Schedule an event with co-workers

 

On this page

• Create an event
• Add a room to your event
• Attach an agenda 
• Add video conferencing
• Invite more people
• Cancel or restore an event

               

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Create an event

Schedule the event and add guests

1. On your computer, open Google Calendar.
2. Optional: If you want to add guests to your event, on the left click Search for people and start typing the names of your guests.
3. Click any time on the calendar that doesn't already have an event scheduled.
4. Add a title to the event, and any event details.
5. Click Save.

Tip: To create a longer event, drag your mouse down the page while you're selecting the time.

Compare guest calendars to find a time 

You can view guests' calendars side by side when you create an event, to find a time everyone is available:

1. Go to Settings  SettingsView optionscheck the View calendars side by side in Day View box.
2. When creating an event and adding guests, set your Calendar to Day view.

There are many other ways to create events. Learn more at the Google Calendar Help Center

Add a room to an event

You can use this feature only if your organization supports it. For help, contact your administrator.
(For account administrators) This feature is not available with all editions of Google Workspace.

1. On your computer, open Google Calendar.
2. Create a new event or open an existing one.
3. If you are editing an existing event, click Edit event .
4. If your account is part of an organization with Rooms, click Rooms. Based on who you invite, you can choose from suggested rooms or search for a new one. Click the rooms or resources you want to add.
   • Important: If you can't add a room to an event, Google Calendar may suggest a shortcut to create a duplicate event where you can book a room. This shortcut creates a single event, without any guests.
5. Click Save.

Tip: Account administrators can add new rooms and resources for users to book by using the Admin console.

Attach an agenda

Calendar can create an agenda for you, or you can attach an existing agenda to your event.

Create an agenda for a new event

1. On your computer, open Google Calendar.
2. Create an event.
3. Optional: Enter the title, time, guests, and other details.
4. Click Add description or attachments Create meeting notes Save.
   • Your meeting notes, pre-populated with event details, are attached to your event and shared with your guests, including those outside of your organization.

Create or attach an agenda to an existing event

1. On your computer, open Google Calendar.
2. Select an option:
   • Click an event  Take meeting notes.
     Pre-populated meeting notes with event details are attached to your event.
   • Click an event  Menu   Attach a document.
     Selected meeting notes are attached to your event.
3. Meeting notes open in a new window. On the right, click Share.

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

Learn more at the Google Calendar Help Center

Add video conferencing

You can use this feature only if your organization supports it. For help, contact your administrator. 

1. On your computer, open Google Calendar.
2. Create an event or open an existing event you have edit access to.
   • For new events, click More options.
   • For existing events, click Edit .
3. In the event, find the conferencing field.
   • To remove an existing video conference, click Remove .
   • To add a new conference, click Add Google Meet video conferencing.
     Tip: To make sure you don't join a meeting with an expired code and to better plan for the future meetings you create, check when meeting codes expire. Learn about Google Meet meeting codes.
   • If you installed a conferencing add-on from the Google Workspace Marketplace, select the conferencing provider from the “Add conferencing” dropdown menu. Learn how to install an add-on from the Marketplace.
4. Click Save.

Add Google Meet video meetings to Calendar events

Invite more people to your event

1. On your computer, open Google Calendar.
2. Click an event Edit event .
3. On the right, under "Guests," start typing the name of the person and choose someone from your contacts. You can also type an email address to invite people who aren't in your contacts list.
   • To mark a guest as optional, next to the guest's name, click Mark optional . If you don't see the icon, hover over the guest's name.
4. When you're done editing your event, click Save.

You can't add people to events that are automatically created from Gmail, like birthdays, holidays, and sports calendars.

 

For details about inviting a large group, visit the Google Calendar Help Center

Cancel or restore an event

Delete an event to cancel it

If you create an event, you can delete the event. This takes the event off your calendar, and off the calendars of everyone else invited.

1. On your computer, open Google Calendar.
2. Click the event you want to delete.
3. Click Delete event .

Restore an event

You have approximately 30 days to restore an event that you deleted by mistake.

1. Open Google Calendar.
2. In the top right, click Settings Trash. You find the events deleted from this calendar.
   • To restore an individual event, next to the event, click Restore .
   • To restore selected events, above the list, click Restore all selected .

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