How to use Google Calendar

Google Calendar is still the easiest way to manage your day. Here's how to use it

There’s a myriad of tools, online and off, for organizing your life, but one of the easiest to access and use is Google Calendar. With options for setting specific dates and times for events and reminders, notifications sent to your email, and the ability to keep others in the loop about what you’re doing, it’s a versatile tool with a ton of features.

To take advantage of all that, you need to learn how to use Google Calendar. Fortunately, it’s easier than you might think and in this guide we’ll teach you everything you need to know. In just a few clicks, you’ll have your schedule for the next few weeks mapped out, and you’ll never forget a birthday again.

For more help with Google’s online tools, here’s some great tips for using Gmail, and everything you need to know about the Google Assistant.

Use your Google Account

To be able to use Google Calendar, you need to have a Google Account. If you have one of those already — and you do, if you ever logged in to Gmail, YouTube or any other Google applications — click through to Google Calendar and skip forward to the next section. If you don’t, follow the steps below to create one.

Step 1: Go to the Google Calendar homepage. When presented with the Google Account login page, click “More options,” followed by “Create account.”

How to use Google Calendar -- Make a Google Account 01

Step 2: Fill out all of the relevant information in the account form and click “Next step” to continue.

Step 3: Google may ask you to verify your account using a mobile device. Do so and then you’ll be sent through to the welcome screen.

You now have a Google account that can use all of its services, and that includes Google Calendar.

Creating an event

Arguably the most important element of a calendar is making sure you are reminded of important dates. To do that with Google Calendar, you need to create an “event.” Here’s how to do so.

Step 1: Find the date and time that the event is taking place on. Click the corresponding block. Alternatively, click the red “+” button in the bottom right-hand corner.

Step 2: Choose whether you want this to be an event with extra details or a simple reminder. Reminders can be set up to repeat on a regular basis, whereas events are designed as one-off occasions that you need notifying of.

how to use google calendar googlecalendar01

Step 3: Type in a title for your event and use the timing options to select how long it will last.

how to use google calendar googlecalendar02

Step 4: If that’s all you need, hit the “Save” button, but if you want to add more detail, click “More Options.”

Step 5: On the page that appears, you’ll be given a chance to create a guest list and invite people to it, set up notifications to your email address at specific times, add a location, and add a detailed description of what’s happening.

how to use google calendar googlecalendar03

Guest lists

If you have a lot of friends and family coming to your event, it can be handy to create a guest list, and you can do that right within Google Calendar’s “More options” menu. For a look at how to organize everything on your mobile device, here’s a few alternatives.

Step 1: Select your big event and head into “More options” as before.

Step 2: On the right-hand side you’ll notice a section specifically for “Guests.” Decide whether you want your guests to be able to invite others and see the total guest list — and even modify the event itself — using the tick boxes.

Step 3: When that’s decided, click the “Add guests” box and begin inputting names. If guests are already part of your Google address book, a real name will suffice. If not, you’ll need to input their full email.

how to use google calendar googlecalendar04

Step 4: When you have populated your guest list, if the event is fully detailed, press the “Save” button. A notification will appear asking you if you want to email the guests. Clicking “Send” will furnish them with an email telling them about the event, who’s going, and asking them whether they will be able to attend.

how to use google calendar googlecalendar05

Sharing your calendar

Although you can invite people to events, if you want someone or a group to know exactly what you’re up to in the coming weeks and months, you can always share your entire calendar with them. Here’s how to do it.

Step 1: On your main calendar page, look to the left panel where you’ll see “My calendars.” Hover over the calendar you wish to share and click the three dotted menu icon that appears on the right, followed by “Settings and sharing.”

how to use google calendar googlecalendar06

Step 2: The menu that appears has a lot of options, but you are looking for the third box down, “Share with specific people.” Click the “Add people” link, and then input names or email address as applicable.

how to use google calendar googlecalendar07

Step 3: When you have added who you want to share the calendar with, you can also tweak how much control they have over it.

how to use google calendar googlecalendar08

Step 4: When you’re happy with your sharing settings, click the “Send” link to make people aware of their new insight into your schedule, and their ability to modify it. If you want to continue adding to or tweaking your calendar after that, hit the back arrow in the top left-hand corner.


5G your old phone: HTC’s 5G Hub is now available for pre-order from Sprint

HTC almost made a phone. The HTC 5G Hub runs Android 9 Pie, has a Qualcomm 855 processor with the X50 modem, 4GB of RAM, and an HD touchscreen -- but it's a hot spot designed to connect to 5G networks.
Home Theater

What is Android TV? Google’s smart TV software fully explained

Google's Android TV might not be a household name yet, but with growing support from brands like Sony, it will be soon. But what exactly is Android TV, how do you get it, and what are the benefits? We explain it all.
Smart Home

Before you sell your Google Home Mini, here's how to factory reset it

If you’re thinking about swapping out Google's entry-level smart speaker, you can get a few bucks in cash or trade-in value out of your device. You’ll need to wipe your device first though. Here's how to factory reset a Google Home…

Hey Google, let’s order out: Food delivery comes to Search, Maps, and Assistant

If you love your takeout, then Google's new online food ordering system is sure to bring a smile to your lips. You can now order takeout from Google Search results, Google Maps, or by using Google Assistant and pick your delivery service.

Windows 10 notifications driving you crazy? Here's how to get them under control

Are the notifications on Windows 10 annoying you? Here's our guide on how to turn off notifications in Windows, and how to manage alerts so that the important stuff still gets through.

The 15 best tech jobs boast top salaries, high satisfaction, lots of openings

May may be coming to an end, but the bonanza of tech jobs just keeps coming. High paying jobs abound at companies where people love to work. If you’re not satisfied with your current situation or are ready to make a change, this is a…
Social Media

A fond farewell to Grumpy Cat, the internet’s most famous feline

We say farewell and fondly remember Grumpy Cat, the internet's famous frowning feline and a genuine sweetheart, who died at the age of seven. Even tempered and tolerant, Grumpy Cat was in real life the opposite of her online persona.
Social Media

Be the master of your own Insta-verse with multiple Instagram accounts

Whether you own a small business or have separate Instagram accounts for your five cats, we'll walk you through the process of switching between your multiple accounts on your Apple or Android devices.
Movies & TV

Tired of Netflix? Here's where to find free movies online, legally

We've spent countless hours digging around the web to find the best sites for streaming free movies online. Not only are all of these sites completely free to use, they're also completely legal and trustworthy.

Gmail logs your purchase history, undermining Google’s commitment to privacy

Google has tried to portray itself as privacy-focused. But a new report shows Google tracks many of your online purchases, even if they are bought from a non-Google affiliated store like Amazon.

Whether you want to edit, sign, or append, PDFs, these are the best PDF editors

While there are plenty of PDF editor options online, finding a solution with the tools you need can be tough. Here are the best PDF editors for your editing needs, no matter your budget or operating system.

Creators of WhatsApp attack software face lawsuit from Amnesty International

This week a spyware attack was launched on WhatsApp. Now the Israeli firm linked to that attack is facing a lawsuit from human rights NGO Amnesty International, alleging their software has been used to surveil human rights defenders.
Social Media

Millions of Instagram influencers reportedly had private data exposed online

As many as 49 million Instagram influencers have reportedly had their private data exposed in an online database that had no password protection. The database was apparently created by a marketing firm and has been taken offline.
Emerging Tech

Elon Musk thinks Starlink satellite internet could be online before 2021

Elon Musk's ultra-ambitious Starlink space internet project may take until November 2027 to be fully operational. However, some level of service could be offered as soon as next year.