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Tips to manage your time in Calendar

Google Workspace productivity guide

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Create task lists

You can keep track of your daily tasks, organize multiple lists, and track important deadlines by using Google Tasks in Calendar.

Click on the pencil to add a task.

Learn how
  1. Open Google Calendar.
  2. On the left, under “My calendars,” select Tasks.
  3. Choose an option:
    • In your calendar, click an empty slot on your calendar.
    • In the top left, click Create.
  4. Click Task.
  5. Enter a title and description.
  6. To add the new task to a specific list, choose one from the drop down.
  7. Click Save.

 

 

Make notes in Google Keep

You can easily keep track of important notes, while working in your Calendar. Just open Google Keep!

Click on Keep to take a note.

Learn how
  1. Open Google Calendar.
  2. On the right, click Keep .
  3. To Add a note or list, click + Take a note or New list New list.
  4. To edit a note, click a note and enter a message.
  5. Click Done.

 

 

Set out of office status

If you plan to be out of the office, update your calendar so co-workers know you’re away from work.

Mark days out of office.

Learn how

When you indicate that you’re out of office, your calendar will automatically decline all meetings during that time.

  1. On your computer, open Google Calendar.
  2. At the top of your calendar, click the first date you’ll be out of the office.
  3. Click Out of office.
  4. Select the dates that you’ll be out of the office. You can also specify a time.
  5. Optional: To schedule out-of-office events that repeat, below the day and time you select, click the drop down menu next to “Does not repeat” and then choose a frequency.
  6. Optional: Change your decline settings and edit your decline message.
  7. Click Save.

 

 

Schedule focus time

You can reduce distractions while you work by blocking out time in your calendar to let you focus on what you need to do.

To schedule a focus time event, you must have a work or school account. If you can’t find the focus time option, it may not be available for your organization.

Learn how

Important: You can only create focus time events from Day and Week views. The events must have a specific start and end time.

  1. On your computer, open Google Calendar.
  2. Click the time you want to schedule focus time.
  3. At the top of the event, click Focus time.
  4. Select when you want your event to begin and end.
  5. Set your focus time preferences:
    • To receive notifications for Chat messages, next to "Do not disturb," deselect the box.
    • To automatically decline meetings during focus time, next to “Automatically decline meetings,” check the box.
  6. Click Save.

Tips:

  • When you deselect Do not disturb, it becomes the default setting for new focus time events.
  • By default, focus time declines new and existing meetings. However, you can update your focus time settings to “Only decline new meetings.”

 

 

Create appointment slots

Important: Until July 17, 2024, you can still create, book, and delete appointment slots. Starting July 18, 2024, you can no longer use or book appointment slots. To allow others to schedule appointments on your calendar, you can use appointment schedules. Learn more about appointment schedules.

Turn blocks of time on your calendar into appointment slots that others can book. Booked appointments appear on your calendar so you know who you're meeting and when.

Learn how
  1. Using your work or school account on a computer, open Google Calendar.
  2. Make sure that you're in Week view or any Day view.
  3. Click anywhere in the calendar. In the event box that pops up, click Appointment slots.
  4. Enter the details, including a title, and pick the calendar where you want the event to show up.
  5. To add more information, like a location or description, click More options.

Tip: If you want to make the appointment block repeat, do so before you invite others to reserve a slot. When you make an existing appointment block with reserved slots repeat, the reserved slots get duplicated as new slots and double booking can occur. Learn how to make events repeat.

Your appointment block shows as a single event on your calendar, with a grid symbol Appointment in the top-left corner. As people book appointments, they'll appear as regular events overlapping the appointment block.

Learn more at the Google Calendar Help Center

 

 

Check guest attendance

If you need to track attendance for your event, you can instantly see who’s accepted or declined your invitation, and who’s proposed a new meeting time.

Learn how
  1. In the Calendar grid, click the event.
  2. Go to the Guests field to see a list of responses from your guests. You might have to click the Down arrow Down arrow to see the responses.

 

 

Schedule private or personal events

You can add personal events to your work calendar where details aren't shown to other people. For example, schedule a doctor appointment or personal sports event and set the visibility of your event to Private. You'll see event details on your calendar, but for others the event shows only as "busy."

Learn how at the Google Calendar Help Center


Google, Google Workspace, and related marks and logos are trademarks of Google LLC. All other company and product names are trademarks of the companies with which they are associated.

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