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The Ultimate Guide to Google Calendar

When Google Calendar released its beta edition in April 2006, nobody realized quite how well it would catch on. Today, more than 500 million people have installed Google Calendar on their devices, and the application is available in more than 40 languages. 

There is no denying the power behind Google Calendar. Businesses use it to coordinate bill payments, create work schedules, or handle event invites. Busy parents use it to keep track of extracurricular activities, set reminders for doctor’s appointments, and remember when it’s time to pay the babysitter. With events, reminders, tasks, and the ability to share information, it’s easy to see why so many people love it.

That doesn’t mean the people who use Google Calendar are doing so to the best of their abilities, though. That’s why we created this comprehensive guide. Use it to help you learn the basics, such as creating and deleting calendars, as well as plenty of more detailed features. We’ll teach you how to create multiple to-do lists, send event invites, and sync your calendar with a variety of other calendar applications. We’ll even show you how we can help you create an even better system of organization. You’ll be a pro at keeping your life organized and on the go in no time.

How to Power Up Google Calendar With Woven

Woven is a smart, collaborative scheduling tool, but it’s so much more than that.  Woven integrates with your Google Calendar and then brings innovation and power to your scheduling experience, so you can schedule faster, smarter and  without all the back-and-forth of trying to coordinate via email.

Woven’s desktop, website or mobile app let  you schedule anytime, anywhere. Woven integrates with the latest messaging tools, like iMessage so you can easily schedule on-the-go. Woven’s all-in-one schedule approach means you can choose Scheduling Links when you want to offer an easy way for others to schedule with you, or Group Polls when you need to coordinate a meeting time with your team, club, family or group.  Scheduling is just the beginning, though. You can apply tags, create private notes, and even analyze how productive you are based on meeting analytics.

 With Google Calendar as your base option and Woven as a way to make things smarter, easier to organize, and less stressful, you really can’t go wrong. Schedule faster and make the most of your time by signing up for Woven today.

Try Woven for free

Experience our most powerful scheduling and time management tools with a free 21-day trial of Woven Premium.

How to Set Up Google Calendar

 Setting up Google Calendar is quick and easy when you navigate to https://calendar.google.com on your computer’s web browser. Currently, Google Calendar works with Google’s own browser, Chrome, as well as other major ones, such as Firefox and Safari.

Like any other Google service, you must have an account to use your calendar. If you aren’t already logged into your account, navigating to the website brings up a sign-in page to enter your email address or phone number and your password. If you don’t have a Google account, there will be a link to create one near the bottom of the page. Simply fill in a few pieces of information, such as your name and birthdate, and you’ll have an account in just a few moments.

After you log in, you can create your first calendar. Keep in mind you can only do this from a web browser, but once you create it, you’ll be able to see it on the app. On the bottom left side of the browser window, you’ll see a section called “My Calendars.” Under that, a section called “Other Calendars” has a plus sign next to it. Click on the plus sign and choose “Create new calendar.” The next page allows you to name your calendar, add a description to it, choose a time zone and, finally, click on the “create calendar” button.

How to Share Google Calendar


One of the best features of Google Calendar is the ability to share your calendars with other people. Do your kids have lots of extracurricular activities that you need to keep straight? Maybe you schedule most of your work meetings through your calendar. No matter how or why you need to share a calendar, doing so is easy on Google.


Again, look to the bottom left of the screen. You’ll find a list of your calendars. When you hover over the one that you’d like to share, you’ll see three dots appear. Click on the dots and then click on “settings and sharing.” In the menu on the left, you’ll see “access permissions” and “share with specific people.” You can change the access permissions to share your calendar with the public and create a shareable link. If you only want to allow specific people to see your calendar, you can add their names under the “share with specific people” tab. Click the “add people” link and then enter a name or email address to send the calendar link to the person.

You can even share your Google Calendar with an entire group. Google Groups are an excellent way to share information to a large group of employees, co-workers, or even family members. Once you create your group and add people, you can share the calendar to it. Follow the same steps as above for sharing your calendar but input the title of your Google Group instead of a name and email address when going through the steps. If your Google account is linked with a school, company, or another organization, you can also share with the entire organization. The best part of this feature is the ability for it to update its sharing permissions on the go. If someone leaves your group or organization, Google Calendar will automatically remove their permissions.


How to Send a Google Calendar Invite


You can send Google Calendar invites from your browser or from your iPhone or Android app. If you want to send an invite from a browser, you’ll first need to create an event.

Click on the date of your event, and then click on “more options.” Fill in the information about your event, including the title and the starting and ending dates. If your event won’t last all day, uncheck the box and then create your starting and ending times.

In the box underneath, you can add your event’s location, decide whether to include video conferencing, set up notifications, and include a description of the event. To the right of this box, you can add names or email addresses to invite guests, as well as determine who sees the guest list.

