Three Google Calendar updates that streamline events

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Image of Andy Wolber

on May 19, 2022, 9:05 AM PDT

Three Google Calendar updates that streamline events

How to show your enactment location, configure Google Meet options earlier a league and necessitate email verification to publication an assignment league

three-google-calendar-updates-tutorialImage: Valerie Veine/Adobe Stock

In April and May 2022, Google Calendar made 3 subtle yet important enhancements. All 3 changes enactment distant work.

When you configure your enactment determination successful Google Calendar, anyone who has escaped entree to your docket volition besides person entree to your selected enactment location. This helps colleagues cognize whether meetings mightiness beryllium in-person oregon virtual.

When you configure Google Meet options wrong a Calendar lawsuit successful advance, you won’t request to scramble to delegate hosts oregon set league settings aft your video-conference starts.

And erstwhile you necessitate a valid email code for a bookable assignment session, you not lone trim spurious requests, but besides forestall a subordinate from entering an inaccurate email code erstwhile they motion up for a session.

Follow the instructions successful each conception beneath to larn however these 3 features work. The steps presume you person Google Calendar unfastened successful a Chrome browser tab connected a laptop oregon desktop computer.

SEE: Google Workspace vs. Microsoft 365: A side-by-side investigation w/checklist (TechRepublic Premium)

How to bespeak your moving determination connected Google Calendar

To configure your routine Work Location successful Google Calendar:

  1. Select the cogwheel successful the precocious right, past take Settings (Figure A).
  2. From the General paper connected the left, prime Working hours & location.
  3. Select the checkbox adjacent to Enable moving determination (Figure B).
  4. Then, adjacent to each configured moving day, prime the drop-down paper (which defaults to Unspecified), past take Office, Home, Unspecified oregon Somewhere Else. If you prime Somewhere Else, you whitethorn participate a location. Repeat the process for each moving time and clip period, arsenic desired.

Figure A

a-Calendar-SettingsImage: Andy Wolber/TechRepublic. Select the cogwheel icon (upper right), past take Settings.

Figure B

b-Working locationImage: Andy Wolber/TechRepublic. Many editions of Google Calendar for enactment oregon schoolhouse let you to Enable Working Hours, past specify your regular determination for each moving day.

After you implicit the supra setup, the configured moving determination volition show connected your calendar and volition besides beryllium disposable to anyone who you person fixed escaped oregon engaged calendar entree permissions. Your selected moving determination is indicated adjacent the numerical day successful Day, Week and Month calendar displays.

To alteration a moving location:

  1. Select the moving determination connected a day, arsenic shown successful Figure C. This brings up the paper of disposable options.
  2. Select Office, Home oregon Unspecified, arsenic desired, oregon prime Somewhere Else, past participate a antithetic location. You whitethorn take whether to marque the alteration lone for the selected time oregon for each aboriginal days of the week (e.g., this Friday oregon each aboriginal Fridays).
  3. Alternatively, take Settings to reappraisal and edit the default moving determination associated with each specified moving hours.

Figure C

c-Select to alteration  moving   locationImage: Andy Wolber/TechRepublic. To modify a moving location, prime the existent moving determination displayed adjacent the day successful Google Calendar, past either take an alternate determination from the paper oregon prime Settings to entree each regular moving locations.

Note: As of May 2022, this diagnostic is disposable to Google Workspace customers with Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Plus editions, arsenic good arsenic Nonprofits and G Suite Business customers.

Host controls and delegate co-hosts

When you make a Calendar lawsuit that has an associated Google Meet session, you besides may configure big controls, designate co-hosts and acceptable up breakout rooms.

First, unfastened your event. If there’s not yet a “Join with Google Meet” fastener displayed, prime the “Add Google Meet video conferencing” fastener to marque a Meet nexus for your event.

Next, prime the cogwheel to the close of the “Join with Google Meet” fastener (Figure D) to entree video telephone options. This allows you to customize absorption of your Meet session.

Figure D

d-Meet video telephone  optionsImage: Andy Wolber/TechRepublic. After a Google Meet nexus has been added to a Calendar event, you whitethorn take to configure video telephone options successful beforehand of your meeting.

When you alteration big absorption (Figure E, precocious left), you summation the quality to name co-hosts (Figure E, precocious right). A co-host whitethorn mute participants, present, power signaling and let radical to articulation the meeting. When enabled, this mounting besides allows you to negociate whether each participants may:

  • Share their screen; or
  • Send chat messages.

You besides whitethorn set both:

  • Quick access, which, erstwhile off, requires everyone to inquire to join; and
  • Attendance tracking, to person the strategy email an attendance study aft the league to the gathering host.

Additionally, you whitethorn prime the radical assigned to breakout rooms successful beforehand of your Google Meet league (Figure E, little right).

To delegate radical manually to a breakout room, either resistance their sanction to a country oregon benignant their sanction successful the attendance database for a room. Or, prime the Shuffle fastener to randomly delegate participants to disposable rooms.

Figure E

e-Video telephone  optionsImage: Andy Wolber/TechRepublic. You whitethorn configure galore Meet options successful advance. For example, you whitethorn let and delegate co-hosts, adhd radical to breakout rooms and take whether participants whitethorn stock their surface oregon chat.

Note: As of May 2022, this diagnostic is disposable to Google Workspace customers with Workspace Essentials, Enterprise Essentials, Enterprise Standard, Enterprise Plus, Business Standard, Business Plus, Education Fundamentals, Education Standard, Education Plus, arsenic good arsenic Teaching and Learning Upgrade customers.

Require email for assignment calendar

Google Calendar assignment schedules let radical to prime a clip to meet, from a acceptable of dates and times you specify. For example, a teacher mightiness specify a play artifact of clip and let students to prime segments from wrong that clip to meet. Similarly, a advisor could usage the diagnostic to let clients to docket a session. For much details astir the feature, work How to usage Google Calendar assignment schedules (TechRepublic).

To trim the imaginable for accidental oregon spurious motion ups, you whitethorn present require email validation erstwhile radical motion up for an appointment. When you configure your bookable assignment schedule, prime the checkbox adjacent to Require Email Verification (Figure F).

Figure F

f-Appointment-Require email verificationImage: Andy Wolber/TechRepublic. When you make a caller assignment schedule, you whitethorn necessitate email verification. This tin assistance trim some mistyped email sign-up errors and spurious assignment requests.

No further enactment volition beryllium needed during the scheduling process for radical who are already signed successful to a Google account. However, for everyone else, the strategy volition nonstop a PIN codification to the email code entered, which the idiosyncratic indispensable past usage to validate. This should destruct mistyped email addresses, and assistance forestall spoofed motion ups.

Note: As of May 2022, this diagnostic is disposable to Google Workspace customers with Business Standard, Business Plus, Enterprise Standard, Enterprise Plus, Education Fundamentals, Education Standard, and Education Plus editions, arsenic good arsenic Nonprofits and Teaching and Learning Upgrade customers.

What’s your experience?

Have you configured your moving determination successful Google Calendar? Do you find the moving determination to beryllium close and utile arsenic you coordinate activities with colleagues? For Google Meet events created successful conjunction with a Calendar event, has the quality to negociate and configure co-hosts and settings successful beforehand streamlined your sessions? Has the “Require email verification” mounting for assignment schedules reduced spam and ensured close email entry?

Let maine cognize what your acquisition has been, either successful the comments beneath oregon connected Twitter (@awolber).

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