Google Calendar / Getting Started with Google Calendar
Schedule meetings
You can add guests to any event to change it from a personal appointment to a meeting. Once you have added guests, you can check their availability to ensure all attendees are free for the event.
Scheduling a meeting
The Meet with box lets you quickly schedule a meeting with specific guests by viewing their calendars and selecting an appropriate time. You can add all important meeting details in the pop-up rather than viewing the meeting screen in full.
Click in the Meet With box on the left-hand side of the screen.
People you meet with regularly are suggested first - click on the person you want to meet with
You’ll see your colleague’s availability, even if you don’t have their calendar showing. Click on a free slot to schedule a meeting, then fill in all details in the pop-up window
Click on Save when all details are added
Confirm you want to send invitations for the meeting
Adding guests to a meeting
To change an event to a meeting:
Click in the Add Guests box on the right-hand side of the appointment screen
Type the name or email address of the person you wish to invite to the meeting
Select the required person from the list of suggestions
Repeat the above steps to add all invitees to the meeting.
Guest permissions
After adding all guests to the meeting, use the checkboxes under Guest Permissions to choose whether guests can modify event details such as the start time, end time or location, or invite others to the meeting.
Finding a time
When you create your meeting, you can check whether all meeting attendees are free during your proposed time. If some attendees are unavailable, you can schedule the meeting at a time suitable for all attendees.
To check guest availability:
Click on the Find a Time tab under the title and date/time of the meeting
All meeting guests and their availability will show. If someone is not available, the time will be blocked with their colour. If a guest has not yet accepted a meeting they have been invited to, the box will be white with an outline in their calendar colour.
The current time you have scheduled for the meeting with show as a grey shaded box which can be dragged around over a time in the calendar that is free for all invitees
Note that if the meeting participants are in different time zones, the selected meeting will show in the correct local time for each participant.
When all meeting details have been added:
Click on the Save button to save the meeting to your calendar and invite all other people added to the meeting
You will be asked if you want to send invitations for the meeting - click on Send to do so
Viewing suggested meeting times
To find a suitable meeting time:
Create an event in your calendar and set the preferred meeting date and time, ensuring both the start and end time are set
Add all guests to the meeting
Click on the Suggested Times link
All times that all attendees are free will be shown - click on the time you wish to use for the meeting:
