{"id":41811,"date":"2020-03-15T00:00:00","date_gmt":"2020-03-15T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/google-calendar-hacks\/"},"modified":"2025-03-13T06:29:28","modified_gmt":"2025-03-13T13:29:28","slug":"google-calendar-hacks","status":"publish","type":"post","link":"\/us\/en\/blog\/google-calendar-hacks\/","title":{"rendered":"35 powerful Google Calendar hacks to master time management"},"content":{"rendered":"<p>If you\u2019re a small business owner with a limited budget and an appetite for powerful tools\u2014look no further. Google Calendar is an online schedule manager that\u2019s built for teams who value <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/efficiency-vs-effectiveness\/\">efficiency<\/a> and organization.<\/p>\n<p>If you have a Google email address, then you already have access to Google Calendar (amongst a whole other suite of Google products).<\/p>\n<p>While the free version is open for anyone to use, Google also offers a paid Business version that\u2019ll give you more advanced features.<\/p>\n<p>Even without the paid version though, Google Calendar is beautifully designed, simple to use, and comes packed with smart features that help you connect to your team with ease.<\/p>\n<p>Plus, if your employees are already using it in their personal lives, adopting it for work should be a piece of cake. If it\u2019s all new though, don\u2019t worry, we have a list of 35 powerful Google Calendar hacks to turn any user into a pro user, including tips for:<\/p>\n<ul>\n<li><a href=\"#Getting the most out of Google Calendar\">Getting the most out of Google Calendar<\/a><\/li>\n<li><a href=\"#Doing more with extensions and add-ons\">Doing more with extensions and add-ons<\/a><\/li>\n<li><a href=\"#Creating better meetings and events\">Creating better meetings and events<\/a><\/li>\n<li><a href=\"#Working with multiple calendars\">Working with multiple calendars<\/a><\/li>\n<li><a href=\"#Boosting productivity\">Boosting productivity<\/a><\/li>\n<li><a href=\"#Maximizing organization\">Maximizing organization<\/a><\/li>\n<li><a href=\"#Personalizing preferences\">Personalizing preferences<\/a><\/li>\n<li><a href=\"#Going beyond just calendaring\">Going beyond just calendaring<\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">\ud83e\udd1d See how Google integrates with RingCentral to give you a full-fledged communication hub with this one-pager.<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/datasheets\/google_datasheet.pdf\" data-id=\"6a0b03a0aa5c5\" id=\"6a0b03a0aa5c5\">\n\t\t<button tabindex=\"on\"  on=\"tap:6a0b03a0aa5c5.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Learn more<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 See how you can supercharge Google by integrating it with a communication platform. <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Download it now\">Download it now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:6a0b03a0aa5c5.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Enjoy! <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<p><a name=\"Getting the most out of Google Calendar\"><\/a><\/p>\n<h2>How do I get the most out of Google Calendar?<\/h2>\n<p>To get the most out of Google Calendar, you should understand that it\u2019s not <i>just<\/i> a calendar. It\u2019s also not just a calendar that\u2019s for <i>you<\/i>.<\/p>\n<p>Used in a professional setting, it&#8217;s a tool to get everyone organized while having visibility into each other\u2019s schedules. It\u2019s a way to share meeting rooms, organize team events, schedule events with remote workers, keep to-do lists, and so much more.<\/p>\n<p>Because it\u2019s part of Google\u2019s network of online tools, there\u2019re lots of ways to have your Google Calendar \u201ctalk\u201d to your Gmail or Google Tasks.<\/p>\n<p>By understanding the potential uses for Google Calendar, you can maximize its functionality for your workplace.<\/p>\n<p>Ready to start making the most out of your busy day?<\/p>\n<div class=\"rc-subscribe\" id=\"new-rc-subscribe\"  style=\"background-image:url('\/us\/en\/blog\/wp-content\/themes\/ringcentral\/assets\/images\/temp\/subscribe.png')\">\n\t\t<button class=\"close js-popup-close\"><svg class=\"icon_close_mobile\" width=\"20\" height=\"20\"><use xlink:href=\"#icon_close_mobile\"><\/use><\/svg><\/button><\/p>\n<div class=\"rc-subscribe__wrapper\">\n<div class=\"rc-subscribe__wrapper_text\">\n<h3 class=\"rc-subscribe__title h2\">Stay informed with RingCentral<\/h3>\n<div class=\"rc-subscribe__subtitle\">Subscribe to our emails for the latest blogs, events, and exclusive content on AI-powered communication solutions. Stay ahead with insights and tips from the leader in trusted AI communications.<\/p>\n<p>\t\t\t\t\t<a href=\"https:\/\/www.ringcentral.com\/legal\/privacy-notice.html\" target=\"_blank\" data-dl-name=\"Privacy Notic\" data-dl-element=\"link\" data-dl-additional-info=\"social\" rel=\"noreferrer noopener\">Privacy Notice<\/a>\n\t\t\t\t<\/div>\n<\/p><\/div>\n<div class=\"rc-subscribe__wrapper_form\">\n<form class=\"\" data-event-init=\"true\" novalidate data-js-form>\n<div class=\"rc-subscribe__row\">\n\t\t\t\t\t\t<input\n\t\t\t\t\t\t\t\tname=\"email\"\n\t\t\t\t\t\t\t\tplaceholder=\"Email address *\"\n\t\t\t\t\t\t\t\ttitle=\"Must be valid email. example@yourdomain.com\"\n\t\t\t\t\t\t\t\tminlength=\"4\"\n\t\t\t\t\t\t\t\tmaxlength=\"255\"\n\t\t\t\t\t\t\t\ttype=\"email\"\n\t\t\t\t\t\t\t\trequired\n\t\t\t\t\t\t\t\tpattern=\"[a-z0-9._%+\\-]+@[a-z0-9.\\-]+\\.[a-z]{2,}$\"\n\t\t\t\t\t\t\t\tclass=\"field__control\"\n\t\t\t\t\t\t\t\tautocomplete=\"on\"\n\t\t\t\t\t\t\t\taria-required=\"true\"\n\t\t\t\t\t\t\t\tdata-dl-events-hover=\"true\"\n\t\t\t\t\t\t\t\tdata-dl-element=\"email\"\n\t\t\t\t\t\t\t\tdata-dl-additional-info=\"LET'S WORK TOGETHER\"\n\t\t\t\t\t\t\t\taria-label=\"Email address *\"\n\t\t\t\t\t\t\t\taria-errormessage=\"email-subscribe-errors\"\n\t\t\t\t\t\t><br \/>\n\t\t\t\t\t\t<span class=\"field__errors\" id=\"email-subscribe-errors\" data-js-form-field-errors><\/span>\n\t\t\t\t\t<\/div>\n<div class=\"rc-subscribe__row\">\n\t\t\t\t\t\t<select\n\t\t\t\t\t\t\t\tname=\"Country__c\"\n\t\t\t\t\t\t\t\trequired\n\t\t\t\t\t\t\t\tclass=\"field__control\"\n\t\t\t\t\t\t\t\taria-required=\"true\"\n\t\t\t\t\t\t\t\taria-expanded=\"false\"\n\t\t\t\t\t\t\t\taria-label=\"Country *\"\n\t\t\t\t\t\t\t\taria-errormessage=\"country-subscribe-errors\"\n\t\t\t\t\t\t><option value=\"\" disabled=\"disabled\" selected=\"selected\">Country<\/option><option value=\"Canada\">Canada<\/option><option value=\"United_States\">United States<\/option><\/select><\/p>\n<p>\t\t\t\t\t\t<span class=\"field__errors\" id=\"country-subscribe-errors\" data-js-form-field-errors><\/span>\n\t\t\t\t\t<\/div>\n<div class=\"rc-subscribe__row\">\n\t\t\t\t\t\t<button type=\"submit\" data-event-init=\"true\">Subscribe<\/button>\n\t\t\t\t\t<\/div>\n<\/p><\/form>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"confirm-form\" role=\"status\" aria-live=\"polite\" style=\"display: none;\" aria-hidden=\"true\">\n<div class=\"confirm-form__text\">Thank you for your interest in RingCentral<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<h2>35 powerful Google Calendar hacks<\/h2>\n<p><a name=\"Creating better meetings and events\"><\/a><\/p>\n<h3><span style=\"text-decoration: underline;\">Tips for creating better meetings and events<\/span><\/h3>\n<h4>1. Find a time that works with everyone<\/h4>\n<p>If you\u2019re coordinating schedules with multiple people and unsure what time works best, Google Calendar has a handy built-in feature to let you see everyone\u2019s availability at a glance.<\/p>\n<p>When creating an event, beside <i>Event Details<\/i>, toggle over to the <i>Find a Time<\/i> tab to see a consolidated view of all your participants\u2019 schedules:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4862\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image31-1-1024x608.png\" alt=\"\" width=\"840\" height=\"499\" \/><\/p>\n<p>If you see any open space, book it! This means that the time slot is available and you have the highest chance of participants accepting your invite.<\/p>\n<p><strong>Note that you can only see calendars of those who\u2019ve shared their calendar with you. To learn how to share calendars, jump down to <a href=\"https:\/\/docs.google.com\/document\/d\/1BDkArTXgVyVf1PFUCOlvpIFixPd3NHIYPdXt02A71g0\/edit#heading=h.527rwcnher37\">below.<\/a><\/strong><\/p>\n<h4>2. Show the map location<\/h4>\n<p>Scheduling a meeting at an unfamiliar location? The good news with Google Calendar is that it\u2019s automatically synced to Google Maps.<\/p>\n<p>When you create a new event, you have the option to add in a physical location. As you type, Google Calendar predicts your location and provides instant results to choose from.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4864\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image9-28-1024x976.png\" alt=\"When you create a new Google Calendar event, you have the option to add in a physical location. As you type, Google Calendar predicts your location and provides instant results to choose from. \" width=\"840\" height=\"801\" \/><\/p>\n<p>When the event is created, attendees can click on the location to see a map view of it. No more getting lost at the last minute.<\/p>\n<p><a href=\"https:\/\/www.ringcentral.com\/remote-readiness\"><img decoding=\"async\" class=\"alignnone size-full wp-image-45676\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/12\/Banner-Image-for-Blog-Promo.png\" alt=\"Remote Readiness CTA\" width=\"695\" height=\"247\" \/><\/a><\/p>\n<h4>3. Host virtual meetings<\/h4>\n<p>Have remote team members that need to join in? No problem.<\/p>\n<p>When creating a new event, click <i>Add conferencing <\/i>to turn your meeting into a <a href=\"https:\/\/www.ringcentral.com\/how-does-a-virtual-phone-call-work.html\">virtual call<\/a>. By default, Google Hangouts is available to anyone who uses Google Calendar.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-4863 size-large\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image4-84-1024x656.png\" alt=\"When creating a new Google Calendar event, click Add conferencing to turn your meeting into a virtual meeting. By default, Google Hangouts is available to anyone who uses Google Calendar.\" width=\"840\" height=\"538\" \/><\/p>\n<p>If your business uses other conferencing tools (like <a href=\"https:\/\/www.ringcentral.com\/ca\/en\/office\/features\/video-conference\/overview.html\">RingCentral<\/a>), it\u2019s easy to set that up with additional add-ons. (<a href=\"https:\/\/docs.google.com\/document\/d\/1BDkArTXgVyVf1PFUCOlvpIFixPd3NHIYPdXt02A71g0\/edit#heading=h.oce80txu9os\">More on this below<\/a>.)