(Application) Google Calendar

What is Google Calendar?

Google Calendar is a time-management web application that allows you to view and organize your schedule across multiple devices, share your calendar with others, and much more.

Anyone with an ONID account, here at Oregon State University, can access Google Calendar.

How do I Access it?

You will be able to access Google Calendar by going to the Google Apps for OSU Login portal.  If you are already logged into Google Apps for OSU but are using a different app, you can click Calendar at the top of any Google page. 

What helpdocs exist for it?

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Google Calendar) Accessing From an Android

Accesing from Android

Google calendar can also be accessed through an Android device. This feature allows you to take Google Calendar on the go that way you can always keep in touch with your calendar, even when you are not at your desktop! 

Follow the instructions to sync Google Calendar using the default calendar offered by Android phones:

  1. From any Calendar screen, touch Menu > Calendars to display.
  2. To select calendars to be synched to your phone, touch Calendars to sync at the bottom of the screen.  Here you can view all calendars that are available for syncing and display, grouped by each of your accounts. 
  3. When you’re done, touch OK.

 

 

 

(Google Calendar) Accessing From an iPhone

Accessing From an iPhone

Google calendar can also be accessed through an iOSx device. This feature allows you to take Google Calendar on the go that way you can always keep in touch with your calendar, even when you are not at your desktop!

Follow the instructions to sync Google Calendar using the default calendar offered by iOSx phones:

To start:

  1. Open the Settings application on your device's home screen
  2. Open Mail, Contacts, Calendars
  3. Select Add Account
  4. Select Gmail
  5. Enter your account information:
  • In the Name field, enter your name as you'd like it to appear to others
  • In the Email field, enter your full Google account or Google Apps email address
  • In the Password field, enter your Google Account or Google Apps password
  • In the Description field, enter a description of the calendar (e.g. "Personal Calendar")
  • Select Next at the top of your screen
  • Make sure the Calendars option is turned on.

After you've completed setup, open the Calendar app on your device. It will being syncing automatically.

(Google Calendar) Adding an event

Adding an Event

Creating a Calendar event is a fundamental part of using Google Calendar. Without creating calendar events, why both using Google Calendar?

 

  • Click on Create in the left column of your calendar.
  • This will bring you to a page where you can enter as much information as you would like about your event.
  • ON this page, you can also add guests, change a reminder setting, and publish your event to other users.
  • Once you’ve entered the appropriate information and selected the desired settings, make sure to click Save.

(Google Calendar) Changing Permissions

Changing Permissions

When you invite people to your calendar, you may to change whether certain users can create, edit, or view items created in it.

You can grant several different levels of permissions to view and change the calendar you just shared. Follow the steps below to do so.

  1. Click the down-arrow to the right of a calendar and choose Share This Calendar.
  2. Under the Share with specific people section, go to the email address of the individual you want to change their permission settings.
  3. To the right of their email address, under the Permission Settings section choose the drop down tab
  4. From there you can allow them to: “See all event details (Default)”, “Make changes to events”, “Make changes and manage sharing”, and finally “See only free/busy (hide details)”
  5. Then click Save.
  6. Anyone that you shared the calendar with will get an automated email informing them of the permissions change. 

(Google Calendar) Creating Appointments

Creating Appointments

In some cases, it is easiest to create a period of time in your calendar to meet with an unknown number of people (such as advising appointments) then have people sign up for portions of that time.

To create appointments in which others may sign-up for time spots:

  1. Log into your Google Calendar
  2. Click whichever day and time you wish to make the appointment (you can change this later)
  3. Choose “Appointment Slots” on the pop-up that appears from the two tab options (“Event” and “Appointment Slots”)
  4. Click “Edit Details” and select the calendar you wish to add this appointment to
  5. Add a title, you may also change the time block in here to accurately reflect the appointment length
  6. If this is an appointment you wish to have more than once (Weekly office hours for example) you may check the box next to “Repeat”. From there you’re able to choose how often the event will occur
  7. Click "Save" after reviewing all your settings to post your appointment

