Google Calendar FAQ and Essentials Video

Need some help with Google Calendar? Find out the Google Calendar essentials in our Google Calendar Essentials Video and get answers to the most frequently asked questions about Google Calendar.

Google Calendar Essentials Video

Google Calendar Essentials Video Content

Learn the essentials for using your Google Calendar.

01:21 - Activities covered in this video

01:51 - Create and edit events

05:45 - Invite guests

06:35 - Find a time

07:45 - Suggested Times

09:10 - Share a calendar

10:10 - Share a calendar with specific people

11:45 - Create a secondary calendar

13:18 - Add a friend's/colleague's calendar

14:35 - Resource Calendars for Google Apps for Business and Education

14:50 - Create a Resource Calendar

16:15 - Add and share a Resource Calendar

17:09 - Use a Resource Calendar

18:26 - Reminders and Notifications

18:55 - Set default reminders

20:18 - Set specific reminders

20:35 - Notifications

21:35 - Google Calendar Offline

21:41 - Requirements for Google Calendar Offline

22:33 - Configure Google Calendar Offline

23:15 - Google Calendar Offline Settings

23:43 - Use Google Calendar Offline

Google Calendar FAQ

What is Google Calendar?

Google Calendar is part of the Google Apps package and is, unsurprisingly, a calendar app. It was first launched in 2006 and officially left its extended beta during 2009. Google Calendar allows users to create events for specific dates and times, set reminders, invite guests, set events to recur, and more. Google Calendar is primarily web-based, but there are also Android and IOS (iPhone, iPad) apps available.

Why did Google create Google Calendar?

Google created Google Calendar to complement their suite of productivity and office software and offer an alternative to Microsoft Outlook and its other competitors and  to provide users with a convenient and efficient way to manage their schedules. Google Calendar allows users to manage their time and events within Google software, while collaborating with others, making it a vital part of the Google Workspace (Formally GSuite & Google Apps) service for any business.

The goal of Google Calendar was to help users stay organized, remember important dates and appointments, and keep track of their schedule all in one place. By providing a user-friendly interface and a range of useful features, Google aimed to make scheduling and time management more efficient and streamlined for everyone.

How does Google Calendar compare to the alternatives?

When compared to other popular calendar applications like Microsoft Outlook and Apple iCalendar, Google Calendar has a few distinct advantages. One key advantage of Google Calendar is its accessibility - since it is entirely browser-based, it can be used on any internet-enabled device and uses limited system resources. This allows users to easily manage their schedule and access their calendar data from anywhere, with only limited resouces required.

Another advantage of Google Calendar is its integration with other Google products like Gmail and Google Drive, which can streamline and simplify the scheduling process. Google Calendar remains a popular choice for users who prioritize accessibility and ease of use in a calendar application. With its constantly evolving feature set and focus on user experience, it's a great option for individuals and businesses alike.

How much does it cost?

The service is available for individual users free of charge, with all of its features included. For busineses the pricing for Google Workspace (formerly known as G Suite) varies depending on the type of plan and the number of users. There are three main plans available: Basic, Business, and Enterprise. Google Workspace Basic: This plan costs $6 per user per month and includes Gmail, Calendar, Drive, Docs, Sheets, Slides, and Forms.

How do I sign up?

Once you have a Google account, follow these steps to start using Google Calendar:

To customize your calendar, you can change the view, add additional calendars, and adjust your calendar settings. That's it! You are now ready to use Google Calendar to manage your schedule and appointments.

Is it available in all countries?

Yes, Google Calendar is available in most countries worldwide. The service can be accessed from any internet-enabled device with a web browser, making it accessible to a global audience. Google offers its services, including Google Calendar, in many different languages to accommodate users from various regions and countries. It also supports more than 30 languages. However, it is important to note that some features or aspects of Google Calendar may not be available in all countries, due to local laws and regulations. 

What are the requirements for using Google Calendar?

Google Calendar is compatible with Chrome, Firefox, Internet Explorer, and Safari. The latest major releases of each of these browsers are supported, but there may be compatibility issues with older browser versions. Google support major releases as soon as they come out, and immediately cease support for the third-oldest version, so make sure to keep whatever browser you use up to date.

In addition, JavaScript and cookies are both required to be enabled on any browser.

What about using it on Smartphones and Tablets?


For Android users, getting hold of Google Calendar couldn’t be easier. Just visit the Google Play store and search for the official Google Calendar app, which also comes pre-installed on many Android devices. This app offers most of the features of the web application but is designed with easy touchscreen navigation in mind.

iPhone and iPad

For iOS users just visit the iTunes App Store and install the official iOS Google Calendar App. The app provides different ways to view your calendar so you can quickly switch between month, week and day views. You also get Events from Gmail: flight, hotel, concert, restaurant bookings and more are added to your calendar automatically.

Am I stuck with only one calendar?

Not at all, Google calendar allows you to set up multiple calendars, and separately colour code each one, making it simple to keep your work events separate from personal projects, or anything else. It’s also possible to set some calendars to be shared while keeping others private - so you can keep a collaborative calendar running without having to give anyone access to your personal events.

How do I add a new calendar?

To add a new calendar use the drop-down next to ‘My Calendars’ on the left of the screen, and select ‘Create new Calendar’. From here, fill out the relevant details, select whether to make it public or private, who to share it with and you're done.

How do I share a calendar?

