Tag Archives: calendar

5 tips to help school administrators make the most of Google Calendar

The is reblogged from my post on Daily Genius

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One of my favorite Google Apps resources is Google Calendar. If your school has enrolled in Google Apps for Education, it is part of your GAFE suite of tools. With a Google Calendar, you can more effectively organize and plan your administrative tasks. Here are some quick tips to help you to effectively wield your Google Calendar tools.

Use a Shared Calendar

With Shared Calendars, multiple people can view and even edit the same calendar. It’s easy to manage a shared calendar with your Administrative Team, Clubs, Faculty, or even parents using Google Calendar.

create shared google calendarYou can give members the ability to subscribe to the calendar to view updates or even grant them the ability to edit it. To do this, simply open up your Google Calendar and scroll down to “My Calendars,” press the down arrow and select “Create new calendar.” Give the Calendar a Title and include a brief description. Next, check the box “share this calendar with others” and select your sharing settings. Do you want it to be a public calendar that others can only view, share it out publicly only with people in your organization, or do you want to invite specific people who can then add items to the calendar?

Google Calendar Sharing Settings

Google Calendar allows you to be flexible here with multiple levels of access and sharing; for example, you can allow some people to view and others to edit. As the creator of the calendar, you can always change or revoke another person’s access to it. This is a great way to keep a group organized. By keeping a shared calendar with faculty, you can schedule tests and major assignments to make sure students don’t get overwhelmed. If you have resources, like computer labs or iPad carts, you can allow faculty to “reserve resources” on a campus calendar.

Set up Appointment Slots

Google Calendar also allows you to set up appointment slots without sharing your whole calendar with others. This is a great way to hold open office hours or allow people to book time with you; it will also let your faculty, students, other administrators, and parents know your availability without publishing your entire calendar. Note that you can only use this feature with a Google Apps for Education (GAFE) or a Business account; it will not work on a personal account.

When you open your calendar, switch to Week or Day view. Click on your Calendar anywhere and select “Appointment Slots” from the pop up bubble. From the drop down menu, select the Calendar you want to use. I recommend using the calendar you use for professional appointments – rather than a shared calendar – so that you don’t inadvertently schedule a conflicting event. Remember, sharing appointment slots will not reveal your whole Calendar only the time slots you designate available for appointments. Give your Appointment Slots a name, such as “Ms. Carey’s Office Hours,” and set the times for your appointments. When you have finished, copy the appointment page URL and click save. When you share the URL with others, they will be able to schedule appointments with you. If you would like a step-by-step tutorial, check out this great video by The Gooru

Sync your Calendar Across Devices

If you’re like me, you’re always on the run; going to a meeting, a class, or just trying to grab a bite of lunch. My Smartphone is my organizer on the go because it’s readily accessible and I can see my schedule at the touch of a finger. One of the great things about Google Calendar is that it resides in the cloud, so you can sync it wirelessly across devices without thinking about it! If someone emails you a calendar invite and you accept it on your desktop, it will populate your calendar on your laptop, smartphone, and/or tablet. Likewise, if you are stopped in the hallway and someone asks for a meeting, you can schedule it on your Smartphone and it will then appear on your calendar across all of your devices. Here are the instructions for setting up Google Calendar syncing with your with Android & iOS devices. If you need a little extra push to keep you going, you can even have Google Calendar send you a reminder with a text message directly to your cell phone (price subject to your texting plan).

Schedule a GHO Video Call

GHO Link in CalendarsVideo conference calls are becoming more popular as they allow you to engage beyond a disembodied voice. Google Calendar allows you to not only schedule a video conference call, but to include a link within the calendar appointment that users simply click to join. This is much faster than logging into Google Hangouts or Skype and inviting people manually. With aGoogle Hangout, you can have up to 10 people in the same call; so you can easily navigate remote meetings, interviews with multiple participants, and more.

Add Attachments to Calendar Events

Often, our calendar events include meetings to review different documentation, such as policies and procedures, or to discuss a specific agenda. To keep everything organized, you can attach a document to your event. This is a feature that requires you to enable “Labs” in Google Calendar.

goole labsNOTE: Labs are features that have not yet been broadly rolled out and are still in beta. It is important to know that sometimes Labs features are buggy. If you experience problems, simply disable Labs. To enable the “Event Attachments” Lab click on the the gear in the top right corner, then select Labs, scroll down and enable “Event Attachments.”

