The purpose of this video is to show you how to use Google Calendar and,
more specifically, Google Calendar in G Suite. You can see I'm logged into my
G suite account in the upper right hand corner. The first thing that we're
going to do is we're going to go down in the lower left hand corner and look at
what calendars I can see and what that means. First, we're going to left-click
on the arrow next to my calendars. These calendars are within G suite so
they're within the organization. I have my own calendar. If I left click that
checkmark, you're going to see my events and we're going to get into the
details of all of these. These are some different types of things that you can
do in with your G suite calendar but I'm going to turn that back off. There
are some different things here as well. There's a projector and a conference
room. Then I put in some co-workers. This is a co-worker. I'll turn that
calendar on and off and this is one also. All of the calendars under My
calendars are ones that you have access to at a higher level than just a public
calendar. If we look at the other calendars, expand this, we'll contract my
calendars, expand this. There's two examples here. One is just holidays.
This is a public calendar. You need the URL to subscribe to it. I can't add
things to it, but it will show in my G Suite calendar. If I go to the next week,
you're going to see Martin Luther King Day on here and that's the same color
as the check mark here so it corresponds with the color of the calendar. I can
open it up. It's going to tell me what calendar it's coming from. It's
locked down, it's a public calendar. I'm not going to click on this, but if
I did, it would bring up all of my personal appointments. I'm going to turn
off the holidays and I'm going to go back to my calendars. I've
gone back to the present week and I'm going to click on
my main calendar. You can see it surrounded in red here. It indicates
all of the events, reminders, etc in that same color. If I were to open up
Millard's calendar, you're going to be able to tell that these events are his
because they're color-coded. Now, we're going to click into some of these to
explain a few things that are going on. You notice this lunch I scheduled
this with Millard. Millard has a yellow calendar but the colors are
inverted on this so the background is white. That means that he hasn't accepted
it yet. If you see that, you might want to call him, right? Make sure your
lunch is on. let me open it up and I'm going to click on the pencil to look at
the details. We're going to talk about a few things that are going on here.
All of these enhancements are available, like I said, in G Suite, and if you don't
have it yet, there is a 20% off discount that you can get if you email me. I'll
give you a unique code that you can apply for your first year. Check that
out if you're interested. One is the ability to find a time. That's not going
to be in your personal Google calendar but it is in G Suite. I can look at
Millard's available times. He's not available from 12:30 to 1:30, but
otherwise he is. If you scroll down further, you can tell something that I
have going on on my calendar on the left is that I've defined office hours and
they end at 5:00. You're going to see the suggestion of this being grayed out
because I have set them. They're not set for Millard, but they are for me. If I
go up here as well, you can see that, in my admin settings and G Suite, I said I
don't start until 9:00 a.m. It doesn't prevent things from being put in those
times, but it gives you the suggestion when you're looking for times. We're gonna go
back to the event details. Another thing that is different in G Suite is that, if
you do a video call, the option it's going to give you is Hangouts Meet, not
just Hangouts. Meet is the enterprise option. It gives you a cleaner interface.
It's mostly just a video. Here you can see it's my calendar. I can actually
change this to the other calendars because in the admin
settings I've said, hey I need to be able to edit everyone's calendar, so I can. I
can actually work on behalf of Millard or Nellie and I can book appointments
for them. You can turn that on or off. Another thing that's available here is
the ability to book rooms through it. As you saw before, I did set up a
conference room, so let's just left-click on that. That's been added. When I
click Save, it's asking me if I want to send an email to update the guests. We
just won't do that for now. We'll come back and we were looking at lunch, right?
If I bring up this conference room calendar, it's going to show the lunches
also in there and it automatically accepted it. I'm going to turn off
these other calendars for now to give us a cleaner interface. We're going to
look at some of the other types of events. If you left click, you're going
to see events, but you're also going to see out of office and appointment slots.
You would also see a reminder if I had that calendar checked in the lower
left-hand corner, but I don't have it on right now,
Out of office is just to block out some time. That's what I've done right
here so when other people go to schedule meetings with me, they'll see that
I'm not available. Visitation hours are something unique. If you put these
in here, that's telling Google Calendar, from 2:00 to 3:30, someone can come in
and book an appointment with you. Left click on this. You can go to this
link. It's going to bring you to another view. This contains visitation hours.
If I click on one of these, I can book an appointment with myself, with
Adam. If you're a professor, or someone else that has office hours, that
can come in handy. I'm going to go and add reminders back on. I'm going to
left click in a slot and you see now I have the option for a reminder. But you
can do that in the regular Google Calendar as well, so I'm going to assume
that you're familiar with those. I'm going to turn that back off now. I've set
up three employees. I have myself and I have these two other people. Something
else I've done, it's kind of behind the scenes, I'll show it to you. What you
can't see it very well on Calendar, is I defined groups. I put
myself and one other person in marketing and I put myself and one other person in
accounting. They're different people so you can define groups of anyone you
want and one person can be in more than one group and you can schedule
appointments with the group. If I left click here and I go to more options for
the details and I add a guest, if I type in marketing the name of that group, it's
going to come up. That's going to send it to everyone in that group. I'm
going to back back out of this and I'm going to show you where I did that.
We're looking at the main Google admin console here. I just find it easier to
left click in the hamburger menu in the upper left hand corner and go to
directory and just look at groups. This is where you can set them up and move
people in and out of them. Next thing that you can do that we touched on a
little bit is to define resources. If you go to buildings and resources, you
have to set up a building first and then you can manage resources. This is where I
made a projector. If you have an expensive projector, so you only have one
of them and you have to reserve it, you would set something like that up in here.
Obviously, you could do meeting rooms in here as well so you can book time in
them. Do anything you want. When we go to add one, you're going to see that they have a
lot of options, right? You can define the floor that it's on, the building, the
floor section. These are way beyond anything that I would do, but the point
is is that you have the flexibility of having them here. They're not required, so
you use them if you want to. I also brought my phone up on the screen
just to show you that basically all of this functionality also flows through
to your phone. They have the Android Google Calendar app and these were the
events that we were just looking. You can also touch in the upper left
hand corner. This is where you would subscribe and unsubscribe to different
calendars. If I go into the settings and I choose Show more, you'll see all of the
calendars that we were just looking at are shown here and I could subscribe to
them if I wanted to. If you want to see an overall comparison of G suite to all
of the free Google Apps, check out this video that I'm linking to.
That's about all. If you like this video, you can please subscribe in the
lower right hand corner and you'll see more just like this one. Thanks!