The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu [email protected]

CALENDAR BASICS, SCHEDULING Google Calendar is the Maricopa County Community Colleges supported calendar application. Each Maricopa employee is assigned a Google Calendar account once they are hired to any one of the colleges. Through this tutorial you will learn to: ● Access your Employee Google Calendar ● Become familiar with your basic calendar settings ● Share your calendar with others ● Create and edit an event, including inviting others to your meeting

Accessing Maricopa Calendar ● Where do I login? Login into your Maricopa Calendar using your browser through MyMCC

https://orion.mesacc.edu/portal/ (select Employee Gmail) or https://accounts.maricopa.edu. Open Google Calendar, by clicking the Apps  link at the top right of your Gmail window and selecting calendar. ● Can I download my calendar to another calendar system? Although Google Calendar can be exported to other calendar programs, the preferred method for accessing Calendar is through your web browser. Note: Chrome is the preferred browser for Google Calendar. This is the Login window you will see at: https://accounts.maricopa.edu You will need your MEID and password to login. If you forgot your user name and or password, use the recovery at: https://memo2.maricopa.edu/cgi­bin/ UserLookupMEID.pl

Your Calendar View This is your calendar view, where you will see your meetings and events. The default display is by week. To change your calendar view, click on the day, week, month, etc option right of the calendar display. Agria, CTL 12/17/2013

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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu [email protected]

Basic Calendar Settings You can access your calendar settings by selecting the black Gear menu > Calendar settings next to your user name. Google Calendar allows you to change a variety of features that alter the function and look of your calendar. Review the settings and select options that will work for you, and remember you can change these settings at any time. Below are some instructions on how to enable some basic settings.

Default Meeting Length Whenever you add an event to your calendar it will default to certain length, 1 hour, 30 minutes, 15 minutes, etc. To set this time to one of your preference select the black Gear menu > Calendar settings > General > Default meeting length. Make sure that you Save changes at the bottom of the page.

Event Dimming To make the events in your calendar easier to see, you can opt to dim future and/or past events. This makes it easier to see more immediate activities for the day. To have this feature in your calendar, select the black Gear menu > Calendar settings > General > Event dimming. Make sure that you Save changes at the bottom of the settings page.

Auto Invitations Google Calendar allows users to invite people to events and meetings. In the Calendar settings you can opt to Automatically have invitations added to your calendar without having to respond to the invitation. If you would prefer to have events added after you accept the invitation, choose No, only show invitations to which I have responded.

Sharing Your Calendar   By default, your “free/busy” calendar information is   shared with everyone in the Maricopa.edu domain. You   can share additional information with everyone or just   specific employees, or stop sharing all calendar   information.   To change your share settings:   1. Open Google Calendar.   2. In the My calendars list on the left, click the   down­arrow next to your calendar, and then select Share   this calendar.    3. Select the sharing options for your calendar.

Agria, CTL 12/17/2013

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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu [email protected]

  Sharing Options   This is the the calendar   sharing options panel.   Use the settings to share or   restrict your calendar.   Note: You can still have   private events, even if a   person has access to See all   event details.

Scheduling a Meeting  You can schedule a meeting by clicking the Create button or   just click on your calendar view on the date and time you   would like to schedule your meeting. Note: you can use   your mouse to drag to create an event of more or less time   than your default meeting length.   Click Create Event to immediately publish the event, or   click Edit event to continue setting up the event details. Enter meeting details, such as recurrent, attendees, an agenda, and a reminder. Use the Event color tool to help you organize your calendar’s events visually. Click Save. Note: If you’ve already scheduled and published your meeting, you can edit its details by clicking the title of the meeting (which will act like a hyperlink) on your calendar.

Recurring Meetings To set­up a recurring meeting, select the Repeat check box in the edit event window and choose options on the repeat dialog box. Select Done.   Repeat meeting options include daily,   weekly, monthly, yearly, weekday and   several other choices. You can set the   start and end date of the recurring   meeting schedule.   Note: If you delete a recurring event,   Google will ask whether you want to   delete a single meeting or all instances       of that recurring event. Agria, CTL 12/17/2013

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The Center for Teaching and Learning 480.461.7331 http://ctl.mesacc.edu [email protected]

Set Event Reminders   To set a reminder for your meeting, open your meeting and under   Reminders, choose the type of reminder you want (pop­up or email   message) and when you want to receive it. You can further adjust your notifications and reminders in the black Gear menu > Calendar settings > Calendars > Notifications area.

Deleting an Event To delete an event, click on the event and in the event pop up window, select Delete.

Inviting Attendees 1. Open your meeting or create a meeting. 2. Click the Find a time tab. 3. On the Find a time tab, click in the Add guests field and then enter the first few letters of an attendee’s full name to look up the address in the directory. Select the attendee to add them to your Guests list. 4. Click Save or Discard at the top of the page. 5. Google Calendar will ask whether you want to send invitations to guests via email.

Checking the Availability of Attendees The Find a time tab shows the free/busy information for the attendees. Use the date and time options below the meeting title or drag the meeting box to change the time for your meeting. To show or hide an attendee’s meetings, click their name in the guest list to deselect it. Use the X next to the name to delete a guest. Prevent attendees from inviting others to your event or viewing who else was invited by selecting the options under Guests.

Additional Resources Mesa Resources: http://www.mesacc.edu/googleapps/ District Resources: https://sites.google.com/a/maricopa.edu/google­apps­for­maricopa/gmail Agria, CTL 12/17/2013

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