(Google Calendar) Customizing Reminders

Customizing Reminders

Google Calendar offers different options for receiving event reminders. You can choose to receive your event reminders via SMS messages, emails or popups within Google Calendar itself.
Here is how you can customize your reminder settings:

  • In the calendar list on the left, click the down-arrow button next to the appropriate calendar, and then select Reminders and Notifications.
  • In the Event reminders section, select the reminder method from the drop-down menu and enter the corresponding reminder time (Between five minutes and four weeks).  If you’d like to add additional default reminders, simply click Add a reminder. 
  • You can also choose to be notified of specific activities on the calendar by selecting the appropriate options in the Choose how you would like to be notified section.
  • Click Save

(Google Calendar) Exporting into Outlook

Exporting Calendar into Outlook

If you use an Microsoft Outlook to keep track of your online calendars, and would like to have your Google Calendar sync with it, listed below is a step-by-step guide on how to set it up.

  1. Go to oregonstate.edu/google and click on Google Calendar
  2. Log in with your ONID account
  3. Once logged in, expand My Calendars on the left hand side of the screen
  4. Hovering over the calendar labeled with your name, there should be a box with a triangle in it. Click the triangle.
  5. When options appear from clicking the triangle, click Calendar Settings
  6. Once on the settings page, scroll down to Private Address:
  7. In Private Address, there should be an icon labeled ICAL
  8. Once you click ICAL a web address for your calendar will show up. Copy this address.
  9. Open up your Microsoft Outlook application
  10. Click on Calendar in the lower left corner of the window
  11. Once your calendar is open, look for the Home tab up toward the top and make sure it's selected.
  12. After you've verified that the Home tab is open in your Outlook Calendar, select Open Calendar
  13. Selecting Open Calendar will provide a drop down menu of several more options, click From Internet...
  14. Paste the ICAL web address you copied earlier into the popup and press OK.
  15. A new window will popup will show asking Add this internet calendar to Outlook and subscribe to updates? Click yes.
  16. Once you have approved the calendar by clicking yes, it will ask for some credentials. Please put in your ONID credentials and press Accept(?)

(Google Calendar) Exporting/Importing Exchange Calendar

Exporting/Importing Exchange? Calendar

If you have an Microsoft Outlook Exchange account and would like that associated calendar to be in sync with your Google calendar, please read the following step-by-step guide.

To sync all events:

Before you begin:

If you are on Windows PC: Open up your Microsoft Outlook program

If you are on a Mac OS X PC: Go to https://exmail.oregonstate.edu/owa

  1. Click on Calendar in the lower left corner
  2. You should see all your calendars in front of you. On the left side of the window, you should see the list of calendars and their names. Under My Calendars, right click the one you wish to add to your Google account.
  3. After right clicking your chosen calendar, right click, go Share > Publish This Calendar (Publish This Calendar to the Internet)
  4. A new window will pop up. Select the options for which best suit you. 
  5. When complete, press Start Publishing in the lower right corner.
  6. A couple of urls will show up for you to copy. Find the one that ends in .ics and copy that whole url.
  7. Go to Google Calendar
  8. When logged in to view your calendar, go find Other Calendars on the left side of the window
  9. After finding Other Calendars, there should be a box with a triangle in it to the right of the text. Click that box and find "Add by URL".
  10. A popup will show up. In this popup, you want insert the .ics URL from your Outlook here.
  11. Press Add Calendar below.

If you would like to stop publishing your calendar and no longer receive updates to your Google Calendar you can follow these directions:

http://oregonstate.edu/helpdocs/e-mail/exchange-outlook-oregonstateedu/publishing-exchange-calendars

Export a range of events:

In your Outlook calendars,

  1. Select a calendar to make it the active calendar in the view.
  2. On the File menu, click Save As.
  3. Type a name for the iCal file in the File name text box. This name should be something you can remember easily.
  4. A summary of the calendar and its dates will be next to More Options. If all the fields are set to what you desire continue to G, otherwise go on to D.

