Advanced Calendar

1. Advanced Calendar Apps Google Apps

2. Learning Objectives By the time you’ve finished this module, you should be able to: • Use and understand advanced Calendar tools • Share your Calendar with others • Create and update event invitations • Schedule with resources • Use Calendar on your mobile phone

3. How this training module is organized

4. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

5. Advanced Calendar overview Invite other users to events Coordinate schedules Schedule rooms and other resources

6. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

7. Sharing your Calendar “ I have my day planned out. How do I share my Calendar details with my co-workers and others?”

8. Sharing your Calendar Getinfo:Changing Calendar settings • General calendar settings affect all calendars and views – choose the Settings link at the top of the page • Individual calendar settings affect specific calendars and their events – choose the arrow next to the calendar and select Calendar Settings

9. Sharing your Calendar 1 2 3

10. Sharing your Calendar Calendar Demonstration

11. Sharing your Calendar Try this:Set your calendar to share • Go to Calendar settings for your calendar • Change your Share with everyonesettings to show free/busy information • Use Share with specific peopleto allow your co-worker to see what you’re up to • Adjust your sharing settings to your preference

12. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

13. Working with invitations “ I know I can invite people to Calendar events when I write them an email. Is it just as easy to invite people when I schedule events on my Calendar?”

14. Working with invitations 1 2 3

15. Working with invitations 6 4 5

16. Working with invitations Get info:Event invitations are also sent to Mail • Mail invitations show events in relation to other calendar events on your agenda • Mail invitations can be added directly to other calendar programs with the attached invite.ics file • If meeting details change, guests will receive an email notifying them of the update

17. Working with invitations CalendarDemonstration

18. Working with invitations Trythis:Create a Calendar invitation • Use Create eventto set up a meeting for Friday at 10:00am • Choose Add gueststo invite yourself and a co-worker to the meeting (enter both email addresses) • On your calendar, select the Friday meeting and indicate whether or not you are planning to attend next to Going?

19. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

20. Scheduling resources “ Can I check everyone else’s schedule to see when they’re free without opening their calendar?”

21. Scheduling resources 1 4 2 3

22. Scheduling resources CalendarDemonstration

23. Scheduling resources Try this:Schedule a meeting with your co-worker • Create a new meeting and use Check guest and resource availabilityto add your co-worker’s schedule • If you have rooms available to your organization, select a room from the list using the Room finder • Select an open time and schedule the event

24. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

25. Importing and exporting “ I have all of my current appointments in another program. How do I transfer them over to Calendar?”

26. Importing and exporting 2 3 4 1

27. Importing and exporting 5 7 6

28. Importing and exporting CalendarDemonstration

29. Importing and exporting Try this:Export your calendar • Navigate through the steps to Import calendar • Open Calendar Details for your calendar and select the iCal button under Private Address • Choose the link to save your calendar to your computer desktop

30. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

31. Using Calendar on your mobile phone “ I’m on the road all the time. How can I view my schedule on the go with Calendar?”

32. Using Calendar on your mobile phone 1 2 3

33. Using Calendar on your mobile phone 4 5 6

34. Using Calendar on your mobile phone Get info:GVENT (48368) – SMS messaging Use Quick Add to create new events from your mobile phone Send “next” to receive details about the next scheduled event Send “day” to receive the day’s scheduled events Send “nday” to receive the schedule for the next day Note: this service is free, but carrier charges may apply for text messages 34

35. Using Calendar on your mobile phone CalendarDemonstration

36. Using Calendar on your mobile phone Try this:Configure your mobile device • If you would like receive notifications on your phone, fill in the information in Mobile Setupfor your Calendar general settings • If your mobile device is web-enabled, open your mobile browser and navigate to calendar.google.com/a/your-domain.com/mand log into your calendar

37. Agenda Advanced Calendar overview Sharing your Calendar Working with invitations Scheduling resources Importing and exporting Using Calendar on your mobile phone Quiz

38. Quiz To see how much you’ve learned today, discuss each of the following: • How would you create an event and invite three other people to join you? • How would you access your calendar on a mobile device? • Which advanced Calendar tool that you have learned about today will be most useful to you?