Switching to Calendar from IBM Notes

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Now that you've switched from IBM® Notes® to G Suite, here are a few tips. They'll help you start using Google Calendar to manage your events.


Get Calendar: calendar.google.com | Android app | iOS app

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Comparison at a glance

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In IBM Notes... In Calendar...
Schedule a meeting
Create an event
  1. In Calendar, choose an option:
    • Click an empty time slot in the calendar grid.
    • Click PlusCreate.
  2. Add an event title, date, and time.
  3. (Optional) To create the event on another calendar you have edit access to, at the bottom click your calendar name and select another calendar. 
Invite people to a meeting
Invite people to an event
  1. In the Add guests field, enter the first few letters of a person’s name or email address. Matching addresses in your organization’s directory appear as you enter text.
  2. Click a suggestion to add that person to the event. If no suggestions appear, enter your guest’s full email address. After you add a guest to your event, their calendars appear alongside yours.
  3. (Optional) You can add a Google Groups mailing list address to invite a large group of people at once.
    For more information about inviting a large group, see managing large events in Calendar.
  4. (Optional) To check your guest's availability, choose an option:
    • To open your calendar and see your guest’s calendar and availability, click See guest availability.
    • To see a list of suggested meeting times for guests, click Suggested times and select an option. 
  5. (Optional) To mark a guest’s attendance as optional, point to the guest's name and click People People.
  6. (Optional) To allow guests to modify the event, invite others, or see the guest list, click Guest permissions and check the appropriate boxes.
Schedule a conference call using Sametime® or IBM SmartCloud®
Add a video meeting to an event using Hangouts Meet

Click Add conferencing to add a Hangouts Meet video meeting in your event. Or, install a third-party conferencing add-on. You can also add a live stream

For G Suite Enterprise edition accounts, a dial-in phone number and PIN are also added. Guests can call in to the meeting by phone if your G Suite administrator has turned this option on.

Set alarms
Create notifications
  1. When you're creating your event, at the bottom, click More options.
  2. Click Add notification.
  3. Select a time period for notifications.
  4. (Optional) To add another notification, click Add notification and repeat steps 2-3.
Create a calendar entry from an email
Add an event from an email

Any invitations to events appear on your calendar. In Gmail, you can reply to the invitation, and it updates your calendar.
 

Share calendars and set permissions
Share calendars and set sharing permissions
  1. Click Settings Settingsand thenSettings.
  2. Under Settings for my calendars, click your calendar.
  3. Under Access permissions, choose how you want to share your calendar—only with your organization, or publicly on the web.

For more details, or to share your calendar with specific people, see Get started with Calendar.

Choose your calendar view
Choose your calendar view

 

  1. At the top right in the calendar view box, click the Down arrow Down arrow and choose an option:
    • View a calendar by day, week, month, or year
    • View your schedule
    • Hide or show weekends
    • Hide or show declined events
  2. To view multiple calendars side-by-side in day view—select Day view and check the boxes next to the calendars you want to see.
  3. To view the next or previous day’s calendar—next to Today, click Next Next arrow or Previous Back arrow.

 

Create task lists
Create task lists
  1. Choose an option:
    • In Calendar, on the right, click Tasks Tasks.
    • If it’s the first time you’re opening Tasks, at the bottom, click Get Started. (If you don’t see Tasks, at the bottom right, click Show side panel Back arrow.)
  2. (Optional) To create a new task list:
    • At the top under Tasks, click the Down arrow Down Arrowand thenCreate new list.
    • Add a name and click Done
  3. (Optional) To  change lists, click the Down arrow Down arrow and select a list.
  4. Click Add a task Add and enter a task.
  5. (Optional) To add details or a due date, click Edit Edit.
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