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02 May 2019

How to Get the Most Out of Google Calendar

Google Calendar is already a great option because it’s free, but it’s also got loads of great features. We use Google Calendar a lot at The Office Genie. Not just for organising our own work, but we also use it on behalf of our clients. They share their calendars with us so we know their schedule and can book appointments on their behalf. We’ve gotten quite good at Google Calendar, so I thought I’d share a few tips and tricks on how to get the most out of Google Calendar.

Google Calendar



The best bit is how much you can customise it. Click the cog symbol in the top right on a desktop and click “Settings”. It’s worth going through these settings as there are tons of options. Alongside being able to change the date format and time zone, you can also set up a custom view.


Under “View options” you’ll find options to change the day the week starts on, turn off weekends, and so on. Don’t worry though, your weekends won’t be lost forever as you can quickly switch between views by using the hotkeys.

  • It’s “4” or “x” for the custom view you just set up
  • “1” or “d” for a day view
  • “2” or “w” for a week
  • “3” or “m” for the month view
  • “6” or “y” for the year view
  • “5” or “a” for the agenda view


The agenda view is a favourite of mine. I find it helps me keep on top of what I’m supposed to be doing when.


If you need to look at different days you can hit “g”. this will give you a pop up to jump to a certain date. Just press “t” to get back to today.


From any view, you can right click an event to quickly change the colour or delete it. Don’t get those two confused! But if you do, and your quick enough, click “z” to undo.


That’s only an option for about ten seconds though, so it’s a good idea to know where deleted events go. Click the cog in the top right and choose “Bin” or “Trash” (depending on your language) settings. Find the curvy arrow to put your event right back on your calendar.


After all that you won’t want to miss an event, so have a look at the notification settings. You can set a notification when creating or editing an event. When you’re in the full view for an event, there will be an option to “Add notification”. These will go to your emails or pop up on your phone or desktop.


If you want a notification on all your events, get back to the settings screen. Choose the calendar on the left-hand side. Just past the sharing options (or click Event notifications” on the left), you find options to set notifications for all events along with some notifications you’ll be interested in if you share your calendar.


Hopefully you’ll find these as helpful as we do. If you’d like to know a bit more about how we use Google Calendar to support or clients email us at enquiries@theofficegenie.co.uk or call 01604 532 103 and ask for Lesley.


Best wishes



Adam Fox

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