<\/p>\n<h4>4. Add attachments<\/h4>\n<p>If there are accompanying documents your meeting participants need to reference, you can add the attachment right into your meeting event instead of sending in a separate email.<\/p>\n<p>This saves the hassle of participants needing to dig into their inboxes to find your documents during the meeting.<\/p>\n<p>In the section where you compose the details of your meeting, look for the attachment icon in the top left corner.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4865\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image7-47-1024x360.png\" alt=\"Click the attachment icon to add an attachment either from your Google Drive or computer. \" width=\"840\" height=\"295\" \/><\/p>\n<p>Once selected, you have the option to add an attachment either from your <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/google-drive-hacks\/\" target=\"_blank\" rel=\"noopener noreferrer\">Google Drive<\/a> or computer. Though the max attachment size of 25MB should give you what you need, if you do have large documents such as PDFs you need to send, you could try out free <a href=\"https:\/\/pdfcompressor.com\/\">PDF compressor tools.<\/a><\/p>\n<h4>5. Setting optional attendees<\/h4>\n<p>If you\u2019re hosting a meeting and inviting people who aren\u2019t needed but could benefit from attending, you can set their participant status to <i>optional<\/i>.<\/p>\n<p>For instance, if you have various stakeholders who want to check in on how your project status is going but aren\u2019t necessarily contributors themselves, this feature comes in handy.<\/p>\n<p>By default, any guests you add to an event are mandatory, but by hovering over the person icon beside their name, you can toggle their status to optional.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4866\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image34-1.png\" alt=\"Setting optional attendees in Google Calendar events\" width=\"728\" height=\"450\" \/><\/p>\n<p>This lets your participants know that you respect their time and can leave the decision in their hands.<\/p>\n<h4>6. Set events to repeat<\/h4>\n<p>For things that happen on a recurring basis, instead of creating new events for each instance, you can choose how often they repeat in your calendar.<\/p>\n<p>When creating an event, under the time and date settings, the default is set at <i>Does not repeat<\/i>. But you can change this in the drop-down menu.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4867\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image12-17-1024x636.png\" alt=\"Setting recurring events to repeat on Google Calendar.\" width=\"840\" height=\"522\" \/><\/p>\n<p>This feature makes managing recurring events such as on-going team projects and regular check-ins easy.<\/p>\n<h4>7. Get on the same page about time<\/h4>\n<p>Trying to get people from different time zones together can be a pain. The event says it starts at 2:00 p.m., but is that Pacific Time or Eastern Time?<\/p>\n<p>To make it easier for everybody, when creating an event, select the <i>Time zone <\/i>setting beside the date and time options and add in a new time zone.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4868\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image6-52-1024x488.png\" alt=\"When creating a Google Calendar event for people from different time zones, select Time zone setting beside the date and time options and add in a new time zone. \" width=\"840\" height=\"400\" \/><\/p>\n<p>When saved, it will be displayed beside the primary time zone so that all your participants are able to see what\u2019s relevant to them.<\/p>\n<h4>8. Change the meeting owner<\/h4>\n<p>If someone else needs to take over the meeting you organized (say a family emergency sprang up, or the project you were leading changes ownership), changing meeting owners is easy.<\/p>\n<p>To the right of the meeting name, select the drop-down titled <i>More actions<\/i>. From there, click on <i>Change owner,<\/i> enter the email of the individual you want to be the new owner, and confirm your selection:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4869\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image38.png\" alt=\"Change the meeting owner of a Google Calendar event\" width=\"820\" height=\"554\" \/><\/p>\n<p>The new owner will have access to all the meeting settings so they can edit or update the meeting.<\/p>\n<h4>9. Duplicate events<\/h4>\n<p>Say you need to build out a series of similar events but with only minor changes between them. The <i>Duplicate <\/i>feature is useful here to help you save on some effort.<\/p>\n<p>For instance, following the success of an initial team lunch, you decide to organize another for next month. Instead of creating another event and adding your dozen coworkers again, you can <i>Duplicate<\/i> the first team lunch and just change the time and location.<\/p>\n<p>To do this, go to the <i>More actions<\/i> drop-down from the event settings and click on <i>Duplicate<\/i>. Instantly, a new event will load with the same details as your first, which you can then make adjustments to:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4870\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image3-91.png\" alt=\"To duplicate an event from Google Calendar, go to the More actions drop-down from the event settings and click on Duplicate.