Now when you create a new event you will have the option “add attachment” available. When participants log on to the calendar, they will see the attachment and have the ability to download it.

There are a lot of great ways that Calendar can make your administrative duties more organized and streamlined. Explore other tips and tricks as well as more Lab options.

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5 Tips to get Organized with Google Calendars

This is reblogged from my post on Edudemic.

One of my favorite Google Apps resources is Google Calendar. If your school has enrolled inGoogle Apps for Education, it is part of the GAFE suite of tools. With a Google Calendar, you can more effectively organize and plan your class. Here are five quick tips to help you create an enhanced classroom Calendar to make your school year run smoothly.

Embed Calendar on Google Sites

Consider embedding your Google Calendar directly into your website as an an easy way to publish homework, communicate deadlines, and keep students and parents up to date about your class. If you use Google Sites for your class home page, then you can easily embed a calendar by going to Insert → Calendar. However, even without a Google Site, you can use an embed code to post it. By clicking on “Calendar Details” (visible when you click the down arrow next to your calendar), you can scroll down, copy the “embed code,” and then paste it directly onto your website. Google Calendar will even let you personalize your calendar by customizing the color and shape.

google calendar

Have Students Subscribe to the Calendar

Instead of having students visit the calendar regularly, have them subscribe to it. A subscription will connect them directly to your calendar. This way, they will have the most recent and up to date information. They can even sync that calendar to their computer, tablet, or smartphone so that they have the information at their fingertips. There are two ways to subscribe to a Google Calendar. First, when viewing the calendar itself, students can click on the “+Calendar” icon at the bottom right. They will then be redirected to their own Google Calendar and prompted to add it to their own.

google calendar

However, if the student prefers to use another Calendar Reader (such as iCal or Outlook), then you can share with them the Calendar address by going to “Calendar Details” and then scrolling down to “Calendar Address.” Students can then import the Calendar to their viewer of choice.

Add Attachments to Events

google calendarIf you like to use Google Calendar for assignments, then know that you can also attach documents – creating a great workflow solution for your students. This is a feature that requires you to enable “Labs” in Google Calendar. Labs are features that have not yet been broadly rolled out and are still in beta. It is important to know that sometimes Labs features are buggy. If you experience problems, simply disable Labs. To enable the “Event Attachments” Lab click on the the gear in the top right corner, then select Labs; scroll down and enable “Event Attachments.” Now when you create a new event you will have the option “add attachment” available. When your students view the calendar details to see their assignment, they can also access the content that you post.

google calendar

Schedule a Video Call

If you are scheduling an appointment with someone who also has a Google Account, then you can automatically set up a video call! By creating an event and inviting a guest, they will have the option to join your video call by clicking on the icon within the appointment. This is far easier and faster than setting up a Google Hangout or Skype Call.

Set up Appointment Slots

Google Calendar allows you to set up appointment slots without sharing your whole calendar with students. This is a great way to organize student or parent conferences without a signup sheet or emailing back and forth. Note that you can only use this feature with a Google Apps for Education(GAFE) or Business account; it will not work on a personal account.

When you open your calendar, switch to Week or Day view. Click on your Calendar anywhere and select “Appointment Slops” from the pop up bubble. From the drop down menu select the Calendar you want to use. I recommend using your professional calendar so that you don’t schedule a conflicting event. Remember, sharing appointment slots will not reveal your whole Calendar, only the time slots available for appointments. Give your Appointment Slots a name, such as “Ms. Carey’s Office Hours,” and set the times for your appointments. When you have finished, copy the appointment page URL and click save. When you share the URL with your students they will be able to schedule appointments with you. If you would like a step-by-step tutorial, check out this great video by Google Gooru

Google Calendar is a highly versatile tool within the Google suite of apps. With these tips you can streamline and organize your class and professional time, keep students on track, and navigate your schedule easily.

To learn more about using Google Calendars and other Google tools in the classroom, EdTechTeacher will be hosting a FREE, LIVE Back-to-School with Google webinar on September 18th at 8:0pm EST. Registration is open.