When you create the event, you can also modify it on your Android or iPhone app. When you open the app, tap on your event and then tap on the pencil icon to edit it. At the bottom of the screen, you’ll see an option to invite people. Tap it and enter the email addresses of the people you want to invite.

Remember that creating an event on the computer provides you with more options. When creating one from a web browser, you can decide if someone else can modify the event as well as decide whether they can see the guest list or not. You won’t have these choices on the app.

You have plenty of options once you create your Google Calendar event. Even if someone doesn’t use the calendar application or website, he or she will still be able to see any invites you send them, as long as you have their email address.

In addition, just like with sharing the entire calendar, you can share an event invite with an entire Google Group. If you already have a group made for your co-workers, family members, or an organization, you can invite everybody with a one-touch method instead of inputting dozens of names or email addresses.

Once you send the invite, you’ll be able to see who has responded. Open the app, click on the event, and click on the Guests section. It will tell you who has RSVP’d and who you’ve yet to hear from.

How to Add Google Calendar to iPhone

Google Calendar can integrate with Apple Calendar for the iPhone and iPad. To sync your calendars, you’ll need to use your Calendars app that comes with your Apple product. Use your iPhone or iPad to open your Settings menu. Next, tap on your Passwords & Accounts option. From there, you can add a new account.

Choose the Google option, and then enter your email address and tap on the “Next” button. You’ll be asked to enter your password. If your operating system isn’t the most recent one, and if you use the two-step verification process, you’ll need to enter an app password instead of the one you regularly use. Tap “Next” again.

After you log in, your calendars will begin to sync directly from your Google account. This includes all of your calendar events, as well as your emails and contacts. You can turn off the other services if you only want your calendar information to sync. Finally, open the Calendar app on your iPhone or iPad to see your Google Calendar.

Keep in mind that not all Google Calendar features will work when synced with your Apple Calendar. The features you won’t be able to use include email notifications for your events, creating new Google calendars, and the room scheduler feature.

How to Delete a Google Calendar

Sometimes, plans change. If you change jobs, if your kids change extracurricular activities, or if you simply don’t need one of your calendars anymore, you have options to stop seeing them. These options include hiding them temporarily, removing them temporarily, removing them permanently, or deleting them altogether. Remember, the final option cannot be undone.

Removing Calendars on a Computer

If you want to remove a calendar using your computer, you’ll first navigate to the calendar website. To hide one temporarily, look at the list of calendars on the left. Uncheck the box next to the one you want to hide.

Do you want to remove a calendar from your list temporarily or permanently? To remove one temporarily, hover your mouse over the calendar you want to remove and click on the three dots. Choose the option that says, “Hide from list.” You can bring it back by clicking on “Settings” on the top right of the calendar page and finding the one you want to bring back in the left column. If you want to remove your calendar permanently, go to the Settings menu, find the calendar in the left column, and click on Remove Calendar. From there, click on Unsubscribe and then click on Remove Calendar again.

Finally, if you are absolutely sure that you are done with a calendar, you can delete it permanently. Once again, click on the Settings tab on the top right, and then find the calendar in the left column. Click on the one you want to delete, click on Remove Calendar, and then navigate to Delete and Delete Permanently.

Removing a Calendar on Android

You can temporarily hide a calendar from the app on your Android phone. To do this, open the Google Calendar app. Tap on the Menu option on the top left, and then find your list of calendars. Tap the colored box next to the calendar’s name to hide it. Unfortunately, there is no way to remove calendars or permanently delete them from the app. You’ll need to sign in on a laptop to do that.

Removing a Calendar on an iPhone or iPad

Removing a Google Calendar on the iPhone or iPad works much like it does on an Android device. Open your Google Calendar app on your device and find the menu on the top left corner. In your list of calendars, remove the colored box next to the one you want to hide. Again, you’ll need to sign in on a computer if you want to remove a calendar or delete it permanently.

How to Add a Google Calendar to Outlook

Microsoft’s Outlook is an often-used software for business owners and other busy professionals. While it has its own calendar application, many people prefer to use Google Calendar or a combination of both. If you want to see your Google Calendar in Outlook, you have two options: subscribe to your calendar or import it into Outlook.

How to Subscribe to Your Google Calendar

If you want to subscribe to your Google Calendar on Outlook, you’ll need an Internet Calendar (iCal) subscription to keep it up to date. Once you have it, you’ll log into your Google Calendar account. Next, click on My Calendars, and then hover over the one you’d like to add to Outlook. Click on the three dots next to the calendar and then choose the Settings option. Scroll to the section called Integrate Calendar and then right click on the option titled Secret Address in iCal Format. Finally, select Copy.

