Calendar


How to create an event


    1. Go to your Google Calendar by clicking "Calendar" in the black and white toolbar at the top of your Gmail screen.

    2. Double-click into the day in which you would like to create an event.

    3. Title your event by clicking into the box at the top of the screen that says "Untitled Event"

    4. Type where you want to have your event (unless you are scheduling a conference room--then scroll down this list to read directions for that)

    5. Type a brief description of your meeting in the description box.



How to invite people to my event


    1. On the right hand side of your screen, there is an empty box where you can add guests.

    2. Add email addresses of the people you would like to attend your meeting or event.

    3. In order to find a time that works for everyone on your list, click the tab that says "Find a time" next to "Event details" in the middle of your screen.

    4. This pulls open a calendar that shows your guest's calendars in different colors and a box with a dotted line border that shows your meeting so you can choose a time that is open for all.

    5. Keep in mind that some people may have their calendars set to private. There is an asterisk next to their name if this is the case. 

    6. You can check different days for your event if the day you have selected doesn't work for everyone by clicking the arrows above the calendar next to the date.

    7. When you have found a time that works, click the "Event Details" tab at the top of the calendar to go back to your event screen.

    8. If you are finished with your event details, click the red SAVE button at the top of the screen and then select to send email invites to your guests.



Reserve a room for an event or meeting


    1. You can reserve a room for your meeting by adding it like a guest. Navigate over to that area on the left hand side of your event screen and click on "Rooms, etc." next to Guests.

    2. Type Ath in the box to filter out all the rooms around the Athletic Campus.

    3. The rooms in the list will be the rooms that are available for the time you indicated.

    4. If you want a specific room and you don't see it listed, that means it is booked. You can click to show these rooms by unchecking "Show only available." and selecting the room you 
        want.

    5. Now, to find a time that your room is available, you will need to go back to the "Find a Time" tab next to Event details in the middle of the screen.

    6. If you find a time that works for the room and everyone on your list, click Event Details again and SAVE!



Check available times


    1. In order to find a time that works for everyone on your list, click the tab that says "Find a time" next to "Event details" in the middle of your screen.

    2. This pulls open a calendar that shows your guest's calendars in different colors and a box with a dotted line border that shows your meeting so you can choose a time that is open for all.

    3. Keep in mind that some people may have their calendars set to private. There is an asterisk next to their name if this is the case. 

    4. You can check different days for your event if the day you have selected doesn't work for everyone by clicking the arrows above the calendar next to the date.

    5. When you have found a time that works, click the "Event Details" tab at the top of the calendar to go back to your event screen.

    6. If you are finished with your event details, click the red SAVE button at the top of the screen and then select to send email invites to your guests.
    




How do I see a coworker's calendar on my own?

This is helpful when you need to see if someone is busy at certain times of the day-- such as people you work closely with, your supervisor, or your department calendar if you have one.

    1. On your calendar page, find the section titled "Other Calendars" on the left hand side.
    
    2. Type the email address of the person whose calendar you would like to see overlaid on yours. Click on their name when it populates in the box.

    3. Their calendar should now be laid over yours in a different color. To remove their calendar, simply click the color box next to their name in the "Other Calendars" section.

    4. If you want to see their calendar ever again, simply click the box next to their name.

You can add the Athletics Department calendar by searching for "Athletics- ath.umich.edu" in the box under Other Calendars.


How do I use my task list?

There is a Task List available to you within your Google Calendar to keep track of "To-Do List" items. 

    1. You can access this list by finding "Tasks" underneath "My Calendars" on the left hand side of your calendar page. 

    2. When you check the box next to it, a task list will appear on the right side of your calendar screen. 

    3 .You can add tasks to this by clicking the addition symbol below the list. 

    4. When you finish each task, you can check the box next to the item and it will appear crossed out.


To add an email message to a tasks list, open the message and then click More Actions > Add to Tasks. The subject of the message appears at the top of your tasks list, with a link to the message content.




How do I add an event to my department website?

To copy an existing event to the website calendar:


    1. Click on the event you would like to copy.

    2. Click “Edit Event”

    3. At the top of the menu to the right of the red SAVE button, there is a drop-down that says “More Actions”

    4. Click the drop down and select the line that says “Copy to YOUR DEPARTMENT CALENDAR NAME”

    5. Click Save.




To add people who can add events to your calendar:


    1. Find YOUR DEPARTMENT CALENDAR NAME calendar in your list of calendars.

    2. Wave your cursor over it and you should be able to see an arrow on the right side of the bar.

    3. Click that and select "Calendar Settings" from the drop down menu.

    4. In the window that opens, click “Share this Calendar” -- it is the second choice in the top toolbar.

    5. At the bottom of this page under “Share with specific people,” you will see a list of names and emails that are already on this calendar. To add, simply click into the box where it says
        “Enter email address” and then select “make changes to events” next to their name after you click add.

    6. Click Save at the bottom.

    7. They will be sent an email that tells them a calendar has been shared with them and then they will be able to add events using the directions above as well.