Google Calendar, found in Workspace, has made the daily operations of many organizations worldwide easier with its simplicity, convenience, and integration options.
The main purpose of the previous Gsuit (now Workspace) feature is to help users efficiently organize and manage their time across various platforms.
The registration process is straightforward, and Google Calendar offers a variety of features that can be customized for each user. Hostbits has put together some of these features for you!
Getting started with Google Calendar
Google Calendar sign-up is easier than many people believe.
The user simply needs to log in to the platform using their Gmail address and then click on the Google Calendar icon located on the right side.
A new tab will appear, allowing you to access all the tool’s features. Just follow these steps to create an event or set a reminder for an activity.
- Click on the date that matches in the calendar.
- Click on the preferred time to set a reminder at a later point.
- Specify the category of activity (Task, Reminder, or Event).
- Add a heading and complete the remaining details of your task.
- Members can be invited via their email address, and they will receive a notification in their inbox.
This uncomplicated organizational approach is highly effective for any business looking to adhere to its timeline and objectives promptly. Moreover, it promotes quick and smooth sharing.
Scheduling meetings effortlessly using Google Calendar
It can be challenging to schedule a meeting with an excellent team, right?
Often, the client participates in these meetings and may not adhere to the company’s schedule.
Google Calendar has developed two helpful tools, “Hour suggested” and “Find a Time,” to assist users in finding available time slots that match their schedules and those of others.
Utilizing the “Recommended Hourly” tool:
- Organize a gathering with all individuals participating in the search.
- Click on the “Subjected Time” link located beneath the guest’s name.
- A new window will pop up displaying a report of all the available time slots with no overlaps.
Using the “Find a schedule” tool.
- Organize a gathering with all individuals participating in the search.
- Go to the following event guide “Event details” and continue until you reach “Find a Time”.
- All participants’ schedules will be displayed together for the proposed event day.
- Click on the chosen time slot, then hit the “save” button to finish the task.
Concealing the specifics of your event
In certain corporate scenarios, it is typical for a meeting or event that you arrange to be sensitive in nature, requiring the information to be kept confidential from other attendees for security reasons.
Google Calendar provides a form of privacy where confidential meetings are created by marking the event as private.
Only you and others authorized by you can view general information such as title, guests, attachments, etc. All others will only see the event marked as Occupied.
Using camouflage effectively:
- Click on the event in your schedule that you wish to make private.
- Click on the pencil-shaped editing icon.
- Go to the folder icon above the event description in the new window.
- Define the first field as “occupied” and then select “private” in the second field.
- Finally, click on the Save button to conceal your event.
Emailing all event attendees collectively
People often waste a significant amount of time attempting to send a single email to a group, as they have to check each contact individually and might forget someone, leading to the need for additional revisions later on.
The user can easily and accurately send a message to all event members using this Google Calendar feature.
Using group email effectively:
- Organize a gathering with all the attendees you wish to invite to the meeting.
- Select the event block on your calendar and then click the envelope icon.
- An email window will appear, allowing you to compose your message as usual and then send it.
- All participants of that occasion will receive at the same time.
Adding files to a meeting
During meetings, it is crucial to have supporting materials to visually represent the discussion, although these materials are often shared from a different source than the host.
Google Calendar includes a feature that allows guests to access attachments directly from their schedule without having to open their email inboxes.
Using the attachment adder:
- Click on the event block in the calendar.
- Choose the editing icon shaped like a pencil to open a new window.
- Click on the paper clip icon located above the event description.
- Select the icon and choose the file you wish to send from your Google Drive to the event.
Organizing groups of promises
Do you struggle with scheduling meetings with clients and other parties? It can be confusing to figure out the logistics of when and how to do this.
Google Calendar can also assist with that.
Have you considered organizing all your schedules for meetings or appointments in a shared link, allowing interested parties to access it and choose their preferred meeting time?
It is possible to easily set up these commitment blocks next to your calendar.
Using the commitment blocks:
- Create a new event by accessing your calendar.
- Click on “available hours” at the top of the screen during the event.
- Set up the timeframe for your upcoming appointments using the available time slots.
- Adjust the length of time for each item in the “slots with duration” setting.
- You can access additional similar settings by clicking on “more options” if desired.
- Click on the “appointment page calendar” to obtain the link for sharing with upcoming guests.
Google Calendar can revolutionize how you manage appointments and schedules, enhancing your professional image and efficiency when leading a team or coordinating with clients independently.
Did you enjoy the article? Why not explore the features that Google has to offer you? We are certified Google Workspace resellers at Hostbits, ready to address all your queries and help you enhance productivity through digital tools.
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