Google Calendar Guide for Administrative Assistants


In this article

In this article, you will learn about setting up delegated Google calendars, common calendar tasks, and tips and tricks to improve efficiency. View the Google Calendar for Administrative Assistants guide or download it from the Attachments section below.

Google calendar 2017 update

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Key differences between the classic calendar and new calendar

Information in table sourced from Google
Difference  New Calendar  Classic Calendar 
Create events Click plus sign button Click Create button
Event details  Click any event and instantly respond to invitations. See the full guest list, RSVP status, meeting room description, and event attachments. 

You can only see certain information in the calendar grid.
Calendar views 
  • Side-by-side Day view (see each calendar as a separate column)
  • Week 
  • Month
  • 4 day only
  • Schedule
  • Custom view (between 2-7 days or 2-4 weeks) 
  • Year
  • Day
  • Week (can exclude weekends)
  • Month
  • Agenda
  • Custom view (between 2-7 days or 2-4 weeks)
Sharing calendars Get a link and share it with people or groups. Get calendar ID and share it with people or groups.
Join a video meeting Join a video meeting from Detail View or right-click in the Quick Actions menu.  Join a video meeting from the Details View or Edit View.
See co-workers contact information Click an even and hover over a co-worker's name.  images/delete_edit.gif
Quick Actions menu Right-click an event in the calendar grid to join a meeting, change an event's color, and more.  images/delete_edit.gif

Labs

Labs are no longer available. However, many of the best lab features are integrated into the new Calendar, including:

Smart view

Click Today to see what's happening now.

Next meeting

From your calendar view, scroll to see your next meeting or event.

Jump to date

Quickly navigate to dates using the Year view. Or, click Menu to open the mini-month view on the left.

Who's my 1 on 1 with

Click an event and hover over a guest's name to see their contact details.

World clock

  1. In Calendar, click the gear icon.
  2. Under General, click World clock.
  3. Check the box to show world clock.
  4. Optionally, add a time zone.

Year view

Click to expand the view menu, and select Year.

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Need more help?

Visit the Google Calendar Support, Google Calendar Frequently Asked Questions (FAQs) or the Google Apps Learning Center for more information.

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