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Google Calendar Guide

 

Getting Started

When you sign into a Google account, Google Calendar automatically uses it as your default account. This means that when you go to Google Calendar in the my.ryerson portal, you will see your personal, and not your Ryerson, calendar.

To rectify this issue please follow:

  1. Click on your profile avatar image  in the top right corner of your Calendar screen.

  2. Find your 'username@ryerson.ca' account (if already listed) and click on it. Otherwise, click on Add account and use your Ryerson credentials to get to your Ryerson Google calendar screen.

If you do not want to repeat this process next time, please make sure to log out of all Google sessions before you log into your Ryerson Google account through my.ryerson.ca portal. Thereafter, you can choose to log into your personal Google account.

 

Please visit our Course Schedules in Google Calendar page for more information.

 

Calendar Features

The Calendar App in G Suite at Ryerson University has a feature called Appointment Slots, which is very useful for instructors. Instructors can use the appointment slot which is a time slot, to make a block of time available so anyone with access to the instructor's calendar can book their appointment with the instructor. This feature is particularly useful to set up office hours. Please see the step-by-step guide to set up your appointment slots.

To receive event reminders, make sure your Calendar window is open.

You can view two time zones in Google Calendar. To add another time zone to your calendar view, click Settings. On the General tab, under Your current time zone, select another time zone in the Additional time zone list.

 

How to Use 

 

Scheduling Meetings

You can use Google Calendar to book rooms and resources if they've been set up by your G Suite administrator. In your invitation, click the Check guest and resource availability link. In the Find a Time window that appears, you can search for a resource or browse the list of resources.

When you create a new event in your Google Calendar, you will see an option to invite Guests to your event.  You’ll also see a link to include “Rooms, etc” for your event.  The list of rooms are called Global Google Resources.  You can request a Global Google Resource be created for your department for rooms, or other bookable resources.  These resources can be configured so they can only be reserved by members of your department or by individuals that you give permission to.

Booking a room in event details in Google Calendar

How to request a Google Resource calendar for your department

Contact the CCS help desk at help@ryerson.ca including the following information:

  • Who will be the "owner" of this resource. The owner can add or remove people and can make changes to any events. Once the resource is created, you can give other individual’s equal permissions to an owner so they can also add individuals.
  • Department Name:  include the department abbreviation if possible such as CCS, HR, ECE, UA - Your room display name will have the format as follows:  DEPARTMENT-BUILDING-ROOM NUMBER, example: CCS-LIB-B99D
  • Building:  Where is the room or resource located (example: LIB, POD, KHW)
  • Room Number (if applicable):  example "266" - The Department and Building will preface this
  • Optional: Room Name or Resource Name (if applicable), examples: projector, boardroom, conference phone, laptop
  • List of individuals who should have permission to request a meeting in this room? Please list of all user ids (example jdoe, jane.smith,) This can also be a Google Group.  If you do not list anyone, you can always add people after the resource is created.

Once your Google Resource has been created, here’s an instructional document to get you and your staff started with your Google Resource.

You can book more than one room or resource for your event invitation.

You can invite any mailing list (group) in the corporate directory to a meeting. Each member of the group will receive an email invitation. Note, however, that the email invitation won't show all the members of the group. Also, the group members will appear in the invitation on each attendee's calendar only if you have permission to view the group's member list.

To set a recurring meeting up, click Does not repeat within your meeting invitation to reveal a drop down menu of options of how often and when you want the repeating event to end.

Google Calendar gives you the option of editing one meeting in a series of recurring meetings. Open the instance that you want to edit, make your changes, and click Save. Google Calendar then asks you whether you want to apply your changes to just the selected meeting, all meetings, or all meetings moving forward.

Google Calendar has privacy settings, allowing you to create private meetings. In the event details, select Private so only others with Make changes to events privileges (or higher) for your calendar can see the event and its details.

 

Meeting Invitations

You can send meeting invitations to any email address, including attendees from outside your organization's domain. To see who has accepted your invitation, open the event details.

An event can have a maximum of 500 attendees. However, an invitee can be either an individual or a Google group. You can therefore invite up to 500 groups, allowing for a virtually unlimited number of total attendees.

You can invite an optional attendee to a meeting. To do so, start by adding your first guest to the event. This displays a Make some attendees optional link. Click the link, and you'll be able to select which guests are optional.

If the meeting host selected the option to allow guests to invite others, you can forward an invitation to another employee. If so, in your meeting invitation, click Add guests, type the address to which you want to forward the invitation, and then click Save. Google Calendar will ask you if you want to send an invitation to the new guest. The new guest will then always receive updates to the meeting from the host. Note that the meeting host is notified by email that you invited another attendee.

If someone outside your domain sends you an invitation from another type of calendar, you can typically accept the invitation from Google Calendar. If possible, Google Calendar inserts an Add to Calendar link in the invitation. Simply click the link, and the invitation is added to your Google calendar. Otherwise, if the invitation is in the standard .ics format (such as Microsoft Outlook and Lotus Notes invitations), you can download the .ics file and upload it.

If you are invited to a meeting, you cannot directly propose a new time for it. But there's an easy workaround. First, open the invitation and, under Are You Coming?, select Maybe. Then do one of the following:

  • To propose a new time to the host only, enter your proposal in the Add a Note field.
  • To propose a new time to all the attendees, click the Email guests link in the upper-right corner to send your new proposal in an email message to one or more attendees.

By default, notifications are turned off - so you will not get one when an attendee accepts your meeting invitation. However, you can turn reminders on and choose whether to receive a pop-up notification or an email notification:

  1. Access Google Calendar.
  2. In the upper-right corner of the page, click  Settings and Settings from the drop down menu.
  3. Under Settings for my calendars on the left side of the page, click on the calendar’s name.
  4. Below the calendar’s name, click General notifications.
  5. Choose the settings you want and they will be saved automatically.
  6. In the upper-left corner of the page, click the back arrow to exit.

 

Sharing

By default, Ryerson employees' primary calendar is shared with other employees in Ryerson domain with free/busy information. This is implemented via a group called Ryerson Calendar Sharing. It can be found under the Share with specific people title.

By default, students and others' primary calendar is not shared with anyone else. They will not have the Ryerson Calendar Sharing group in their calendar settings.

Under the title Access permissions

Settings and sharing in Google Calendar

 there are two options, one controls sharing with the generic public and the other controls sharing with everyone in Ryerson Domain. By default, both are disabled. They can be used to set up sharing with the public or with the Ryerson domain.

If you want to share your calendar with everyone at Ryerson domain, you can specify whether they can see only free/busy information or all event details. You can also share your calendar with specific people and give them one of the following levels of access:

  • See free/busy (hide details)
  • See all event details
  • Make changes to events
  • Make changes and manage sharing

If you want to access another employee's calendar, that person must give you permission.

 

File Attachments

You can attach files to a meeting invitation. Click Add attachment Attach. Click the link to either attach a Google Doc or upload any other type of file from your computer or network (such as a Microsoft Office document, PDF, and so on). Note that you'll have to share any Google Doc you attach with guests for them to view the attachment. 

If someone using Outlook or Notes sends you a meeting invitation that includes an attachment, you'll get the attachment in the email invitation. However, the attachment won't appear in the event on your calendar.