibility for an event you created (such as a recurring meeting), you
can transfer the ownership of the event. This means that the new person “owns” the event and can
make changes to it.
To transfer ownership:
1. Open the event you want to transfer from the calendar of the original owner.
2. Select Change Owner from the More Actions drop-down menu (next to the Delete button).
3. Type the email address of the new owner in the New Owner field.
4. If desired, customize the email message.
5. Click Change Owner.
The new owner will receive a notification email, and he or she should click the included link to accept
ownership of the event.
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Note: Even though the new owner now controls the event, the original owner’s name will still appear
in the Created by field.
When guests edit event details on their own calendars
Unless you’ve allowed guests to modify events (see Select options for your guests in the “Guests
can” section above), only the person who created the event can make changes that appear on all
guests’ calendars. If guests change details about an event, their changes show up only on their
calendars.
Additionally, if the event creator modifies an event, the creator’s updates override any changes that
guests have made to their own calendars.
For example, if you create an event and invite John, and then John adds a new room, the room
change will show up only on John's calendar. If, however, you later change the time of the event, the
event will be moved to a different time on John's calendar, and the room change that John made will
no longer appear on his calendar.
Print calendars
1. Make sure only the calendars you want to print are highlighted in your list under My
Calendars. If not, simply click the calendars to select or deselect them.
2. At the top of the calendar view, select the time frame you want to print; for example, select
Day or Week.
3. Click Print. In the Calendar Print Preview window, you can select a font size, page
orientation, and other options.
4. Select the options you want, and then click Print.
Customize your Calendar view
Quickly view just one calendar
If you have several calendars open and want to quickly view just one of them, click the down arrow
next to the calendar you want to view, and select Display only this calendar.
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When you want to show additional calendars, click the names of the calendars to highlight them.
Show an additional time zone
If you work with colleagues or clients in multiple time zones, scheduling meetings can sometimes be
confusing. To make your job easier, on your calendar, you can display another time zone in addition
to your current time zone.
Here’s how:
1. Select Calendar settings from the Settings drop-down in the upper right corner of your
screen.
2. On the General tab, choose a country in the additional time zone from the Country drop-
down.
Alternatively, check the Display all time zones box to see all time zones in the Additional
time zone drop-down.
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3. Choose a time zone from the Additional time zone drop-down.
4. Type a name in the Label field.
5. Click Save. Your calendar will now display both time zones, as in the example below.
Note: See the Specify the event time zone section above for an easy way to schedule events in
another time zone.
Hide declined meetings
If your calendar is cluttered with meetings you have declined, you can change your settings to hide all
declined meetings. There is no way to hide individual declined meetings.
1. Select Calendar settings from the Settings drop-down in the upper right corner of your
screen.
2. On the General tab, under Show events you have declined, select No.
3. Click Save.
Turn off automatically adding invitations to your calendar
1. Select Calendar settings from the Settings drop-down in the upper right corner of your
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screen.
2. On the General tab, uinder Automatically add invitations to my calendar, select No, only
show invitations to which I have responded.
Note: If your manager has set up his or her calendar to show only invitations to which he or she has
responded, your manager might miss a scheduled event. For example, if you schedule a meeting for
your manager, but don't send an email invitation, your manager will never learn of the meeting unless
you specifically tell him or her about it.
Optimize Calendar load time
If your Calendar account consistently takes a long time to load, check to see how many calendars
you have in your Other calendars list. Having multiple calendars in your Other calendars list makes
overlaying those calendars very convenient. However, having too many calendars in this list can
increase the load time for your calendar.
To hide a calendar from your Other calendars list, click the down arrow to the right of the calendar
owner's name, and then select Hide this calendar from the list.
Create new calendars
There are many reasons you might want to create and share calendars. For example, you might want
to create:
● team calendars to keep track of meetings, trainings, birthdays, vacations, and more
● calendars for your manager's personal events (such as season tickets or fitness classes),
which you can overlay with your manager’s work calendar to make scheduling early/late
meetings or business trips easier
● calendars for rooms or resources that YOU control
Create a new calendar
1. Click Add under My calendars.
2. Enter a name for your calendar in the Calendar Name field.
3. If desired, enter the description, location, and time zone in the appropriate fields.
4. If you want to share your new calendar with the public or with everyone within your
organization, click the Share this calendar with others box, and then click either the public
or organization box.
