Google Workspace Training / User / Calendar

Create events

Create a new event

1. In Calendar, choose an option:
   • Click an empty time slot in the calendar grid.
   • Click Create.
2. Add an event title, date, and time.
3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar.

Add guests to an event

1. In the Add guests field, enter the first few letters of a person’s name or email address. Matching addresses in your organization’s directory appear as you enter text.

2. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address. After you add a guest to your event:

   • A video meeting in Google Meet is automatically added to the event.
   • The guest’s calendar appears next to yours.

3. (Optional) You can add a Google Groups mailing list address to invite a large group of people at once.

   For more information about inviting a large group, see managing large events in Calendar.

4. (Optional) To mark a guest’s attendance as optional, point to the guest’s name and click People .

5. (Optional) To allow guests to modify the event, invite others, or see the guest list, click Guest permissions and check the appropriate boxes.

Tip: If you’re not the organizer of the meeting but you have permission to edit the event, you can follow these steps to invite people to a meeting.

Find a time that suits all guests

Get suggested meeting times:

1. Click Suggested times.
2. Select a suggested time. The meeting is automatically updated.
3. Click Save.

Find a time:

1. Click Find A Time. You’ll see the local time for guests in other time zones just below their name.
2. Scroll across the time slots or click the arrows at the top to view different days and available times.
3. Click a time slot and click Save. The time will be updated in the meeting details.

Add a room to an event

1. Click the Add rooms, location, or conferencing field.

   Note: If you don’t see this option, contact your administrator.

2. Click Add rooms.

   Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear.

3. (Optional) If you need to adjust the criteria for your meeting room, you can click:

   • People to specify the required room size.
   • Video to specify the need for video-conferencing equipment.
   • Phone to specify the need for audio conferencing

4. Point to the room that meets your criteria and check the box to select the room.

5. If you don’t see a suitable room:

   • In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
   • Point to a room to see details, such as room capacity, location, equipment and features.
   • When you find the room you need, point to it and check the box to select it.

Add files to an event

1. Click the Add description or attachments field.
2. Click My Drive or Upload and select your file.
3. Click Select or Upload. Your file will be attached to the event.

Note: If your administrator doesn’t allow sharing Google Drive files outside of your organization, you can send Gmail attachments to external guests instead.

Add a video-meeting link to an event

When you add a guest to an event:

• A video meeting in Google Meet is automatically added to the event.

• A dial-in phone number and PIN are also added.

  You can use this feature only if your organization supports it. For help, contact your administrator.

• You can install a third-party conferencing add-on and choose it in Calendar by clicking Add conferencing. You can also add a live stream.