How to Schedule a Meeting in Google Calendar
Why Use Google Calendar?
Google Calendar is the scheduling hub for Google Workspace. It integrates seamlessly with Gmail, Google Meet, and other Google apps, making it easy to organise your time and schedule meetings with colleagues.
Key features:
- Create events and invite attendees
- Automatically add Google Meet video links
- See when colleagues are free
- Send automatic reminders
- Book meeting rooms and resources
Create a New Event
Quick Method
- Go to calendar.google.com
- Click on the date and time you want
- A quick event box appears
- Type the event title
- Click Save
Detailed Method
- Click the Create button (top left) or press C
- Select Event
- Fill in the event details
- Click Save
Add Event Details
Title and Time
- Title: Give your meeting a clear, descriptive name
- Date and Time: Set start and end times
- All day: Toggle this for full-day events like holidays
Set Recurring Meetings
For regular meetings like weekly team catch-ups:
- Click Does not repeat dropdown
- Choose a frequency:
- The meeting automatically repeats until you cancel it
Invite Attendees
- Click Add guests on the right side
- Type names or email addresses
- Google suggests contacts as you type
- Press Enter to add each person
- Repeat for all attendees
Guest Permissions
Click Guest permissions to control what attendees can do:
- Modify event — let guests change the meeting time
- Invite others — allow guests to forward the invite
- See guest list — show who else is invited
Add a Google Meet Video Link
Google Calendar can automatically create a video meeting link:
- In the event details, look for "Add Google Meet video conferencing"
- Click Add Google Meet video conferencing
- A Meet link is automatically created
- This link appears in the calendar invite sent to attendees
Check Availability
Before scheduling, see when attendees are free:
- Add all attendees to the event
- Click Find a time tab
- View everyone's calendars side by side
- Grey blocks show busy times
- Click on a free slot to set the meeting time
Suggested Times
Google can suggest times when everyone is available:
- Add attendees
- Look for Suggested times on the right
- Click a suggestion to use that time
Add a Location
For in-person meetings:
- Click Add location
- Type an address or room name
- Google may suggest meeting rooms from your organisation
Add a Description and Attachments
Use the description box to add:
- Meeting agenda
- Discussion topics
- Relevant links
- Instructions for attendees
Attach Files
- Click the paperclip icon or Add attachment
- Select a file from Google Drive or upload from your computer
- Attachments appear in the calendar invite
Set Reminders
Get notified before your meeting:
- Click Add notification
- Choose when to be reminded:
- Add multiple reminders if needed
Email Reminders
Change "Notification" to "Email" for an email reminder instead of a popup.
Book a Meeting Room
If your organisation has meeting rooms in Google Calendar:
- Click Rooms in the event creation
- Browse available rooms
- Click a room to book it
- The room is added to your event
Send Invitations
When you save the event, Google asks if you want to send invitations:
- Click Send to email all attendees
- Click Don't send if you are still making changes
- Yes — they are attending
- No — they cannot attend
- Maybe — tentative
Edit or Cancel a Meeting
Edit
- Click on the event in your calendar
- Click the pencil icon to edit
- Make your changes
- Click Save
- Choose whether to notify attendees
Cancel
- Click on the event
- Click the Delete (trash) icon
- Confirm deletion
- Choose to notify attendees that the meeting is cancelled
Mobile App
Create an Event on Mobile
- Open the Google Calendar app
- Tap the + button (bottom right)
- Tap Event
- Fill in details
- Tap Save
View and Edit Events
- Tap any event to see details
- Tap the pencil icon to edit
- Swipe down to refresh your calendar
Tips for Better Meetings
Include an Agenda
Add bullet points in the description so attendees know what to prepare.
Set Appropriate Duration
Do not default to one hour if 30 minutes is enough. Respect everyone's time.
Add Buffer Time
Leave gaps between meetings for breaks and preparation.
Use Colour Coding
Colour-code different meeting types (client calls, internal meetings, personal time) for easy visual scanning.
Need Help?
For Google Workspace support or calendar help, contact helpdesk@netlumait.com.au or call 1300 521 162.
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