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Google Calendar FAQs

Setting Up Your Calendar

Q: How do I set the time zone for my calendar?

A: To change the default time zone and other settings, follow these steps:

  1. Access Google Calendar
  2. In the upper right of the page, click Settings
  3. On the General page, in the Language section, select a language
  4. In the Country and Your current time zone sections, select the appropriate options
  5. In the Date format section, select an option
  6. In the Time format section, select an option
  7. Click Save at the bottom of the page

Q: Does Google Calendar have event reminders?

A: Yes, by default, Google Calendar displays a pop-up reminder 10 minutes before an event. You change the reminder time by editing the settings for your calendar.

Q: I set up event reminders, but I still don't see them. Why?

A: To receive event reminders, make sure your Calendar window is open.

Q: Can I change the number of days that appear on my calendar?

A: Yes, you can specify a custom number of days. Click Settings in the upper-right corner of you Calendar window. On the General tab, select a number of days in the Custom view drop-down list.

Q: Can I view the number of the week in my calendar?

A: No, this view isn't available.

Q: Can I show more than one time zone on my calendar?

A: Yes, you can view two time zones in Google Calendar. To add another time zone to your calendar view, click Settings. On the General tab, under Your current time zone, select another time zone in the Additional time zone list.

Q: Can I invite meeting attendees who are outside of Fitchburg State University?

A: Yes, you can send meeting invitations to any email address.

Q:  Will I get a notification if an attendee accepted my meeting invitation?

A: By default, notifications are turned off. But you can turn reminders on, and choose whether to receive a pop-up notification or an email notification:

  1. Access Google Calendar
  2. In the upper-right corner of the page, click Settings
  3. Click the Calendars tab
  4. Under My Calendars, click the Notifications link for your calendar
  5. Choose the settings you want
  6. Click Save

Q: Can I see a list of attendees who have accepted my invitation?

A: Yes, open the event details to see who has accepted your invitation.

Q: Can I set up a recurring meeting?

A: Yes, Google Calendar fully supports recurring meetings. To set one up, in your meeting invitation, select an option in the Repeats drop-down list.

Q: As the meeting host, can I change the schedule by dragging the meeting to a new time on my calendar?

A: Yes, if you drag the meeting to another time, Google Calendar will ask you if you want to notify your guests.

Q: How long do past events stay on my Google calendar?

A: Your past events remain on your calendar forever, unless you delete them. If you want to view past events, make sure you wait a few seconds for Google Calendar to retrieve them for the date you select.

Q: Can I edit just one instance of a meeting in a recurring meeting?

A: Yes. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward.

Q: Can I make a meeting private?

A: Yes, Google Calendar has privacy settings. In the event details, select Private so only others with Make changes to events privileges (or higher) for your calendar can see the event and its details.

Calendar Sharing

Q: I gave another person access to my calendar. Can this employee automatically access my Google Calendar after the migration?

A: Another employee's access to your calendar does not migrate automatically to your Google calendar. However, you can easily re-establish access by sharing your calendar. Instructions on how to share your calendar can be found on the Google G Suite page.

Q: What level of access to others have to my calendar? Are my calendar details public?

A: By default, your calendar's free/busy information is visible to those in Fitchburg State University.

You can also share your calendar with specific people at Fitchburg State University, and can give them one of the following levels of access:

  • See free/busy information only
  • See all event details
  • Make changes to your calendar
  • Make changes and share your calendar with others

Q: If I want to access another user's calendar, such as my manager, does that person need to give me permission?

A: Yes. If you want to access another employee's calendar, that person must give you permission by editing their calendar settings.

Q: If someone shares his or her calendar with me, can I receive notifications when attendees accept invitations to that person's events?

A: Yes, you can set up notifications for a shared calendar. Here's how to turn them on:

  1. Access Google Calendar
  2. In the upper-right corner of the page, click Settings
  3. Click the Calendars tab
  4. On the Calendars tab, click the Notifications link for the calendar
  5. Choose the settings you want
  6. Click Save

Q: If someone shares his or her calendar with me, can I hide the calendar?

A: Yes, you can hide the calendar by clicking it in your list of calendars on the left of your calendar view.

Meeting Invitations

Q: If I'm invited to a meeting, can I propose a new time for it?

A: Not directly, but there's an easy workaround:

  1. Open the invitation
  2. Under Are You Coming? select Maybe
  3. Do one of the following:
    • To propose a new time to the host only, enter your proposal in the Add a Note field.
    • To propose a new time to all the attendees, click the Email guests link in the upper-right corner to send your new proposal in an email message to one or more attendees.

Q: Can I forward an invitation to another user?

A: You can if the meeting host selected the option to allow guests to invite others. Here's how to forward an invitation:

  1. In your meeting invitation, click Add guests
  2. Type the email address to which you want to forward the invitation
  3. Click Save
  4. Google Calendar will ask you if you want to send an invitation to the new guest

After accepting the invitation, the new guest will receive updates to the meeting from the host. Note that the meeting host is notified by email that you invited another attendee.

Q: If someone outside of Fitchburg State University sends me an invitation from another type of calendar, can I accept the invitation on my Google calendar?

A: In most cases you can. When possible, Google Calendar inserts an Add to Calendar link in the invitation. Click the link to add the invitation to your Google calendar. Otherwise, if the invitation is in the standard .ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the .ics file and upload it to Google Calendar.

Other Calendar Questions

Q: I don't receive an email notification when an attendee responds to my meeting invitations. Why?

A: By default, invitation replies are turned off in Google Calendar. You can turn them on by editing your calendar settings.


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