10 Must-Know Google Calendar Tips for Easy Scheduling & Productive Workflow

Searching for the best Google Calendar tips for easy scheduling and workflow organization?

Google Calendar is an incredible tool, whether it's for personal use or team coordination. It's not just a basic calendar—it is a comprehensive time management system many of us have not been aware of!

In this article, we walk you through the best 10 tips and tricks to turn this tool into a central hub for your time scheduling, where you can keep track of important dates, set calendar reminders, and simplify workflow organization.

Tip #1: Keyboard Shortcuts

Keyboard shortcuts can be a game-changer in enhancing your productivity on Google Calendar. These shortcuts let you perform various functions quickly without the need to navigate through the interface. For instance, you can easily switch between day, week, month, and custom views, create a new event, or delete an event, all with a simple command.

To quickly access all keyboard shortcuts in Google Calendar, type "?" and a comprehensive set of shortcuts will appear. Mastering these shortcuts will enable you to manage your work more efficiently and maximize the use of this powerful scheduling tool.

Source: The Organized Notebook, 2024

Tip #2: Secondary Time Zones

The feature of secondary time zones in Google Calendar is extremely helpful for those who work with international teams or travel frequently across different time zones. With this feature, you can display multiple time zones on your calendar and quickly see the local time of your colleagues or clients in other parts of the world.

This feature simplifies the process of scheduling meetings and managing time effectively, eliminating the need to calculate time differences. It reduces the risk of scheduling conflicts and removes the stress of time zone conversions.

Source: The Organized Notebook, 2024

Tip #3: Create Events right from your Gmail

Creating events directly from Gmail can be incredibly helpful, especially if you're setting up meetings or reminders based on your email conversations. This feature allows you to convert your email content into a calendar event with just one click!

The event created will automatically include the email's subject as the event title, and the content of the email can be added to the event description. For example, if you're scheduling a meeting based on an email conversation, the event will include the email thread's history, providing context for the meeting. This ensures that all relevant details are captured and allows for easy reference, as you can view the original email conversation directly from the event in Google Calendar.

This feature is useful in a professional workplace, where you often need to schedule meetings based on email discussions. It streamlines the process, saving you time and effort, and ensures everyone is on the same page regarding the meeting's purpose and agenda.

Source: The Organized Notebook, 2024

Tip #4: Create a Public Calendar Link

Google Calendar allows you to create public calendars, which you can embed on different platforms. This is a great way to share your events or schedules with others and provide them with real-time updates. With public calendar links, members will have no trouble staying informed about each other's availability, deadlines, or upcoming tasks.

Here are the steps to create a public calendar link:

  1. On the left side of your Google Calendar, find "My Calendars" section & click it to expand it.
  2. Hover over the calendar you want to share, click the three dots to the right of the calendar name, and then select "Settings and sharing".
  3. Under the "Access permissions" section, check the box "Make available to public".
  4. If you want others to see the details of your events, hover to the drop-down menu and choose "See all event details". If you only want others to see when you are busy, choose "See only free/busy (hide details)".
  5. Click on "Get shareable link". You can copy the generated link and share it with others.

2024, The Organized Notebook

Tip #5: Share Your Calendar

Sharing your Google Calendar allows others to see your schedule, making it easier to plan meetings, events, or tasks to align with everyone's availability. This can help eliminate the back-and-forth scheduling and ensure everyone is on the same page.

Shared calendars can be a powerful tool to enhance team communication and promote teamwork. By sharing calendars, teams can stay updated about different project timelines, important deadlines, and colleagues' availability.

Sharing your Google Calendar can be done with a few simple steps:

  1. On the left side of your Google Calendar, find the "My Calendars" section & click to expand it
  2. Hover over the calendar you want to share, click the three dots to the right of the calendar name, and then select "Settings and sharing".
  3. Under the "Share with specific people or groups" section, click "Add people and groups".
  4. Enter the person's email address.
  5. From the dropdown menu, select the level of access you want to grant them. This can range from the ability to see only when you're busy to full control over managing events and sharing your calendar.
  6. Click "Send". The person you shared your calendar with will get an email with a link to add your calendar to their own Google Calendar view.

