How to Use Google Calendar - Computing Services - Office of the CIO - Carnegie Mellon University (2022)

Office of the CIOComputing Services Services Communication and Collaboration Email and Calendaring Google Mail How to Use Google Mail › How to Use Google Calendar

Your CMU Google Calendar account is more than just a calendar service. It comes with quick access to several Google Workspace for Education tools, including GoogleMail, GoogleContacts, Google Keep, and Google Tasks. You can even integrate with Zoom to automatically create web conference links for virtual meetings.

Log InCalendar BasicsFor DelegatesFor Managers FAQS

Log In to Google Calendar

  1. Visitcalendar.cmu.edu.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.

Customize Your Calendar

Set Up Calendar Notifications

Google Calendar

  1. ClickSettings(top right).
  2. Click Notification settings (left).
  3. Click Notifications and choose Desktop notifications or Alerts.
  4. Choose when to show Snoozed notifications.
  5. Click to enable a notification sound.

Zoom App

  1. Visit cmu.zoom.us.
  2. Click Sign In with SSO.
  3. Enter cmu into the Enter your company domain field, then click Continue.
  4. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
    Note: Never use your personal Zoom account for CMU business or classwork.
  5. ClickProfile.
  6. In theCalendar and Contact Integrationsection, clickConnect to Calendar and Contact Service.
  7. Follow the prompts to grant Zoom access and integrate the service with your new Google calendar.

Log In to Zoom for Google Workspace

  1. OpenGoogle Calendar.
  2. ClickZoom for Google Workspace(right).

  3. ClickSign in.

  4. Scroll down and clickSSO.

  5. Entercmuinto theCompany Domainfield and clickContinue.

  6. Log in with your Andrew userID and password, then authenticate with DUO when prompted.

  7. Click theAllow this app to use my shared access permissionscheckbox.

  8. ClickAuthorize.

  9. ClickConfirm.You will now be able to select Zoom from theAdd video conferencingdrop-down when creating a new calendar event.

Add Google to Your Mobile Device

  • Android
  • iOS

Access a Shared Calendar

  1. Visitcalendar.google.com.
  2. Under Other Calendars(left) click theplus sign(+) and selectSubscribe to calendar.
  3. Search for the calendar you would like to add, thenselect itfrom the list.
  4. Click thearrow(upper left). The calendar should be listed among your available calendars (left).

Shared Calendars

  • Request a Shared Calendar
  • Manage Your Shared Calendar

If someone assigns you as a delegate on their calendar, that means you'll have access to respond to event invitations,create new events, and modify previously scheduled events.Below you'll find guidance for viewing, responding to, creating, or editing events as a delegate.

Create Events on Another’s Calendar

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Click Create (top left). The Event Details pop-up window will display.
  4. Enter a title for the meeting.
  5. Click your calendar name then click the calendar and choose the calendar you would like to schedulefrom the drop-down. Note:In the event details window, your calendar should display as the default.
  6. Click the Date and Time field and indicate if the meeting is all day or to specify a time zone.
  7. Click the Does not repeat drop-down to specify when the meeting repeats (if applicable).
  8. Add any guests you would like to invite to the meeting.
  9. Click Find a time to view a list of suggested times or click More options and then the Find a time tab to view open times side-by-side on guest’s calendars.
  10. Click the Video conferencing drop-down and select Zoom or Google Meet (if applicable).
  11. Add the following additional items as needed:
    1. Rooms - the conference room where the meeting will be held (if applicable).
    2. Location - the physical address of the meeting location (if applicable).
    3. Add description - include details about the meeting.
    4. Add attachment - attach any related materials.
    5. Busy - indicate how the event should appear on a calendar: busy or free.
    6. Default visibility - change this option to list the meeting as Public or Private.
    7. Notification - use this section to customize event notifications.
  12. Click More options for additional features such as customizing guest permissions.
  13. Click Save to send your meeting invitation.