Next, go to your Outlook account and click on File, and then Account Settings. You’ll need to click on Account Settings twice. Navigate to the Internet Calendars tab and click on the tab to create a new one. Use CTRL+V to copy the address you copied and then click on Add. On the next screen, type the name of the calendar in the Folder Name section and click OK. Outlook will then update and download any changes each time you open it or periodically if you tend to keep it open.

How to Import a Calendar From Google Calendar

Your second option for integrating Google Calendar with Outlook is to import it. Log into your Google account and click on My Calendars in the left column. Hover over the one you want to important, click on the three dots, and then Settings and Sharing. Next, click on Integrate Calendar. Click the link under Secret Address in iCal Format and click OK. When your computer prompts you, click on the Open box to import your Google Calendar into Outlook.

This will allow you a side-by-side view of both calendars in your Outlook. You’ll also see your Google Calendar in your Navigation Pane when you’re in Calendar View. Look for it under Other Calendars. Keep in mind that the imported calendar is simply a screenshot of your calendar as it is currently. If you want it to update, you’ll also need to subscribe it or re-import it each time you add an important event to Google.


How to Add Outlook Calendar to Google Calendar

Now you know how to important your Google Calendar to your Outlook Calendar, but did you realize you can do the opposite as well? Maybe you do most of your business work through Outlook but prefer the aesthetics of Google Calendar. Luckily, you can important your Outlook Calendar into Google.

First, you’ll need to export your calendar from Outlook. Open your Outlook Calendar and choose the one you want to important into Google. If you want to important more than one, you’ll need to perform this task multiple times. Click on the File tab and then click on Save Calendar. If you’re happy with the name and date range that Outlook automatically supplies when you begin the export process, you can continue to the next step. However, if you’d like to change the name of the calendar or alter other details, you can do so by clicking on More Options.

Keep in mind that the more dates you decide to export, the longer it will take to generate and download the calendar as well as import it into Google. When you’re satisfied with the details of your export, click OK and then Save. Remember to pay attention to where you save the file.

Once your export is finished downloading, you can import it into Google Calendar. Open Google Calendar in your browser. The default option is to import your Outlook Calendar into your main Google Calendar. If you want to import it into a separate one, you’ll need to create a new calendar first. This will also you to filter and share only the calendars you want to. Create a new calendar by hovering over the plus sign on the bottom right of the page. Create your new calendar and then press the plus sign again and choose the Import option. You can also do this from the Settings option on the top right of the page where you can choose the Import and Export tab.

Once you select it, you’ll see two boxes on the right. Choose the top box to import your calendar. Select your exported file from earlier, choose which calendar you want to add it to, and then click the Import button. When the upload is complete, you’ll be able to see all the events from your Outlook calendar. However, keep in mind that this is a snapshot. If and when you want to add new Outlook dates to your Google Calendar, you’ll need to import a new file. Your calendars won’t sync automatically.


Google Calendar Frequently Asked Questions

Of course, even with comprehensive guides, sometimes people want very specific information. That’s why we’ve created this quick section of frequently asked questions for you. Learn how to add reminders, sync to your iPhone, delete a calendar, and more in this mini section.

How to Add Reminders to Google Calendar

Your Google Calendar isn’t just for keeping track of your events and appointments. You can also use it to give yourself reminders about important tasks, such as remembering to pick up milk or re-ordering your prescriptions.

Setting up reminders is relatively easy. Open your Google Calendar and check the Reminders box on the bottom left of the page. Click an empty slot in your calendar and click on the Reminder tab that pops up. You can either type a specific reminder or choose one from Google’s list of suggestions. Decide how often you want to be reminded, and then click Save. Keep in mind that reminders carry over to the next day indefinitely until you mark them as complete.

You can see all your reminders at once, including those from Google Calendar as well as the ones you create in other Google apps or products, such as your Gmail Inbox or Keep. If you want to edit a reminder, simply click on the one you want to update, click on the pencil icon, change what you want to, and save it. To delete a reminder, you can click on it to mark it as done or click on it and click the trash bin icon to delete it.

How to Add Tasks to Google Calendar

Google’s Task option is an excellent way to keep track of things you need to do. If you’d like to add a task to your Google Calendar, open your calendar in your browser. On the right side, you’ll see a navigation menu with small icons. Click on the small pencil that looks like a to-do list icon. If you don’t see this, but see one that says Reminders, you can click on it and choose the option that says Switch to Tasks. Next, click on Add a Task. Type your new task and save it. You’ll see a list of tasks start on the right of your screen.

Managing your tasks is fairly easy in Google Calendar. You can choose a date to add a task to a specific day, reorder your tasks by clicking and dragging, or checking it off to move it to a completed section. Use the pencil icon to edit tasks by including a description and more. You can even make multiple tasks lists. To do this, click on your current list and then click Create New List. From here, you can switch between different task menus.