\" width=\"424\" height=\"550\" \/><\/p>\n<h4>10. Recover deleted events<\/h4>\n<p>Uh oh, can\u2019t find that appointment in your calendar from a second ago? Maybe you hit delete on it by accident. Don\u2019t worry, events deleted within 30 days can still be recovered.<\/p>\n<p>In the Google Calendars overview page, navigate to the settings icon in the top right corner and click on <i>Trash.<\/i><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4871\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image33-1.png\" alt=\"To recover deleted events in Google Calendar, go to the overview page, navigate to the settings icon in the top right corner and click on Trash.\" width=\"514\" height=\"618\" \/><\/p>\n<p>From there, you\u2019ll see a list of items that\u2019ve been deleted that you can recover. If it\u2019s just one item, hover over it and click on the curved arrow to the right.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4873\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image20-4-1024x160.png\" alt=\"See a list of items that\u2019ve been deleted that you can recover. If it\u2019s just one item, hover over it and click on the curved arrow to the right. \" width=\"840\" height=\"131\" \/><\/p>\n<p>If there are multiple events to recover, checkmark each of them and then click the curved arrow at the top of the list.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4872\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image36-1024x185.png\" alt=\"If there are multiple events to recover, checkmark each of them and then click the curved arrow at the top of the list.\" width=\"840\" height=\"152\" \/><br \/>\n<a name=\"Doing more with extensions and add-ons\"><\/a><\/p>\n<h3>Doing more with extensions and add-ons<\/h3>\n<h4>11. Access Google Calendar from your Chrome browser<\/h4>\n<p>If you\u2019re a Google Chrome user, a quick way to see upcoming calendar events without needing to leave your page is to install <a href=\"https:\/\/chrome.google.com\/webstore\/detail\/checker-plus-for-google-c\/hkhggnncdpfibdhinjiegagmopldibha?hl=en\">this extension<\/a>.<\/p>\n<p>It adds a button to the toolbar of your Chrome browser, which allows you to view your schedule or add an event no matter what page you\u2019re currently browsing.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4874\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image28-1.png\" alt=\"Access Google Calendar from your Chrome browser by adding the Google Calendar extension\" width=\"640\" height=\"400\" \/><\/p>\n<h4>12. Integrate your conferencing software<\/h4>\n<p>For example, if you currently use RingCentral for its <a href=\"https:\/\/www.ringcentral.com\/free-conference-call.html\">conference call services<\/a>, it\u2019s easy to pair this with Google Calendar so that it shows up as a conferencing option every time you create a new event:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-4875 size-medium\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image21-4.png\" alt=\"If you currently use RingCentral as a conferencing tool, it\u2019s easy to pair this with Google Calendar so that it shows up as a conferencing option every time you create a new event.\" width=\"639\" height=\"400\" \/><\/p>\n<p>The set-up takes literally seconds. Install the <a href=\"https:\/\/gsuite.google.com\/marketplace\/app\/ringcentral_g_suite_addon\/252157745625\">RingCentral add-on<\/a> from the Google Workspace Marketplace, sign in to your account, and the conferencing option will be automatically added.<\/p>\n<p>With this installed, RingCentral also appears on the Add-ons panel to the right of your calendar view. From here, you can seamlessly <a href=\"https:\/\/www.ringcentral.com\/video-call.html\">video call<\/a> and text people, view your conversation history, and schedule meetings:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter wp-image-4876 size-medium\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image14-12.png\" alt=\"When RingCentral add-on is installed, it appears on the Add-ons panel to the right of the calendar view. From here, you can seamlessly call and text people, view conversation history, and schedule meetings.\" width=\"632\" height=\"400\" \/><\/p>\n<h4>13. Copy multiple events at once<\/h4>\n<p>With <a href=\"https:\/\/chrome.google.com\/webstore\/detail\/google-calendar-plus\/mjelhipeelammmhpghkpigkdonihkakj\">Google Calendar Plus<\/a>, you can quickly copy an event multiple times to different days. This is different from <a href=\"https:\/\/docs.google.com\/document\/d\/1BDkArTXgVyVf1PFUCOlvpIFixPd3NHIYPdXt02A71g0\/edit#heading=h.arpjw82i2504\">duplicating an event<\/a>, or setting up a <a href=\"https:\/\/docs.google.com\/document\/d\/1BDkArTXgVyVf1PFUCOlvpIFixPd3NHIYPdXt02A71g0\/edit#heading=h.ldevdydl95up\">recurring event<\/a>.<\/p>\n<p>For instance, if you have a proposal due and need to schedule multiple review dates in advance that are not at a set time every week, then this is a useful feature to have.