5. If you want to share the calendar with a specific person, enter his or her email address in the
Person field and select the appropriate permission from the Permission Settings drop-down.
Repeat for each additional person you want to add.
6. Click Create Calendar.
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Create a calendar for a room or resource that you control
If you manage the schedule of any private rooms or resources that aren’t available through the
Where section of your Google calendar, you can create a resource calendar.
To create a resource calendar, follow the instructions above for creating any new calendar. Once
you’ve created the calendar, you’ll need to adjust the settings. Here’s how:
1. Click the drop-down arrow next to your new resource calendar, and select Calendar settings.
2. In the Auto-accept invitations section, click the radio button next to the option that’s right for
your calendar.
Here’s an explanation of the two applicable options:
● Auto-accept invitations that do not conflict: New events are declined if an event is
already scheduled at the same time.
● Automatically add all invitations to this calendar: All events appear, regardless of
conflicts.
3. Click Save.
There are two options for other people to schedule events on the resource calendar that you control:
Option 1. Allow other people to edit all events
If you want other people to be able to make changes directly to the resource calendar, you can share
the calendar with them in the same way your manager shared his or her calendar with you (Calendar
settings > Share this calendar).
Note: From the Permission Settings drop-down, you’ll need to select either Make changes to
events or Make changes AND manage sharing.
Option 2. Allow other people to only edit their own events
However, if you want people to only be able to edit their own events and not those created by others,
then there’s a different way for them to schedule events.
1. For this method, you’ll need to make sure that you’ve selected the Share this calendar with
others box under the Share this Calendar tab for your resource calendar.
2. Send the calendar’s email address to people who can schedule on the resource calendar. The
calendar’s email address is found on the Calendar Details page in the Calendar Address
section.
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3. When other people want to schedule the resource that you manage, they can add the
calendar’s email address in the Guests field of their event.
Save time with Calendar keyboard shortcuts
You can save time managing your manager's calendar (and your own) by using keyboard shortcuts.
To enable keyboard shortcuts, select Calendar settings from the Settings drop-down in the upper
right corner of your screen.
Once you’ve enabled keyboard shortcuts, you'll be able to perform common tasks without moving
your hands from the keyboard. For example, type “c” to create an event, “e” to see event details, “t”
to go to today’s date, “p” to go to the previous period, “n” to go to the next period, “s” to go to your
Calendar account settings, and much more.
While working in Google Calendar, type “Shift+?” at any time to display a complete list of keyboard
shortcuts (keyboard shortcuts must first be enabled).
Calendar Tips & Tricks
Use Tasks in Calendar
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Create to-do lists and keep yourself on track by using Tasks in Calendar. To get started, just click
Tasks under the My Calendars section.
Your Tasks list will display to the right of your calendar.
To close your Tasks list, click Tasks under the My Calendars section again.
Alternatively, to minimize your Tasks list, click the small arrow between the Calendar vertical scroll
bar and your Tasks list. (You can click it again when you want to expand/maximize your Tasks list.)
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You can create a new task in Calendar the same way you can in Gmail: just click the + sign in the
Tasks section. However, the task won't display on the Tasks calendar itself unless you modify it and
add a date.
To add a task directly to the Tasks calendar and list:
1. Determine the day on which the task should begin, and click in the area directly below the
date.
2. Click Task on the pop-up window.
3. Give the task a name and include any notes you wish to add.
4. Click Create task. The task will now appear both on the Tasks calendar and in the Tasks list.
To learn more about the Tasks gadget, visit the Google Calendar Help Center: http://
www.google.com/support/calendar/bin/answer.py?answer=146986
Add interesting calendars from Google Calendar
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Google has a number of useful and interesting calendars--such as international holidays and week
numbers--that you can add to your Other calendars section for easy viewing.
To add these (and other) calendars to your own account:
1. At the bottom of the Other calendars section, click Add, and then choose Browse
Interesting Calendars from the drop-down.
2. Choose which type of calendar you want to add, and click the corresponding tab: Holidays,
Sports, or More*.
