Google Calendar Tips!

By | August 5, 2014

Lately, I’ve been giving some training in the use of Google Calendar. In the process I have learned a few tricks myself, and have been given feedback on things that people found most useful, which I thought may be good to share here!

Tip 1: Clear your Calendar clutter by hiding early hours and weekends.

At the time of writing, if you want to hide certain hours of the day on your Calendar, you need to use a Labs gadget. To do this, open up Google Calendar, go into ‘Settings’ and click on the Labs tab. The first gadget to appear is “Hide morning and night” – click the ‘enable’ button next to it, and hit Save. There are a number of very useful other gadgets in the Labs section, such as ‘Next Meeting’ which may be worth taking a look at!


Go into Calendar Settings

Check out the Labs area

Check out the Labs area


Now we are back on the Calendar view, you should now notice some drag-able lines on the time section of your calendar. When you click and drag this line forwards or backwards you can change the times of day that are now eliminated from your Calendar view!

Hiding weekends is actually really simple, but the option for it is hidden in plain sight among a plethora of other settings. To hide weekends, go back into ‘Settings’ and scroll down to the ‘Show Weekends’ option, and tick No, then hit Save. Done!

Tip 2: Manage your Calendar without an internet connection.

“What is this fantastical wizardry?” I hear you cry! Well, Google have developed a way (using Chrome of course) to provide an asynchronous method for you to update your calendar. Once enabled, you can make any necessary changes to your calendar while offline –  these changes are cached on your device, then sent up to the Google servers once you regain an internet connection. Pretty clever, but also quite complicated to set up, but Google have the instructions here.

Tip 3: Calendar Sharing: share it with everyone in one go.

calsharingThere are a number of ways to share your calendar without having to make it ‘Public’ (to the whole web). You may already know that you can add specific people by email address to your list of shared users, however if you need to add a bulk list of people (and you have all their email addresses), you can enter them all in a single line, as long as each one is separated by a comma.

 Tip 4: Calendar Colours

calcoloursThis may come in really handy if you are trying to look at multiple calendars (whether your own or other peoples’) in one view. On the left hand side under ‘My Calendars’ or ‘Other Calendars’, you can see the coloured box next to each Calendar you have up on your screen. If you hover over any of the Calendars there, you can click on the arrow that appears next to it, and edit the colour. You can even create custom colour combinations by clicking ‘Edit Colour…’

Sometimes you may want to change the colour of a specific event, rather than the whole calendar, like in the example below.


Calendar showing different event colours

To do this, click on the event you have created and click ‘Edit Event’ – this will take you to a new window with all of that particular event’s details. In there is an option to change the Event Colour to one of a selection of basic colours.


Choose a new colour for your event

It is worth noting that Calendar colour schemes you choose will only apply to you personally, and not to other people you may share your calendar with. They will not see their own calendar view as you do (unless they choose to replicate it in the exact same way), as calendar colours are personal settings bound to your account.

I hope you found some of these useful, let us know if you have any tips of your own and I will add them to the post!  🙂

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