<\/p>\n<p>Simply create the first review event and copy it to four other dates all at once. To see this in action, check out this video:<\/p>\n<p><center><iframe src=\"https:\/\/www.youtube.com\/embed\/krq5-m2dTLc\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\" sandbox=\"allow-same-origin allow-scripts allow-presentation\"><\/iframe><\/center><\/p>\n<h4>14. Track your time<\/h4>\n<p>With <a href=\"https:\/\/toggl.com\/google-calendar-time-tracking\/\">Toggl<\/a> you can track how much time you spend towards your calendar events such as appointments, client meetings, and team huddles.<\/p>\n<p>If you\u2019re being billed for your time, this is a great way to get an accurate picture of how many hours you&#8217;ve worked. It also helps with <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/time-management-strategies\/\">time management<\/a>. Knowing that your activities are being timed may encourage you to stay on task more. After all, what\u2019s the point of tracking your time if it\u2019s not going to be accurate?<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4878\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image17-4.png\" alt=\"Track your time using Google Calendar\" width=\"640\" height=\"359\" \/><\/p>\n<h4>15. Automatically set your status<\/h4>\n<p>Did you know you can link Google Calendar to your RingCentral app so that your coworkers can instantly see when you\u2019re busy or available?<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4879\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image2-110.png\" alt=\"Automatically set your status to busy or available on your RingCentral app\" width=\"322\" height=\"632\" \/><\/p>\n<p>Using <a href=\"https:\/\/www.ringcentral.com\/apps\/ringcentral-for-google-calendar\">this helpful add-on<\/a>, your status will automatically be set to <i>Busy<\/i> whenever you have a RingCentral meeting scheduled in your calendar, and switch to <i>In a Meeting<\/i> whenever you\u2019re in a RingCentral conference. That way, your contacts know when they can expect a response from you.<\/p>\n<h4>16. Move Outlook over to Google<\/h4>\n<p>If you\u2019re a current user of Outlook Calendar looking to switch over to Google Calendar, <a href=\"https:\/\/ifttt.com\/applets\/fVqcejHy-when-a-meeting-starts-automatically-mute-your-android-ringtone\">IFTTT<\/a> is a simplified way to get started.<\/p>\n<p>You don\u2019t need to manually port information over from your existing calendar to Google Calendar. Instead, it will automate the process so that you can make the transition with ease.<\/p>\n<p>If you\u2019re a new business that\u2019s growing, this could be a good option to explore considering the suite of business tools that Google offers that all work nicely together.<br \/>\n<a name=\"Working with multiple calendars\"><\/a><\/p>\n<h3>Working with multiple calendars<\/h3>\n<h4>17. Create separate calendars<\/h4>\n<p>For different streams of work going on, it could be a good idea to manage them in separate calendars. For instance, if you\u2019re <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/small-business-management\/\">managing a small business<\/a> while wearing multiple hats (marketing, communications, and sales&#8230;), creating separate calendars allows you to better track how you\u2019re allocating time within each area.<\/p>\n<p>To do this, on the left hand panel where all the calendars are displayed, click on the + icon beside <i>Other calendars<\/i> and select <i>Create new calendar<\/i>.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4881\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image22-3.png\" alt=\"\" width=\"460\" height=\"626\" \/><\/p>\n<p>Once created, it will be listed under <i>My calendars <\/i>from which you can further configure calendar settings, permissions and notifications.<\/p>\n<p>Another benefit of having multiple calendars is that you can toggle the visibility of each on or off by selecting the checkmark box to the left of it. That way, if you want to focus on just one, you can deselect the rest to quickly declutter your calendar view.<\/p>\n<h4>18. Create shared calendars<\/h4>\n<p>If you want others to be able to view or edit a calendar you\u2019ve created, you can choose to share it with specific people under the <i>Settings and sharing<\/i> option:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4882\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image8-37.png\" alt=\"Google Calendar allows you to share calendars with specific people under the Settings and sharing option.\" width=\"980\" height=\"572\" \/><\/p>\n<p>There are a number of practical uses for being able to share a calendar. For instance, a team can use a shared calendar to track vacation. Or, a manager could share her calendar with an assistant who helps manage her schedule. Ultimately it can really help with effective <a href=\"https:\/\/www.ringcentral.com\/contact-center\/workforce-management.html\">workforce management<\/a>.<\/p>\n<p>There are four permission settings you can choose from when sharing calendars:<\/p>\n<ul>\n<li>See only free\/busy (hide details)<\/li>\n<li>See all event details<\/li>\n<li>Make changes to events<\/li>\n<li>Make changes and manage sharing<\/li>\n<\/ul>\n<h4>19. Add other calendars<\/h4>\n<p>To see someone else\u2019s calendar, under O<i>ther calendars<\/i>, click the + icon and go to <i>Subscribe to calendar<\/i>. To request access, enter their email address. You\u2019ll have to wait for them to accept before you see their schedule:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4880\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image19-4.png\" alt=\"To see someone else\u2019s calendar, under Other calendars, click the + icon and go to Subscribe to calendar.