3. Click Subscribe to add specific calendars to your Other calendars list.
*Note: Many admin-friendly calendars can be found on the More tab:
● Resources for [your domain]
● Week Numbers
● Contacts’ birthdays and events
Add calendars for favorite resources (conference rooms)
If there are certain conference rooms you frequently use, you can add their calendars to your list of
Other calendars for fast and convenient viewing.
To add these (and other) calendars to your own account:
1. At the bottom of the Other calendars section, click Add, and then choose Browse
Interesting Calendars from the drop-down.
2. Click the More tab, and then click Resources for [your domain].
3. To the right of the resource name, click the arrow (>).
4. Click Subscribe to add specific calendars to your Other calendars list.
Include “Add to my calendar” link in emails
If you want to notify a large group of people about an event but don’t want to clutter their calendars
with unwanted invitations, you can insert a special link into informational emails. If recipients are
interested in the event, they can then click the link to add the event to their own calendars. You
should use this method only if tracking attendance isn’t important.
To include an Add to my calendar link in emails:
1. In your Google Calendar account, create the calendar event as you normally would and save
it.
2. Open the event details page, and at the bottom of the Options section, click Publish event.
DN: GA-GCAA_100.0
3. You have two options for inserting the link into your informational email: Option 1 allows you to
insert a customizable text link, and Option 2 allows you to insert a Google Calendar button.
Option 1. Copy the URL to make a text link
Copy the unique URL that appears between the two quotation marks following the href
attribute. (Make sure not to copy the quotation marks themselves.) In the following example,
you would want to copy the highlighted text.
Option 2. Copy the Google Calendar icon to make an image link
Alternatively, highlight the Google Calendar button by left-clicking your mouse and dragging
your mouse across it. Then, type Ctrl+C to copy it.
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4. In your Gmail account, begin composing your informational email.
Option 1. Copy the URL to make a text link
If you’ve chosen Option 1, type the text you want to use for your link (such as Add this event
to my calendar), and click the Link symbol, as seen in the image
Then, Paste the calendar URL into the box below To what URL should this link go? and
click OK.
5. After you’ve created your text or image link, finish composing your email as usual.
Important: If you update your event after sending out the informational email, people who have
added the event to their own calendars won’t receive your update.
Calendar Labs
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If your Google Apps administrator has enabled the Calendar Labs options for your domain, you
can add key business functionality to your email and calendar with these experimental, pre-release
features.
To help you get started, we've put together a list of the labs we think you'll find useful (some are real
time savers!). It's important to remember, though, that a lab can become unstable, stop working, or
disappear at any time—they are experiments, after all!
Enable Labs
You can enable or disable a lab whenever you like. Here's how:
1. In Google Calendar, click Settings > Labs.
2. For each lab you want to use, click Enable. If you want to stop using a lab, click Disable.
3. Click Save Changes at the bottom on the page.
Tip: After you enable a lab, you can quickly access the Labs page again by clicking the green beaker
icon ( ) in the upper-right corner of your Calendar window.
Suggested Calendar Labs
Automatically declining events
Lets you block off times in your calendar when you are unavailable.
Invitations sent for any events during this period will be automatically
declined. After you enable this feature, you'll find a "Busy (decline
invitations)" option in the Show me as field.
Event attachments
Attach a Google document, spreadsheet or presentation to your
event, or upload a file from your computer. Important: guests do not
automatically have permission to view Google Docs attachments. You
must share each attached document. Learn more
Smart Rescheduler
Helps you reschedule an event by analyzing guests' schedules,
evaluating conflicts, obtaining conference rooms and proposing the
best meeting times. It's like magic.
DN: GA-GCAA_100.0
Tip: If you have a large number of guests, start with only the required
attendees. Then, once you find a date that works, you can add any
optional attendees.
Year view
Planning ahead and want to see the whole year at once? Adds a
Year View gadget to right of your calendar.
Note: If you close the Year View gadget by clicking the X, you disable
the lab and will have to re-enable it.
Who's my one-on-one with?
Having a hard time figuring out who scheduled that event
called "Lunch" on your calendar? This feature displays the attendee's
name right on the calendar if it's just you and one other person.
World clock
Keep track of the time around the world. Plus: When you click an
event, you'll see the start time in each time zone as well.