  5. Click More Options.
  6. From the Date Range list, choose the amount of calendar data to include in the iCal file, or click Specify dates to enter a custom date range.
  7. From the Detail list, choose the amount of detail to show the recipients. By default, the Availability only option is selected. None of the options include your items marked private unless you change the privacy option in Advanced.
  8. Click OK and then click Save.
  9. Log onto your Google Calendar account.
  10. Click Settings at the top of the page.
  11. Under Calendar Settings, click Import Calendar.
  12. Under Step 1: Select File click Browse, select the Google Calendar where you want to import your Outlook calendar.
  13. Under Step 2: Choose Calendar select the Google Calendar where you want to import your Outlook calendar.
  14. Under Step 3: Complete Import, click Import.

(Google Calendar) Importing Class Schedules

Importing Class Schedules

You can import your class schedule into Google calendar by downloading the .ics file from MyOSU!

To download the ics file:

  1. Go to myosu.oregonstate.edu
  2. Sign in with your ONID account
  3. On the main page, in the bottom left corner, find the "Online Services" module
  4. Click on the Banner Self-Service folder
  5. Click on the Registration folder
  6. Click on the Download vCalendar/iCalendar Schedule File link
     

Now that you have the ics file, it is time to import it into Google Calendar

To import the ics into Google Calendar:

  1. Go to oregonstate.edu/google
  2. Click on Google Calendar
  3. Sign in with your ONID account
  4. Click on the drop down arrow next to "Other Calendars"
  5. Click on "Import calendar"
     
  6. Click "Choose File"
  7. Select the ics file you downloaded earlier

Your Google Calendar should then import all of the courses day, time, and location into your calendar. From there, you can import your calendar into your phone so that you get daily reminders to go to class! 

(Google Calendar) Notification Settings

Customizing Notification Settings

Google Calendar allows you several different options for event reminders. Here’s how to customize your notifications settings:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then choose Reminders and notifications.
  2. In the Event reminder section, select the reminder method (Pop-up, email,) from the drop-down menu and enter the corresponding reminder time. If you’d like to add additional default reminders, simply click Add a reminder.
  3. You can also choose to be notified of specific activates on the calendar by selecting the appropriate option in the Choose how you would like to be notified section.
  4. If you’d like to receive notifications by text message, look at the bottom of that page a choose Set up your mobile phone to receive notifications.
  5. Click Save.

Here is an example of what a Pop-Up from Google Calendar looks like:
 
Here is an example of what a email notification from Google Calendar looks like: 


(Google Calendar) Sharing a Calendar

Sharing a Calendar

With Google Calendar you can control who can see your calendars and events. When you make your calendar public, the events on that calendar are public as well meaning that people can search for it and find it in a variety of ways, including via Google Web search. 

To share your Google Calendar follow these steps:

  • In the calendar list on the left, click on the down-arrow button next to the appropriate calendar, then select Share this calendar.
  • Select, Make this calendar public.
  • Unless you only what to share with specific people, then add them to "Specific People"
  • If you don’t want others to view the details of your events, select see only free/busy (hide details).
  • Click Save.

If the user does not have Google Calendar, what you can do from here is:

  • Click on the Calendar Details tab
  • Scroll down to Calendar Address
  • Click on HTML
  • Send this URL to the user via a chat message or email

More information can be found at the following link, https://support.google.com/calendar/answer/37083?rd=1

(Google Calendar) Updating You Calendar via SMS

Updating You Calendar via SMS

Out of the office and need to update your calendar? Google Calendar allows for text message updating of your calendar.

  • If you want to add an event send a text message to “GVENT” (48368) with the information about the event such as “1pm meeting in Valley Library” and it will be placed in your Google Calendar and you’ll receive a text message confirming its addition.
  • If you’d like to see what events you have going on today send the word “day” to “GVENT” (48368). You’ll receive a text message response containing all of your scheduled events for today.
  • Text “next” to “GVENT” for your next scheduled event, or “nday” for all your events scheduled for tomorrow.