\" width=\"842\" height=\"730\" \/><\/p>\n<p>When you\u2019re subscribed to someone else&#8217;s calendar, all their events will appear within your own. If you want to see just their events, you can uncheck the view of your own events.<\/p>\n<p>By having access to their calendar, you can quickly see their availability to better inform when you should schedule time with them.<\/p>\n<h4>20. Check when holidays are<\/h4>\n<p>Doing work for a client in a different region? It could be useful to know when the statutory holidays are.<\/p>\n<p>To see this, click the + icon under <i>Other calendars <\/i>and head to <i>Browse calendars of interest<\/i>:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4883\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image27-3-1024x933.png\" alt=\"Check when holidays are by clicking the + icon under Other calendars.\" width=\"840\" height=\"765\" \/><\/p>\n<p>From here, you can either add the calender to your list, or hit the preview icon to open the holiday calendar in a new tab.<br \/>\n<a name=\"Boosting productivity\"><\/a><\/p>\n<h3>Productivity boosters<\/h3>\n<h4>21. Drag and drop events<\/h4>\n<p>To quickly change the date or time of an existing event in your calendar, all you have to do is drop and drop it into its new place:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4884\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image10-23-1024x527.png\" alt=\"To quickly change the date or time of an existing event in your Google calendar, all you have to do is drop and drop it into its new place.\" width=\"840\" height=\"432\" \/><\/p>\n<p>This works if you want to move an event to a different day or if you want to change the start or end time of the event by dragging the horizontal edges of the event box up or down.<\/p>\n<h4>22. Keyboard shortcuts<\/h4>\n<p>To enable the use of shortcuts, click the settings icon in the top right corner. Under <i>General<\/i>, go to <i>Keyboard shortcuts<\/i> on the left panel and make sure the <i>Enable keyboard shortcuts<\/i> box is checked:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4885\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image35-1-1024x781.png\" alt=\"Keyboard shortcuts in Google Calendar\" width=\"840\" height=\"641\" \/><\/p>\n<p>Once selected, you can quickly see a cheat sheet of all the shortcuts available by hitting the question mark on your keyboard:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4886\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image26-3-1024x898.png\" alt=\"cheat sheet of all the shortcuts on Google Calendar\" width=\"840\" height=\"737\" \/><\/p>\n<h4>23. Use the power of voice<\/h4>\n<p>\u201cHey Google, schedule a <a href=\"https:\/\/www.ringcentral.com\/small-business\/blog\/sales-meetings\">sales meeting<\/a> for Tuesday at 3:00 p.m\u201d<\/p>\n<p>If you have Google Assistant (for instance, Google Home) set up and paired to the same Google account as your calendar, you can use voice commands to quickly add, change, or delete events from your schedule. For more nuanced tasks, such as adding optional participants or a meeting place, you can edit the event on your computer or phone at a later time.<\/p>\n<p>Using voice to manage your calendar might not be helpful in every situation, but it\u2019s invaluable for those times you need to convert thoughts into action quickly before it gets lost.<br \/>\n<a name=\"Maximizing organization\"><\/a><\/p>\n<h3>Maximizing organization<\/h3>\n<h4>24. Hide the sidebar<\/h4>\n<p>A clear screen makes for a clear focus. Google Calendar comes packed with a lot of useful features, but when you\u2019re not looking to make use of them all, you can keep it hidden for the time being to focus on what\u2019s important.<\/p>\n<p>Select the hamburger button (the icon with three lines) to minimize the left-hand panel so that your calendar can take center stage:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4887\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image30.gif\" alt=\"Hiding the sidebar on Google Calendar by hamburger button (the icon with three lines).\" width=\"320\" height=\"371\" \/><\/p>\n<h4>25. Set your working hours<\/h4>\n<p>Not everyone works during the same times. Some people wake up at the crack of dawn, others don\u2019t mind staying up late. The <i>Working hours<\/i> feature helps your team become aware of each other&#8217;s hours of work preferences.<\/p>\n<p>If you have a subscription to <a href=\"https:\/\/gsuite.google.com\/intl\/en_ca\/?utm_source=google&amp;utm_medium=cpc&amp;utm_campaign=na-CA-all-en-dr-bkws-all-all-trial-e-dr-1008072&amp;utm_content=text-ad-none-any-DEV_c-CRE_335553422771-ADGP_Hybrid%20%7C%20AW%20SEM%20%7C%20BKWS%20~%20EXA%20%2F%2F%20GSuite%20%5B1:1%5D%20G_Suite-KWID_43700024702711121-kwd-299032858719&amp;utm_term=KW_g%20suite-ST_g%20suite&amp;gclid=Cj0KCQjwy6T1BRDXARIsAIqCTXpOyzsL8x7Mwvi5Kee2BuKC5cB1VmfvE81yRJcQ7YsFp8XYpurfLRQaAqqZEALw_wcB&amp;gclsrc=aw.ds\">Google Workspace<\/a>, under <i>Settings &gt; General &gt; Working hours<\/i>, you can set the standard hours you work each day of the week to let coworkers know what your availability is.