Applying Google Calendar to MLS Tutorial

1. Applying Google Calendar to MLS Tutorial Purdue University Time Masters: Ashley Brutus Yingchi Chen Luke Gudeman Misha Nazareno Blake Polak

2. What is Google Calendar? • Free online shareable calendar service • Maintained by a 3rd party server: Google Corporation • Features: adding and sharing calendar events

3. How to Create a Google Account

4. Creating a Google Account: Step 1 • Go to: www.google.com/calendar

5. Creating a Google Account: Step 2 • Click on the link: “Create a new Google Account”

6. Creating a Google Account: Step 3 • Enter the required information: -Email address, name, password, country, time zone, word verification • Agree to Terms of Service

7. Creating a Google Account: Step 4 • Go to your previously provided email account • Open verification email sent by Google • Click on the verification link

8. Getting Started with Google Calendar Now that an account has been created, Let’s get started with using the Google Calendar

9. Different Views of Google Calendar • Views can be switched on Calendar by clicking on the view tabs. • This is the day view.

10. Different views of Google Calendar Week View Month View

11. Different views of Google Calendar Next 4 days View Agenda View

12. Scrolling Through the Calendar • Scroll through calendar by clicking on the “forward” and “backward” tabs • The Keyboard shortcuts for this are “k” forward and “j” backward

13. Displays of Google Calendar • Groups of days can be compared side by side if the user highlights the dates together on the mini calendar. • They will then be shown on the calendar so one can compare what is going on each day.

14. Popup Windows On Google Calendar • When events re clicked, a popup appears with additional information of the event.

15. Adding Events to the Calendar

16. Adding an Event with a Forum: Step 1 • Click ‘Create Event’ located in the upper left hand corner of the Google Calendar screen

17. Adding an Event with a Forum: Step 2 • Fill out the required information for your event

18. Adding an Event with a Forum: Step 3 Click ‘Save’ and the event will appear on the calendar

19. Adding an Event with a Forum: Step 4 • To edit the event double click on the event and make the necessary changes • This Box will reopen and edits can be made at any time

20. Importing Events from Other Programs: Step 1 • Click on ‘Add’ above the ‘My Calendar’ box on the left hand side of the Google Calendar page

21. Importing Events from Other Programs: Step 2 • After clicking on ‘Add’ select ‘Import Calendar’ from the pop-up box

22. Importing Events from Other Programs: Step 3 • Select the File of the Calendar from another program • Complete Steps 2 and 3 by pressing the ‘Import’ button

23. A Special Note on Gmail • When an invitation is received look to the left of your Gmail toolbar • There will be a ‘Calendar’ choice on the task bar • Follow the instructions and the invitation will be added to the Google Calendar

24. Sending Invitations

25. Sending Invitations: Step 1 • Click on the ‘Create Event’ on the left side of the calendar

26. Sending Invitations: Step 2 • Fill out the Forum • The Guest’s emails should be entered in the Guest section • Email Addresses should be separated by commas

27. Guest RSVP’s • When you receive a conformation email the person’s information will be updated to the event’s information • (note: The recipient does not need to have Google Calendar) • This is what a guest will receive • They are able to accept or deny the invitation • The Calendar will receive information of the guests status when the RSVP

28. Guest Comments • Those invited to events have the opportunity to comment on the invitation page at the time they RSVP for the event • The host can disable this feature if necessary

29. Event Reminders • Event Reminders can be set up after clicking on ‘Create Event’ • Notification by email, text messages and Pop-ups are all available

30. Searching for Events

31. Searching for Events: Step 1 Searching by Time and Location • Enter the times and locations of interest HERE (found at the top of the Google Calendar Screen) • Google will display all relevant events • Similar to a informational Google search • In this application PUBLIC events and details are available to browse and can be moved directly to the Google Calendar

32. Managing Multiple Calendars: Create Multiple Calendars

33. Step 1: Click the “Add” on the top of the “My calendar” to get started. Create multiple calendars: Step 1 • You can set up multiple calendars for different areas of your organization. • You can manage all different calendars easily and also make different privacy for each calendar.

34. Create multiple calendars: Step 2 Step 2: Choose “Create a new calendar”.

35. Create multiple calendars: Step 3 Step 3: Create a new calendar name, description and location.

36. Create multiple calendars: Step 4 Step 4: New Calendar is created and shown here!

37. Subscribe to additional calendars Managing Multiple Calendars:

38. Subscribe to additional calendars: Step 1 • You can add a public calendar, a friend’s calendar or a URL into your calendar. Step 1: Click the “Add” on the top of the “My calendar” to choose “Add a public calendar”, “Add a friend’s calendar” or “Add by URL”.

39. Subscribe to additional calendars: Step 2 • Add a public calendar. Step 2: Choose any public calendar you like to add.

40. Subscribe to additional calendars: Step 3 • Add a friend’s calendar. Step 3: Enter your friend’s Email address to add.

41. Managing Multiple Calendars: Modifications

42. Showing and hiding calendars • You can show and hide events from different calendars to customize what you see. Click the check boxes to show and hide events from different calendars.

43. Changing the color of the calendar • You can change the color of events from different calendars. Click the triangle next to a calendar name to pick a new color.

44. Calendar Sharing settings: Setting your privacy for different calendars

45. Setting your privacy for different calendars: Step 1 • You can share an entire calendar to public (share with the world!) or share with individuals that you specified. Step 1: Click the triangle next to a calendar name to choose “Share this calendar”.

46. Setting your privacy for different calendars: Step 2 Step 2: Share an entire calendar with everyone or share with specific people.

47. How to link out to your Google Calendar from your own site

48. Step 1 • After logging into your Google calendar account, click on the “Settings” link in the upper right of the screen

49. Step 2 • From there, click on the “Calendars” link under the heading, “Calendar Settings”

50. Step 3 • From there, click on the “Share this calendar” link under the heading, “Sharing”