Edit Event Details

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. From within Google Calendar, click the event you wish to modify and make the necessary changes.
  4. Click Save.
  5. You’ll be prompted to Send or not update existing guests.

Manage Event Invites from within Google Mail

If you and your manager have both enabled event notifications for your manager’s calendar, the emails will appear as follows:

  • In your manager’s mailbox with Invitation: in the subject line.
  • In your mailbox with New Event: in the subject line.

To act on an invitation from Google Mail:

  1. Hover your cursor over the invitation and click the RSVP button that appears.
  2. Click Yes, Maybe, or No to indicate your manager’s attendance.

Note: Once you act on an invitation, the message will remain in your mailbox with your selection (Yes, Maybe, or No) highlighted. Since this message is only a notification, not the calendar event itself, you can delete it. Notifications must be set up for each individual calendar.

Manage Invites from Google Calendar

You and your manager can always manage event invitations from Google Calendar, whether or not notifications are enabled. To act on an invitation from Google Calendar:

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Locate the invitation on your calendar.
  4. Click the invite to open it.
  5. Click Yes, Maybe, or No to indicate your manager’s attendance. Note: Clicking no will not remove the invitation notification from your mailbox. You must delete this after acting on the invite.
  6. You may also click the up arrow to propose a new time or send a note.

Note: Once you act on an invitation, the message will remain in your mailbox with your selection (Yes, Maybe, or No) highlighted. Since this message is only a notification, not the calendar event itself, you can delete it.

View a Calendar for Which You Are a Delegate

  1. Visitcalendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
    Note: Calendars for which you are a delegate appear on the sidebar (left) under Other calendars.
  3. Click the checkbox to the left of a calendar to view it.
  4. To customize the calendar color:
    1. Hover your cursor over the calendar name.
    2. Click the menu that appears to the right of the calendar.
    3. Click a color.

When a new invitation arrives in your manager’s inbox, you have the option of managing the invitation from either their email or calendar.

  • Get Started with Google Delegates Quick Reference

A delegate is an individual who has been granted the appropriate permissions to manage another individual's mailbox. Please note thatDelegate permissions are different in Google Mail and Google Calendar.For example,it's possible to give a delegate only calendar permissions, only mail permissions, or both mail and calendar permissions.

Set Delegate Access

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Hover your cursorover your calendar (left), then select themenu(stacked dots) andSettings and sharing.
  4. ClickShare with specific people(left) to view a list of your delegates.
  5. ClickAdd people, search for the delegate, andthen selectMake changes to events.
  6. ClickSend. The delegate will receive an email with a link to add your calendar to theOther calendarssection in Google Calendar.

New to Google Calendar or just interested in new features? Review our answers to common questions.

Can I add a Google shared calendar to my iOS device?

All of your Google shared calendars should show up under My Calendars or Other Calendars. If they don't, follow the steps below to add a Google Shared calendar to an iOS device:

  1. OpenChromeor any other web browser on your iPhone, iPad, or Mac. Note:Make sure you're not logged in with your personal Google account.
  2. VisitGoogle SyncSelect.
  3. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  4. UnderShared Calendars, select thecheckboxesfor the calendars you want to see on your iPhone or iPad.

The calendar(s) should display on your iOS device. Note: It can take several minutes for the calendar to appear. If it does not appear, close the Calendar app and reopen it.

Can I book a conference room in Google Calendar?

Yes. When creating a calendar event:

  1. ClickAdd rooms or location.
  2. Click Add rooms.
  3. Search for a room, select it, and then createyour calendar event.

Can I stop Google Calendar from automatically adding a video conference to my meeting?

CMU's Google Calendar is configured to automatically add web conferencing to meetings where there are one or more participants. After creating an event with Zoom or Google Meet, all future meetings will automatically default to the selected video conferencing option.

Note: You can still change your video conference format or click the X to delete video conference details from an event at any time.

Can I sync my Google Calendar with Cisco Jabber?

Yes! You can sync your Google Calendar with Jabber. Follow the instructions for yourOS.

