Library & Technology Services

Google Calendar Basics

• Overview
  • Quick overview
  • Interactive tutorial
  • Video tutorials of Google Calendar
    • Basics at Brandeis
    • Notifications and sharing at Brandeis
    • Google's how-to videos
• Start using your calendar
  • Set your calendar's time zone 
  • Assign viewing permissions for your calendar: you can share your calendar with specific users, the Brandeis community or the world.
  • Create an event
  • Edit an event
  • Setting reminders and notifications
  • Setting an automatic vacation response
• Collaborate with colleagues
  • View multiple calendars at once
  • Check a colleague's availability. 
  • Schedule a shared classroom or meeting room on campus.
  • Sharing with colleagues outside of Brandeis
  • Embedding a calendar on a Web site
• And more...
  • Create Task lists in Calendar (scroll down to the bottom of the page)
  • Create and manage groups in Contacts
  • Invite a Contact group to an event: type in the name of the group.
  • Export your Google Calendar: use this to archive your Google Calendar.
  • Subscribe to a calendar by URL

Set Up a Designate to Manage Your Calendar

• Instructions for the calendar owner
  • Change your time zone to Eastern Time (your designate cannot control your time zone)
  • Share your calendar with your designate with one of the first two settings here:
    • Make changes AND manage sharing
      This person can see and change all events, including private ones, and share the calendar with other people. You cannot grant someone outside of brandeis.edu this level of access to your primary calendar.
    • Make changes to events
      This person can see and change all events, including private ones. You cannot grant someone outside of brandeis.edu this level of access to your primary calendar.
    • See all event details
      This person can view the details of all events except those marked as private.
    • See free/busy information (no details)
      This person can see when your calendar is booked and when you have free time, but will not be able to see the names or details of any of your events.
  • Optional: Show only meetings you have accepted (click the section called, "Automatically add invitations to my calendar")
  • Optional: Change your sharing settings to show only when you are free/busy
  • Turn off notifications for your calendar
• Instructions for the designate (the staff member who will manage the calendar)
  • Customize the notifications you will receive for the calendar

Make a Public Google Calendar

A public Google Calendar allows you to share events with the Brandeis Community or the world. When you choose to make a calendar public, all of the events will appear in Google search.

• Create a public Google Calendar
  • Create a new calendar
  • Share your calendar with Brandeis or the world

• Manage your Public Google Calendar
  • Set your privacy settings for individual events
  • Embed your calendar on your website
  • Spread the word about your public calendar
  • Find your calendar's URL
  • Control who can make changes to your calendar.
    • Share your resource calendar with specific users so they can create and edit events.
      
      • Make changes AND manage sharing
        This person can see and change all events, including private ones, and share the calendar with other people. 
      • Make changes to events
        This person can see and change all events, including private ones.
    • Do not show invitations: Only specific users that you have shared the calendar with can create events.

Scheduling Rooms

Using Google Resource Calendars is the recommended way to manage Brandeis spaces. A personal secondary calendar, created by an individual Brandeis community member, is more restrictive and prohibits other members of the community from inadvertently scheduling a room. Below are more differences between the two ways to manage room scheduling. Know if you want a resource or personal secondary calendar?  Read directions for creating and managing calendars.