Archive for the ‘Calendars’ Category

Booking Resources for Google Calendar Events

September 19, 2014

A resource is simply another shared calendar used to coordinate the sharing of a real object or space. For example the computer labs, the presentation cart or a bus. These are things that have to be shared between everyone and can only be used by one person (or class) at a time.

To book a resource along with your calendar event follow these very simple steps:

  1. Create a new event in your calendar
  2. Fill in all the useful information, like time/date and title and description
  3. On the right side of the new event page there is a section about adding people/rooms
  4. Click on the Rooms, etc.  link and you’ll see a list of all the available rooms – click add for the resource you’d like
  5. Make sure you click Save at the top to write the event to your calendar and the resource calendar

If the resource you’d like isn’t listed, that means it is already booked for that time. You can add resource calendars to your calendar view so you can see when they’re already booked at a quick glance. To add resource calendars to your calendar view follow the steps in this blog post: Viewing Resource Calendars to Schedule Meetings

 

1-create

2-info

3-addroom

4-save

 

 

 

Viewing Resource Calendars to Schedule Meetings

September 4, 2014

If you plan on scheduling meetings in a particular shared space or want to bring your class to a space like the computer lab or library, you’re going to need to book those resources using your Google calendar.

You could always just schedule your event and add the resource praying that it’s available at the time you need, but you’re probably going to want to look at the resource calendar to see when it’s already booked. In order to do that you need to add the resource to your list of calendars.

  1. View your calendar by clicking on the Apps dots and selecting calendar
  2. Click on the down arrow next to Other Calendars on the left side and select Browse Interesting Calendars
  3. Click on the More tab and then on Resources for harleyschool.org
  4. Click on subscribe for the calendars you want to view and then click Back to calendar when you’re finished

1-selectcal

2-browse

3-more-resources

4-subscribe-back

Once completed, the subscribed resource calendars show up under your Other calendars section and will be overlaid on top of any other calendars you have. You will be able to easily see when the room is available to book for your classes and events.

 

Check your Google Calendar Time Zone

August 15, 2014

A couple of people have mentioned time problems with their calendars. When working with other users calendars, events were showing up a few hours later than they should have. This came back to an incorrect time zone setting on the calendar. I did set the default time zone to GMT-5 (Eastern Standard) when I setup our company profile, but for some reason these users were set to GMT+00. Maybe this setting was taken from their Outlook profile when it was migrated, I’m not sure.  So please take a second to check the time zone on your calendar to avoid confusion and missed appointments.

Checking the zone

  1. Click on the Apps dots and select Calendar from the menu if you’re not already viewing your calendar
  2. Click the down arrow next to your calendar in the My Calendars section
  3. Click on Calendar Settings from the context menu
  4. Scroll down until you see Calendar Time Zone and make sure it says (GMT-5:00) Eastern Time
  5. If it does not, click on the Set my time zone link to the right.
  6. Select the correct zone from the drop-down list and click Save
  7. If the zone needed to be changed, check any events you added to make sure they’re now at the correct time.

dotsandcalendar

calsettings

settz1

calsettings2