Switching to Calendar from Microsoft Outlook Calendar

3. Create events

In this section:

3.1   Create a new event
3.2   Add guests to an event
3.3   Find a time that suits all guests
3.4   Add a room to an event
3.5   Add files to an event
3.6   Add a video-meeting link to an event

3.1 Create a new event

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Outlook:
Schedule a meeting

Calendar:
Create an event

Create an event in 2016 version

Outlook 2016
 

Create events in 2013 version

Outlook 2013
 

Create an event in 2010 version

Outlook 2010

  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. 

Create events

3.2 Add guests to an event 

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Outlook:
Add attendees to an invitation

Calendar:
Add guests

Add guests in 2016 version

Outlook 2016
 

Add guests in 2013 vesrion

Outlook 2013
 

Add guests in 2010 version

Outlook 2010

  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.

Tip: If you’re not the organizer of the meeting but you have permission to edit the event, you can follow these steps to invite people to a meeting.

Add guests

3.3 Find a time that suits all guests

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Outlook:
Scheduling

Calendar:
Get suggested meeting times or find a time

Find a time in 2016 version

Outlook 2016
 

Schedule in 2013 version

Outlook 2013


Find a time in 2010 version

Outlook 2010

Outlook: AutoPick Next

Autoselect a time in 2016 version

Outlook 2016
 

Autoselect time slots in 2013 version

Outlook 2013
 

Autopick time in 2010 version

Outlook 2010

  Get suggested meeting times:
  1. Click Suggested times.
  2. Select a suggested time. The meeting is automatically updated. 
  3. Click Save.

Choose from suggested times

 
Find a time:
  1. Click Find A Time. You’ll see the local time for guests in other time zones just below their name.
  2. Scroll across the time slots or click the arrows at the top to view different days and available times.
  3. Click a time slot and click Save. The time will be updated in the meeting details.

Find a time to meet

3.4 Add a room to an event

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Outlook:
Add resources

Calendar:
Add rooms

Add a room in 2016 version

Outlook 2016 and 2013
 

Add a room in 2010 version

Outlook 2010

 
  1. Click the Add rooms, location, or conferencing field.

    Note: If you don't see this option, contact your G Suite administrator.

  2. Click Add rooms.

    Based on your work location, number of attendees, and previous room bookings, suggestions automatically appear. 

  3. (Optional) If you need to adjust the criteria for your meeting room, you can click:
    • People Group to specify the required room size.
    • Video Video to specify the need for video-conferencing equipment.
    • Phone Callto specify the need for audio conferencing
  4. Point to the room that meets your criteria and check the box to select the room.
  5. If you don’t see a suitable room:
    1. In the search box, enter another resource or building name, floor, or conferencing equipment (such as Chromebox for meetings). As you enter text, you’ll see results below the search box.
    2. Point to a room to see details, such as room capacity, location, equipment and features.
    3. When you find the room you need, point to it and check the box to select it.

Book a room

3.5 Add files to an event

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Outlook:
Attach file

Calendar:
Add files

Attach a file in 2013 version

Outlook 2016

Attach a file in 2016 version

Outlook 2013

Attach files in 2010 version

Outlook 2010

  1. Click the Add description or attachments field.
  2. Click My Drive or Upload and select your file.
  3. Click Select or Upload. Your file will be attached to the event

Note: If your G Suite administrator doesn’t allow sharing Google Drive files outside of your organization, you can send Gmail attachments to external guests instead.

Add files

3.6 Add a video-meeting link to an event

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Outlook:
New online meeting

Calendar:
Add conferencing

Add a video meeting in 2016 version

Outlook 2016 and 2013
 

Add video meeting in 2010 version

Outlook 2010

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.

Allow conferencing

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