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4888\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image16-4.png\" alt=\"If you have a subscription to Google Workspace, under Settings &gt; General &gt; Working hours, you can set the standard hours you work each day of the week to let coworkers know what your availability is.\" width=\"694\" height=\"412\" \/><\/p>\n<p>Others can still send you an invite outside of these times, but they\u2019ll get a warning if their event sits outside of your working hours (aka a gentle heads-up you might not be able to make it).<\/p>\n<h4>26. Search for any event<\/h4>\n<p>Has this happened to you? You\u2019re in a hurry and hit accept on an important meeting invite but a few days later you forget when it\u2019s actually happening.<\/p>\n<p>Instead of scrolling through your entire calendar, you can use the advanced <i>Search<\/i> bar to quickly find what you need by filtering on who sent it, what it was for, where it will be, or any other detail you can remember.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4889\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image23-3-1024x544.png\" alt=\"Search for any event on Google Calendar by using the advanced Search bar to quickly find what you need by filtering on who sent it, what it was for, where it will be, or any other detail you can remember. \" width=\"840\" height=\"446\" \/><\/p>\n<h4>27. Color code your events<\/h4>\n<p>If you\u2019ve got a lot of events in your calendar, it can be chaotic parsing through them to get a clear mental picture of what\u2019s coming up. A way to simplify this is to use color coding. Having a color system set up helps you better visualize your work week.<\/p>\n<p>The good news is that by default, each calendar is already pre-assigned a different color (another reason why keeping separate calendars is a good idea).<\/p>\n<p>For instance, below you can quickly tell the difference between Communications (red), Strategy (green), and Sales (Blue) meetings:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4890\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image10-24-1024x527.png\" alt=\"Color code events in Google Calendar\" width=\"840\" height=\"432\" \/><\/p>\n<p>If you want to take it even more granular, you can set each specific event to have a different color as well. This can be adjusted within the event creation page itself.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4891\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image24-3-1024x890.png\" alt=\"Setting specific events with different colors in Google Calendar\" width=\"840\" height=\"730\" \/><br \/>\n<a name=\"Personalizing preferences\"><\/a><\/p>\n<h3>Personalizing preferences<\/h3>\n<h4>28. Customize your calendar view<\/h4>\n<p>If you want to see more or less of your calendar, a quick way to do so is to select the drop-down to the right of the settings icon in the top right corner.<\/p>\n<p>By default, the Week display is selected, but you can choose between <i>Day<\/i>, <i>Month<\/i>, <i>Year<\/i>,<i> Schedule,<\/i> and <i>4 days<\/i>. The last option is custom, which you can change in <i>Settings &gt; General &gt; View options &gt; Set custom view.\u00a0<\/i><\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4892\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image29-1-1024x555.png\" alt=\"Customize your calendar view in Google Calendar\" width=\"840\" height=\"455\" \/><\/p>\n<p>If you use your calendar for work, you can choose to deselect <i>Show weekends<\/i>, giving yourself a bit more space to see what\u2019s active in your workweek.<\/p>\n<h4>29. Get notified of upcoming events<\/h4>\n<p>Never forget an important meeting by setting up<i> Event notifications, <\/i>which can be found in your calendar settings.<\/p>\n<p>There are two types of notifications you can opt to receive\u2014email or a subtle push notification that pops up in the top right corner of your calendar screen.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4893\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image5-67.png\" alt=\"There are two types of Google Calendar notifications you can opt to receive\u2014email or a subtle push notification that pops up in the top right corner of your calendar screen.\" width=\"930\" height=\"490\" \/><\/p>\n<p>If you want to receive notifications for every event across all calendars, in your general (non-calendar specific) settings, under <i>Event settings<\/i>, you can choose to turn notifications on or off completely.<\/p>\n<h4>30. Wake up to an email of your daily schedule<\/h4>\n<p>A useful feature for those who like to get a head start on their day by seeing what\u2019s ahead, Google Calendar\u2019s <i>Daily agenda <\/i>can send you an email every morning of your schedule.<\/p>\n<p>To turn this feature on, go into your calendar\u2019s setting, head down to <i>Other notifications &gt; Daily agenda<\/i>:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4894\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image1-129-1024x687.png\" alt=\"Google Calendar\u2019s Daily agenda can send you an email every morning of your schedule.