15 Best Google Calendar Tips for Organization and Productivity

15 Best Google Calendar Tips for Organization and Productivity

15 Best Google Calendar Tips for Organization and Productivity

  • Google Calendar is a deceptively rich, customizable service, packed with options and preferences.
  • You can enable world clocks to make it easier to set up meetings in different time zones or shorten meetings by default.
  • Here are 15 of the most useful Google Calendar tips and tricks for getting the most out of the platform.

Google Calendar may be one of the most widely used productivity tools for both business and personal productivity, but chances are you’re just surfacing to get the most out of it. Armed with these helpful Google Calendar desktop platform tips, you can do more, work faster, and be more productive with Google’s scheduling service.

Create multiple calendars

If you do everything with Google Calendar — your personal and work appointments, family commitments, and the local hockey league practice schedule — then you may want to organize yourself with multiple calendars. You can overlay more than one calendar for a holistic view of your day, or disable some calendars to reduce noise and focus on what’s important.

To create a new calendar, click on the Plus In addition Other calendars in the left pane of Google Calendar. Click Create new calendargive it a name and then click Create calendar

Create a new calendar in Google Calendar.

You can create multiple calendars for different types of meetings and events.

Dave Johnson


Use Google Calendar’s keyboard shortcuts

You’d be forgiven for not realizing that Google Calendar has its own set of keyboard shortcuts. Still, you should know them because they are so handy. To enable them, click the Settings icon (shaped like a gear wheel), then click Settings† Click Keyboard Shortcuts in the navigation pane on the left and then in the Keyboard Shortcuts section, enable the feature by clicking the checkbox.

Once enabled, you can use shortcuts to change the view, search, change days, create meetings, print, and much more. Press . to see the whole set of shortcuts when in Google Calendar.

Shorten every meeting

Many companies have smart meeting policies in place – instead of lasting a full 60 minutes, meetings are scheduled for 50 minutes, which gives attendees time to take notes, answer emails, and be on time at their next event. You can create shorter meetings in Google Calendar. Click on the Settings icon (shaped like a gear wheel), then click Settings† On the Language and Region page, in the Event Settings section, check Quick Meetings† This shortens meetings of 30 and 45 minutes by 5 minutes and all meetings of 60 minutes or longer by 10 minutes.

Quick meeting setting in Google Calendar.

Quick meeting settings shorten the default general meeting duration.

Dave Johnson


Find a meeting time

If you schedule a meeting with other Google users, it’s easy to find a good time for the meeting without a lot of back and forth email exchange. Add all invitees to the meeting Guest list and then click Find a time at the top of the meeting details. You see everyone’s agendas side by side and you can find an opening that suits everyone.

Customize your notifications

If you’re annoyed by your meeting notifications because they always happen 10 minutes before the event — and that’s just not the right time for your needs — you just haven’t adjusted them yet. Click on the Settings icon (shaped like a gear wheel), then click Settings† In the navigation pane on the left, go to the My calendar settings section and click on a calendar. Now you can go to the Event Notification section of the page and choose how early you want a notification – and even set more than one if you need to. You can also customize when you get notifications for all-day events, as well as in the All Day Event Notifications section.

Give ownership of a meeting to someone else

If you’ve created a meeting, but discover that you can’t attend and need someone else in charge, you don’t need to cancel the meeting or have a replacement recreate it. You can give away the ownership of the meeting. Click on the meeting in the agenda for this. When the preview appears, click the menu with three dots and then choose from the drop-down list Change owner† Fill in the details and click Change owner

Change the owner in Google Calendar.

You can transfer ownership of meetings in Google Calendar if you want to delegate the meeting to someone else.

Dave Johnson


Turn on the world clock

If you want to send messages or schedule meetings with people in different time zones, having their local time at your fingertips can be helpful. Google Calendar can display any time zones you care about in the left pane, below the monthly calendar. To enable it, click the Settings icon (shaped like a gear wheel), then click Settings† On the Language and Region page find the world clock section. To turn on world clock by clicking the checkbox. Then click Add time zone and select the time zone you need. Repeat for all zones you want to add to the calendar.

See your calendar at a glance without opening Google Calendar

You don’t need to open the Google Calendar webpage to see your daily itinerary. Install the Google Calendar Button Chrome extension and you can see your upcoming meetings as a drop-down menu from the Chrome toolbar without leaving the web page you’re currently using.

Drag the mouse to create a multi-day event

There is an easy way to make an event last two or more days. Place the mouse at the top of the calendar, between the date and the first time slot. Click and drag the mouse from the first day of the event to the last. An event popup will appear for the length of your event — just fill in the details and click Save

Multi-day event in Google Calendar.

You can click and drag to create a multi-day meeting in Google Calendar.

Dave Johnson


Add attachments to a meeting invitation

Write these down to “hide in plain sight” because few people seem to realize that you can add documents and other attachments to a meeting invitation, eliminating the need to follow up. to send email. When you create the meeting in Google Calendar, click Add description or attachments and then use the Add attachments button (to the right of the paper clip).

If you’ve already created the invitation, click the meeting in the calendar to preview it, then click Edit event (the Pencil at the top of the example). Then add the attachment in the event details.

Create a custom calendar view

Do you want a calendar that only shows the work week and omits the weekend? Or how about a rolling overview of four weeks? Google Calendar gives you a lot of control over what you see. Click on the Settings icon (shaped like a gear wheel), then click Settings† In the navigation pane on the left, choose: View optionsand then adjust these settings as desired. For example, click on the Set custom view menu and choose how many days you want to see on the page at once.

Make your meeting private

If you need discretion before a meeting — maybe it’s a sensitive meeting with HR, or you don’t want to reveal you’re on your way to the doctor — you can set the meeting visibility to private. All anyone viewing your calendar will know is that your time is blocked. To do this, open your meeting and above the meeting description, click the menu currently set to Default visibility† To elect Private and then click Save

Change the default visibility of a Google Calendar meeting.

You can set meetings to private so that only the time in the calendar is blocked.

Dave Johnson


Email all your meeting participants

Want to reach everyone invited to a particular meeting? As long as you have created the meeting, you can do it with a single click. Click on the meeting in the calendar and the meeting preview should appear. To the right of the Guests section, you should see two icons. You can copy guest emails or click on Email guests to open a new email message with their addresses already filled in.

Receive a daily email with your scheduled meetings

If you’re the kind of person who likes to have a morning summary of your meetings and tasks, Google Calendar can help by sending you a summary of your meeting agenda each day. To enable this, click the Settings icon (shaped like a gear wheel), then click Settings† In the navigation pane on the left, go to the My calendar settings and click on the calendar for which you want the daily summary. Click Other notifications† In the Other notifications summary, find Daily agenda and change No until E-mail

Other notifications in Google Calendar settings.

Turn on the daily calendar to get an email summary of that day’s meetings.

Dave Johnson


Enter the location in your meeting invitation

Don’t forget that Google Calendar allows you to enter the exact address in your meeting invitation – and it integrates with Google Maps so you can access the directions on any device you view the invitation with. Simply enter the address in the Add location field, which can be found directly above the notification buttons.