Schedule an event with co-workers

Modified on Wed, 9 Jul at 5:08 PM

On this page

  • Create an event
  • Add a room to your event
  • Attach an agenda 
  • Add video conferencing
  • Invite more people
  • Cancel or restore an event

Create an event

Schedule the event and add guests

  1. On your computer, open Google Calendar.
  2. Optional: If you want to add guests to your event, on the left click Search for people and start typing the names of your guests.
  3. Click any time on the calendar that doesn't already have an event scheduled.
  4. Add a title to the event, and any event details.
  5. Click Save.

Compare guest calendars to find a time 

  1. Go to Settings and then Settingsand thenView optionsand thencheck the View calendars side by side in Day View box.
  2. When creating an event and adding guests, set your Calendar to Day view.


Add a room to an event

  1. On your computer, open Google Calendar.
  2. Create a new event or open an existing one.
    • To edit an existing event, click Edit event Edit.
  3. If your account is part of an organization with Rooms, click Rooms.
    • Based on who you invite, you can choose from suggested rooms or search for a new one.
    • Click the rooms or resources you want to add.
  4. Click Save.

Attach an agenda

Create an agenda for a new event

  1. On your computer, open Google Calendar.
  2. Create an event.
  3. Optional: Enter the title, time, guests, and other details.
  4. Click Add description or attachments and then Create meeting notes and then Save.
    • Your meeting notes, pre-populated with event details, are attached to your event and shared with your guests, including those outside of your organization.

Create or attach an agenda to an existing event

  1. On your computer, open Google Calendar.
  2. Select an option:
    • Click an event and then Take meeting notes.
      Pre-populated meeting notes with event details are attached to your event.
    • Click an event and then Menu and then Attach a document.
      Selected meeting notes are attached to your event.
  3. Meeting notes open in a new window. On the right, click Share.


Add video conferencing

  1. On your computer, open Google Calendar.
  2. Create an event or open an existing event you have edit access to.
    • For new events, click More options.
    • For existing events, click Edit Edit.
  3. In the event, find the conferencing field.
    • To remove an existing video conference, click Remove Close.
    • To add a new conference, click Add Google Meet video conferencing.
      Tip: To make sure you don't join a meeting with an expired code and to better plan for the future meetings you create, check when meeting codes expire.
    • If you installed a conferencing add-on from the Google Workspace Marketplace, select the conferencing provider from the “Add conferencing” dropdown menu.
  4. Click Save.

Invite more people to your event

  1. On your computer, open Google Calendar.
  2. Click an event and then Edit event Edit.
  3. On the right, under "Guests," start typing the name of the person and choose someone from your contacts. You can also type an email address to invite people who aren't in your contacts list.
    • To mark a guest as optional, next to the guest’s name, click Mark optional People.
      • If the icon doesn’t show, hover over the guest's name.
  4. When you're done editing your event, click Save.

Cancel or restore an event

Delete an event to cancel it

If you create an event, you can delete the event. This takes the event off your calendar, and off the calendars of everyone else invited.

  1. On your computer, open Google Calendar.
  2. Click the event you want to delete.
  3. Click Delete event Delete .

Restore an event

You have approximately 30 days to restore an event that you deleted by mistake.

  1. Open Google Calendar.
  2. In the top right, click Settings menu Settings and then Trash. You find the events deleted from this calendar.
    • To restore an individual event, next to the event, click Restore Undo.
    • To restore selected events, above the list, click Restore all selected Undo.
Next: Respond to event invitations





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