Mac

  1. Open Cisco Jabber.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Click your profile (upper left) > Preferences.
  4. Click themenu( >> ) to the right of the Callsbutton and selectMeetings.
    Note:If you don’t have this option, please emailtc-help@andrew.cmu.eduto have the calendar activated
  5. Click the Calendar integration drop-down and select Google Calendar.
  6. ClickOKwhen prompted.
  7. Click theJabbermenu on your Mac status bar (upper left) and select Quit Jabber from the drop-down.
  8. Open Cisco Jabber a second time. AGoogle Calendar Login pop-up window will display.
  9. Enter your Andrew email address and click Next.
  10. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  11. Click Allow to grant Cisco Jabber access to your Google account.
  12. Click Calendar (left). Your Google Calendar events display.

Windows

  1. Open Cisco Jabber.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Click your profile (upper left) > Settings.
  4. Click Calendar (left).
  5. Click Google Calendar, then click Apply and OK.
  6. Click the gear icon (upper right) and select Exit from the drop-down list.
  7. Open Cisco Jabber a second time.AGoogle Calendar Login pop-up window will display.
  8. Enter your Andrew email address and click Next.
  9. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  10. Click Allow to grant Cisco Jabber access to your Google account.
  11. Click Calendar (left). Your Google Calendar events display.

How do I check the free/busy time for others using Google calendar?

  1. From within your calendar, click Create > Event.
  2. Add any guests that you would like to invite.
  3. Click Find a Time. A flashing gray bar will appear to assist you in locating an open slot across multiple calendars.

How do I share my calendar with my personal Google account?

  1. Hover over the calendar under My Calendars (left).
  2. Click More icon that appears and select Settings and Sharing.
  3. Under Share with specific people click Add.
  4. Enter the email address of the Google account you would like to share your calendar with and click Send.
  5. Choose the permissions level for your account.
  6. Click Send.

How do I use Zoom in Google Calendar?

The Zoom for GSuite add-in is already installed for your CMU Google account, you will simply need to log in with your Andrew userID and password to enable it.

  1. OpenGoogle Mail.
  2. Click the Zoom for GSuite add-in icon (right).

  3. ClickSign in.

  4. Scroll down and clickSSO.

  5. Entercmuinto theCompany Domainfield and clickContinue.

  6. Log in with your Andrew userID and password, if prompted.

  7. Click theAllow this app to use my shared access permissionscheckbox.

  8. ClickAuthorize.

  9. ClickConfirm.

You will then be able to select Zoom from theAdd video conferencingdrop-down when creating a new calendar event.

Is there a way to set up calendar notifications in the Zoom desktop app?

  1. Visit cmu.zoom.us.
  2. ClickSign In with SSO.
  3. Entercmuinto the Enter your company domain field, then clickContinue.
  4. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
    Note: Never use your personal Zoom account for CMU business or classwork.
  5. ClickProfile.
  6. In theCalendar and Contact Integrationsection, clickConnect to Calendar and Contact Service.
  7. Follow the prompts to grant Zoom access and integrate the service with your new Google calendar.

The Google calendar notification default is ten minutes. Can I change my calendar notifications to fifteen minutes?

Yes. Customers can adjust their default calendar notifications to whatever they like in Google.

  1. Click Settings (gear icon) > Settings.
  2. Click the calendar you would like to change the settings for(left).
  3. Click Event Notifications and update your notifications to the desired time.

Why am I not receiving desktop notifications on Mac?

To enable notifications on Mac:

  1. Click System Preferences >Notifications.
  2. Click your preferred browser.
  3. Enable Allow Notifications (right).
  4. Click Alerts.
  5. Select all four checkboxes to ensure the notifications display.Note: Customers should repeat this process for every instance of the browser that appears (e.g., Chrome will have two entries here).
  6. Click Always Show Previews.
  7. Click Group Notifications by App.
  8. Close System Preferences.

Log In to Services

  • Computing Services Help Center
  • 412-268-4357 (HELP)
  • it-help@cmu.edu

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