Source: The Organized Notebook, 2024

Tip #6: Calendars of Interest

Another unique feature of Google Calendar is its ability to allow users to browse and add calendars of interest. This feature opens up a world of possibilities, making it so easy to stay in sync with events that matter to you. Whether they are sports events, regional celebrations, or global holidays, Google Calendar has an array of interesting calendars to tailor to your interests.

With a simple click, you can add these calendars to your own and they will appear along with your schedule. You can stay updated on these events in real-time, within your daily schedule, and there is no need to switch between different calendar platforms.

With Calendars of Interest, Google Calendar is more than just a scheduling tool - it's a way to enrich your daily life. By integrating your interests directly into your calendar, Google Calendar helps you stay connected with what you love!

Tip #7: Easy Ways to Select Date Range

Another great tip is to select a specific date range with a drag and drop. This lets you quickly view your events, appointments, and tasks for a certain period, making it easier to manage your time and commitments.

To select a date range in Google Calendar, select the "Start date" and "End date" for your desired date range in the pop-up window that appears on the top left corner. You can customize your calendar view on the top right of the corner to see by day, week, month, year, schedule or 4 days at a time. As you focus on a specific date range, you can better visualize your schedule and quickly identify any potential scheduling conflicts or busy periods.

Source: The Organized Notebook, 2024

Tip #8. Multiple Notifications

Setting multiple notifications in Google Calendar allows you to set up several reminders leading up to an event. For instance, you can set a notification a week before an important meeting, another notification a day before, and a final reminder an hour before the meeting begins.

This multiple notification system is very helpful for busy individuals who have a lot on their plates. It ensures that even if you miss the first notification, you will receive subsequent reminders. By using the multiple notification feature, you can better manage your time and stay on top of your tasks and events.

To set multiple notifications in Google Calendar, follow these steps:

  1. Click on the event you want to add notifications to.
  2. Click on the pencil icon to edit the event.
  3. Scroll down to the "Notifications" section and add as many notifications as you want by clicking on the "Add notification" button.

Source: The Organized Notebook, 2024

Tip #9: Setting Up Multiple Calendars

One of the top powerful features of Google Calendar is its ability to set up multiple calendars. This feature allows you to maintain separate calendars for different aspects of your life such as work, personal, family, or specific projects.

Setting up multiple calendars helps you keep your professional and personal schedules separate. For example, you can have a calendar dedicated solely to your work-related tasks, another for your personal appointments, and another for tracking your fitness routine. Each calendar can have its own color code, making it easy to distinguish between your various schedules at a glance.

To set up multiple calendars in Google Calendar, follow these steps:

  1. On the left side of your Google Calendar, click the '+' next to 'Other calendars'.
  2. Select 'Create new calendar'.
  3. Name your calendar and add a description if desired.
  4. Choose a time zone for your calendar.
  5. Click 'Create calendar'. Your new calendar will now appear in the 'My calendars' section.

Source: The Organized Notebook, 2024

Tip #10: Custom Colors

Customizing your calendar colors is highly recommended if you need to manage multiple calendars or highlight certain types of events. This will visually differentiate between your calendars and specific events, making it easier to get an overview of your schedule at a glance.

For example, you could assign a bright color to important deadlines or a calming color to personal relaxation time. Putting custom colors can add a personal touch to your calendar and positively influence your mood and productivity.

To assign custom colors to your calendars, follow these steps:

  1. On the left side of your Google Calendar, find the calendar you want to customize.
  2. Hover over the calendar name and click the three dots that appear to the right.
  3. Here, you get a range of pre-set colors you can choose from. Pick the one that you prefer.
  4. If you want a specific color that's not in the pre-set options, click the '+' at the bottom of the color options. This will open a color picker where you can choose any color you like. For even more precision, you can enter a specific HEX color code.

Source: The Organized Notebook, 2024

Enjoy the ride and have fun!

Always have fun with the tool to get the best result! Remember, the aim is to make your calendar work best for you and reduce stress from a busy schedule, so take your time to explore and experiment with different layouts, templates, and features. Enjoy the learning process and the journey of creating a scheduling routine that fits your needs perfectly.

We demonstrate all of the tips above with real-life examples in this video, so do check it out and see how Google Calendar can be powerful yet simple to use!

Ready to transform your Google Calendar with more vibrant colors?

Download our Google Calendar Color Schemes & Palette (with HEX Codes) right for FREE below. This will let you transform your scheduling from ordinary to enjoyable with these vibrant colors! 

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