You can also add tasks to your Google Calendar from your Android device if you have version 4.1 or higher. Create them using the Google Now option by saying “Ok Google” into your phone and asking the app to set reminders for you. You’ll then tap save to keep the reminder.

How to Delete a Google Calendar

Google Calendar offers several options for removing calendars, including permanently deleting them. As a reminder, you can permanently delete a calendar by clicking on the Settings tab at the top right of the web browser. From there, you can click on the calendar you want to delete, choose the option to remove it, and then choose to delete. Finally, click on Delete Permanently. Remember, this option must be done from the web browser version of Google Calendar, and once you delete a calendar, you cannot bring it back. Remember, if you simply want to hide the calendar for a shorter period of time, you can do so both on the internet and in your mobile app. Hiding is a good choice if you only want to see a more streamlined version of your calendar. If you have a calendar that isn’t relevant right now, such as a school schedule, but that will be relevant again in the future, avoid deleting it permanently. Instead, temporarily hide it according to the aforementioned directions.

How to Add ICS to Google Calendar

While you’ve probably heard of a CSV file, which is how many import and export files are created, you probably haven’t heard of an ICS file extension. ICS files are actually a universal calendar file that is popular because it allows you to import and export multiple calendars across various apps and platforms. This is how you can import and export ICS files for Google Calendar.

One of the best features Google has is the option to import other calendars into it. Often, these are done using ICS files. If you want to export an ICS file from another calendar application first, you’ll need to open that application, find the Export option, and follow the prompts to save your file to your computer’s files. If you want to export an ICS file from a different Google account, you’ll need to sign into that account on a computer. Export the calendar from the settings menu at the top right and download the file onto your computer.

Once you have your exported file, you’ll need to sign back into your current Google account to import it. Open your calendar and click on the Settings cog wheel icon at the top right of the page. Click on Import and Export, and then choose the file from the place you downloaded it onto your computer. Choose which calendar you want to import to (you’ll need to create a new one if you don’t want to import it to your default) and then click Import. Once the file is uploaded, you’ll see both calendars.

How to Add People to Google Calendar

Sometimes, you need to be able to share your calendar with other people. From Little League coaches who want to remind everyone when the next game is to family households that need to coordinate school pick-up and drop-off schedules, sharing calendars is a sought-after feature available in Google Calendar.

To share yours with specific people, click on the calendar on the left of your browser and then click on the three dots. From there, you can use the Settings and Sharing feature. Enter the name or email address of the person or people you want to share your calendar with under the section titled “Share With Specific People.” Click the drop-down menu, select the permission levels, and click Send. If you want to share your calendar with everyone, there is a checkbox that you can click in the section above.

Remember, changing the permissions is very important. The permissions allow people to change and share the calendar, change events, see all its details, and determine when someone is busy or free. Avoid accidentally providing someone with more permissions than you’d like them to have.

How to Sync Google Calendar With iPhone

People who use Gmail and Google Calendar to sync their lives, and that often means syncing them to an iPhone or iPad. To sync your Google Calendar to your iPhone, open your iPhone’s Settings. In the pane on the left side, tap on Passwords and Accounts. Look for the listing for Google. If it already has the proper sign-in information, you’re ready for the next step. If not, you’ll need to add the account by tapping on Add Account. Next, tap Google and follow the instructions to sign into your account. If you have 2-Step Verification enabled, you’ll need to create an app password via Google’s security page.

After logging in, you can choose which Google services to sync on the next page. If you don’t want to sync anything other than the calendar, be sure to slide off your contacts, notes, and mail. Tap Save to set up the account sync for the first time. Next, start the Calendar app on your iPhone.

At the bottom, tap Calendars. Find the Google Calendar you just added. Tap it to bring up a checkmark that enters your events and appointments onto your iPhone calendar.

Read Our Other Comprehensive Guides

Read Our Other Calendar Tool Tutorials

Unleash Woven to Enhance Google Calendar

What do you wish your calendar did? Do you wish you could schedule meetings more quickly and without spending so much time on the phone or answering emails? Would you like to know more about your co-worker’s available schedules without constantly interrupting their workday? Do you want to better integrate your life with that of your spouse’s and your children? You need to use Google Calendar in combination with Woven.

Google Calendar is powerful in its own right, but if you need to coordinate schedules with other people often to create meetings, you need more than what Google can offer on its own. You need Woven. Woven’s integrated design and gorgeous interfaces work well on their own but adding them to Google Calendar makes your organization skills even more powerful. Be innovative and bold. Show your coworkers how organized you are and that you mean business. Never miss a child’s soccer game or after-school play again. When you combine the power of Woven and Google Calendar, you can do everything from schedule dinner dates to plan an entire family reunion. Sign up today to change the way you organize your life forever.

Try Woven for free

Experience our most powerful scheduling and time management tools with a free 21-day trial of Woven Premium.