how to set it up and use it so scheduling meetings is easier and doesn’t drive you crazy

There are people who he does not know how to live without the calendar. In fact, it is their native form of organize life, both personal and work.

Google Calendar It is one of the most used tools and it has many options so that, especially at a professional level, we can get the most out of it.

Here are some tips and tricks.

Decide on a meeting time

One of the hardest things about hosting a meeting is find the free gap in which the majority of the participants coincide. When planning that time, we can “Find a gap” when creating the event in the calendar. After selecting this option, the system will show you the schedules of each participant on a given day, as long as they also use Google Calendar.

Another option is to choose “Suggest a time” for each participant. This feature asks the system to automatically generate a list of meeting time options, so you can select the one that you think works best.

Add video conference link

When creating an event, Google allows us to indicate where the meeting will take place. It can be a physical address but we can also include a link to a video conference via Google Meet.

The video link is very easy to configure, since it is created by the system itself when an event is created in the calendar and included in the invitation.

Keyboard shortcuts

Google Calendar can also be used with keyboard shortcuts, without the need to touch the mouse. Of course, we must enable them in Settings.

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Although Google has published what they are all keyboard shortcuts, here we select some of the most useful:

  • Update your calendar R
  • Go to today t
  • Go to a certain date g
  • Day view 1 od
  • Create an event c
  • View the details of an event and
  • Delete a Backspace or Delete event

Send emails to a group

There are times that occur changes or updates in meetingss. In order to notify everyone who is included in an event, you do not have to remember all their names or email addresses, but we can send an email through the event itself.

For that, we have to click on the calendar event, then on the envelope icon to send an email to the guests and compose the message.


Transfer ownership of the event

We can create a meeting, leave the meeting and designate someone else as the host.

To do this, we must go to the option to edit the event, “More actions” and at the bottom of the list you will see “Change owner”. This is where we will have to write the name or email address.

Manage notifications

Every event is different. In the same way that it may not be useful for us to notify us of a weekly meeting 48 hours before, it will not be useful for us to notify us only 10 minutes before our train leaves.

We can customize notifications for each event from the calendar by clicking the Settings icon. We can add the notification alerts we want and decide if we want them to appear on our device or send us an email.

We may also ask to be notified if there are changes to the planned event.

Solen Feyissa Taogbz S Qw Unsplash

Share schedule

In work teams, it can be very useful to share the calendar to know how is our agenda and share the gaps.

In the Settings section, we can go to “Share with certain people”. There you can invite people to take a look at your calendar and give them privileges such as the ability to change dates or just take a look at the most basic parts of your schedule.

Mark working hours

Although we can decline the invitations to appointments that come to us, there are times when it is easier to establish what our work hours are, so that other colleagues can know if our presence is possible or not in said meetings.

View time zones

When working with distributed and international teams, it is important to take time zones into account, both when scheduling meetings and accepting or declining them.

Again in Settings we can go to “Time zone” and enable the option to show both the time zone and the world clock in the web version of Google Calendar.

Source: Xataka by

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