When making a new calendar, there’s the option to share it with specific people based on email addresses. Simply enter someone’s email address, select how much control they’ll have over the calendar, and that’s it.

To share an existing calendar with someone else, simply use the drop-down arrow next to its name, then ‘Share this calendar’ and add people as above.

Can I share my calendar with non-Google users?

Absolutely - select Calendar settings from the drop-down for a specific calendar. From here, go down to ‘Calendar Address’ and select the HTML option. This will give you a URL that you can share with anyone who doesn't have a Google account so that they can see your calendar. Be aware that this makes the calendar viewable to anyone who can access the link, so anyone in the world can see it.

Does Google Calendar come with any existing calendars?

Yes: use the drop-down next to ‘Other Calendars’ on the left-hand side, and then select ‘Browse Interesting Calendars’. From here you can add national holidays for a variety of countries, prominent sport fixtures, and others such as the weather, phases of the moon, and more. You then have the option to either preview these calendars, or subscribe to add them permanently to your calendar view.

Example Calendars you can subscribe to? 

eg Subscribe to a sports calendar?

To subscribe to a sports calendar in Google Calendar, you can try searching for the team or league you're interested in, along with the term "schedule" or "calendar." Here's an example URL for subscribing to the NBA schedule in Google Calendar:


Click on the "Add" button to add the calendar to your Google Calendar

The calendar will now appear in your Google Calendar and will automatically update with the latest schedule information for the NBA.

What viewing options are there?

Google Calendar offers plenty of options here. The default settings are to view a day, a week, or a month at a time, but there’s also a custom option that you can set from 2 days to 4 weeks. To alter this, go into Settings, and scroll down on the General tab until you reach ‘Custom view’.

Within this Settings screen you can also choose whether to display weekends or not, what day the week should start, and which screen you want Google Calendar to default to when you open it.

Can I use Microsoft Outlook with Google Calendar?

Yes, if you pay for Google Apps for Business, you can install Google Apps Sync for Microsoft Outlook, which you can find here:

This is only applicable to Google Apps for Business users, and free Google Calendar users will not be able to sync up to Outlook.

How secure is my data in Google Calendar?

Google stores all of your Google Calendar data encrypted, meaning that it’s safe from any unwelcome eyes. In addition to this encryption, you retain full ownership of your data. That means you aren't just signing everything away to Google by using their service.

What are the Calendar Labs?

You can find the Google Calendar Labs under the gear-shaped drop-down at the top right of your calendar page. These are experimental additions to Calendar that have not been incorporated into the main product, but which may prove incredibly useful to you and your business. For example, you can set the calendar to hide the morning and night, since you won't be holding meetings then. Another great Lab allows you to attach documents to meetings and events to make sure that everyone gets the documents that they need. Finally, the ‘next meeting’ add-on let’s you know how far away your next event is, and what the details are.

Can I embed my Calendar on a website?

Yes, if you go into Calendar Settings for the calendar that you want to embed and scroll down to ‘Embed this Calendar’, there is an iframe that you can paste into your website. This comes with a number of customisation options, including colour and size.

What about keyboard shortcuts?

You can find a complete list of Google Calendar keyboard shortcuts here:

Can I integrate Tasks?

Google Tasks is a powerful task management app, and it has fantastic integration with Google Calendar. Simply click on the drop-down arrow by ‘My Calendars’ and select ‘Tasks’ to add your tasks directly to your calendar. This allows you to see tasks set on their due date, and allows you to easily cross off your accomplishments for the day.

How do I set the timezone for my calendar?

Simply click on the gear icon at the top right and enter Settings. From here you can change your current time zone and give it a label. It’s also possible to add a second time zone at this point, in case you regularly work in two time zones, or your business operates in two time zones.

What is quick add?

Quick add is a Google Calendar function that allows Calendar to convert your input into an event. You can simply enter relevant event details in one text box as you create your event, and Google Calendar will extract dates, times, locations, and more, to create your event for you.

Why can't I see all my events on my smartphone, tablet or other mobile device?

Google Calendar syncs one month into the past and one year into the future. You will see recurring events that go beyond these limits but not single events.

How do I restore deleted events and appointments from my Google Calendar?

Return to your calendar and the restored events will appear immediately

Note: deleted events are only available for 30 days after deletion, after the 30 days they are gone forever.

How do I display Week Number and Day numbers

Google Calendar provides both day numbers, called Day of the Year and week numbers, all you need to do is subscribe to these calendars.

How do I find Tasks as I can only see Reminders

Google Calendar now provides Reminders for desktop (the same reminders that are available in Google Now, Google Keep and Inbox by Gmail). If you have tried Reminders on the desktop Google Calendar you just need to switch back from Reminders to Tasks.

Use the drop-down menu on the right of the Reminders and choose Switch to Tasks

How do I delete an event on Google Calendar

Open the event and use the Delete button

How do I find a Calendar ID in Google Calendar

You can use the calendar ID to add events to the calendar by adding the calendar ID as a guest to an event. Here's how you can find a calendar ID in Google Calendar and then you can add it to your contacts to give it a more memorable name.

How do I set default event notifications

You can set up to 5 different default event notifications in Google Calendar:

How do I set default event notifications

You can set up to 5 different default event notifications in Google Calendar:

Delete all events from Primary Calendar

You can not delete your primary calendar but you can delete all the events from it:

How do I customize the appearance of my Google Calendar?