\" width=\"840\" height=\"564\" \/><\/p>\n<h4>31. Set your response notifications<\/h4>\n<p>When you send out an event and your participants respond <i>Yes<\/i>, <i>No,<\/i> or <i>Maybe <\/i>attending\u2014these are called <i>Event responses.<\/i><\/p>\n<p>If you find your email cluttered with these (particularly if you\u2019re organizing large meetings with many attendees), consider stopping these notifications by going into <i>Calendar settings &gt; Other notifications &gt; Event responses<\/i> and choosing <i>None<\/i>:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4895\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image18-5-1024x602.png\" alt=\"Set your response notifications on Google Calendar\" width=\"840\" height=\"494\" \/><\/p>\n<h4>32. Keeping your events private<\/h4>\n<p>If you\u2019ve shared your calendar\u2019s access, any event you have will automatically be viewable by those who you\u2019ve shared your calendar with. However, you can still edit the visibility settings for individual events.<\/p>\n<p>When creating or changing an event, select the <i>Default visibility <\/i>drop-down to change the event to <i>Private<\/i>:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4896\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image25-2-1024x872.png\" alt=\"Keep your events private in Google Calendar\" width=\"840\" height=\"715\" \/><\/p>\n<p>If you need to step out of office for a personal appointment, you might use this to keep the details of your appointment private.<br \/>\n<a name=\"Going beyond just calendaring\"><\/a><\/p>\n<h3>Going beyond just calendaring<\/h3>\n<h4>33. Set up Google Reminders<\/h4>\n<p>If you need to set up reminders (like submitting your timesheet at the end of every week), but don\u2019t necessarily want to create an event out of it, Reminders is the perfect feature to use.<\/p>\n<p>Make sure the Reminders calendar in your left toolbar is checkmarked, then go ahead and click on your calendar to create a new event, but change the event type to <i>Reminder<\/i>.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4897\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image15-7.png\" alt=\"Set up Google Reminders in Google Calendar\" width=\"868\" height=\"542\" \/><\/p>\n<p>Unless you mark the Reminder as complete, it will continue to carry over each day.<\/p>\n<h4>34. Set up Google Tasks<\/h4>\n<p>Tasks without due dates are likely not going to get done.<\/p>\n<p>Using Google Calendar\u2019s built-in Tasks (found on the right toolbar) is helpful because you can attach deadlines to keep yourself accountable for completing your to-dos:<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-4898\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image32.png\" alt=\"Set up Google Tasks in Google Calendar\" width=\"716\" height=\"738\" \/><\/p>\n<p>Having a view of upcoming deadlines beside your calendar helps you realistically plan for what can get done in your timeframe.<\/p>\n<h4>35. Email attendees<\/h4>\n<p>If you need to send an email out to meeting participants, you can do so straight from Google Calendar without having to open up a new tab for Gmail.<\/p>\n<p>Open up your meeting event and click on the envelope icon under your list of <i>Guests<\/i>. Your participants\u2019 email addresses as well as the subject of your email will be pre-populated with the event title so that all you have to do is type your message in, then go ahead and hit <i>Send<\/i>.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-large wp-image-4899\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/07\/image11-18-1024x745.png\" alt=\"Email attendees using Google Calendar\" width=\"840\" height=\"611\" \/><\/p>\n<h2>The best ways to hack Google Calendar<\/h2>\n<p>If you\u2019re getting started with Google Calendar for the first time, it might seem like there\u2019s so many features to easily get lost in.<\/p>\n<p>But rest assured\u2014if Google does one thing really well, it\u2019s listening to its users. It gathers feedback to learn about what people find <i>actually<\/i> useful and makes regular updates to add or remove features based on that feedback.<\/p>\n<p>There\u2019s a good chance that if it exists, it\u2019s going to be helpful. So take the leap and try it out.<\/p>\n<p>You just might be surprised to find how intuitive and user friendly it is to use.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you\u2019re a small business owner with a limited budget and an appetite for powerful tools\u2014look no further. Google Calendar is an online schedule manager that\u2019s built for teams who value efficiency and organization. If you have a Google email address, then you already have access to Google Calendar (amongst a whole other suite of &#8230;<\/p>\n","protected":false},"author":29,"featured_media":45973,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[13193,6933,18148,371],"class_list":["post-41811","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-g-suite","tag-google-calendar","tag-google-calendar-hacks","tag-time-management"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>35 powerful Google Calendar hacks to master time management | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"Learn about 35 powerful Google Calendar hacks you need to know, whether you own a business or want to 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