Google Calendar

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Overview

The calendar portion of the Google Applications for Education suite is an excellent Web application that allows you to review your schedule on any device with access to the Internet. Google Calendar works seamlessly with most currently available calendar programs such as Outlook, Apple Mail and Thunderbird.

URI recommends that all faculty and staff use the Web interface for their calendaring. Google provides tools to sync mail through other programs, but we are limited by the support that Google provides for Calandar and cannot access features or tools in third-party programs that Google does not support.

Importing Your Outlook Calendars into Google Calendar

As an alternative to accessing your calendars from Microsoft Outlook with Google Apps Sync for Microsoft Outlook, try using the Google Calendar interface. Sign in to your Google Apps account from any Web browser to see and manage the calendars you have in Outlook.

Getting your Outlook calendars into Google:

  1. Open Outlook and navigate to the Calendar portion.
  2. Select EXPORT from the FILE menu.
  3. Then, open your Google account and navigate to Calendar.
  4. Click on the GEAR icon on the upper right, and choose SETTINGS.
  5. Choose the CALENDARS tab along the top.
  6. In the list of options on the next page, choose IMPORT CALENDAR (it's about halfway down the page and to the right of CREATE NEW CALENDAR).
  7. Choose the exported Outlook file and click SELECT.

Please Note:

  • You will have to export and import each calendar in Outlook separately.
  • Any sharing privileges or delegations will have to be reset in Google once the file has been imported.
  • Recurring events will be imported, but they will no longer be connected. If a recurring item needs to be edited, you will have to edit each instance of the recurring event.

Also Note:

  1. You cannot schedule First Weekday or First Weekend Day recurrences. To schedule such a meeting, use Outlook.
  2. If you create a meeting in Google Calendar and uncheck the "Guests can invite others" option, and if an attendee in Outlook then forwards the meeting, the recipient gets the forwarded invitation and can click Accept to accept it. However, this does not add the event to the recipient's calendar (since guests are disallowed from inviting others).
  3. If you enable Notifications for your calendar in your Google Calendar settings, then create a meeting in Outlook and choose not to receive responses from attendees (you don't select the Request Response option), you will still receive responses.
  4. If you create an event and an invitee proposes a new meeting time from Outlook, you'll receive the proposal in email as usual. However, you can't accept the proposal from the Gmail interface by clicking Accept in the email. You can only accept it that way from Outlook 2007.
  5. Scheduling a monthly recurring event on the 31st of the month: Outlook users will see events on the last day of every month (even those with only 30 days). Google Calendar users will see events only in months with 31 days.
  6. The exported .ICS file will not accurately reflect recurring Outlook events or keep the Outlook attendees. Instead of recurring events, individual events will be created for recurring events that fall between the dates you've selected. This becomes important if and when you might need to edit or delete a recurring event that had been imported from Outlook. In these cases, each separate event would need to be edited.


Importing Your Apple iCal Calendars into Google Calendar

  1. Open iCal.
  2. Select EXPORT -> EXPORT from the FILE menu. Save the file to be exported somewhere where it will be easy to find.
  3. Then, open your Google account and navigate to Calendar.
  4. Click on the GEAR icon on the upper right and choose SETTINGS.
  5. Choose the CALENDARS tab along the top.
  6. In the list of options on the next page, choose IMPORT CALENDAR (it's about halfway down the page and to the right of CREATE NEW CALENDAR).
  7. Choose the exported Outlook file and click SELECT.

Migration Notes:

  • You will have to export and import each calendar in iCal separately.
  • Any sharing privileges or delegations will have to be reset in Google Calendar once the file has been imported.
  • Recurring events will be imported, but they will no longer be connected. If a recurring item needs to be edited, you will have to edit each instance of the recurring event.


Setting up Google Mail in a Third-Party Application

It's relatively easy to set up a third-party application such as Microsoft Outlook or the Apple Calendar program with your Google Apps Account. Below are the instructions for using your Google account with either Outlook or Calendar.

Using Outlook

If you are using Outlook, Google Apps Sync for Microsoft Outlook can help you make the transition to Google Mail. This tool will sync all of your Google Apps mail, calendar events, and contacts, and your Outlook notes and tasks.

To decide if this tool is right for you, watch this short video about the Outlook Migration/Sync tool.

For more details, see this comprehensive web page or this feature compatibility chart.
There is an Google online wizard to step you through the Google Apps Sync for Microsoft Outlook® (also known as GASMO) install process.

Please Note:

  1. If you use the sync capability, remember that emails will no longer automatically download to your Outlook client; you will have to click the send/receive button. You can also click the Google Sync tool in the system tray and select sync.
  2. Not all features may work the same in Outlook as they did with your mail.uri.edu account. If you experience any issues, check the feature compatibility chart.

If you decide to use Outlook with Google Mail, you will need to download and install the GASMO. GASMO works with Outlook 2003, 2007, 2010, or 2013. The download and directions are available online.

Using Apple Calendar Application with Your Google Mail Account

Setting up your Google Calendar to use with the Apple Calendar application is quite easy. Most of the work is done with the Preferences for the Calendar program.
Open the Apple Calendar application and choose PREFERENCES under the Calendar Menu at the top of your desktop.

Choose the Account Option in Calendar Preferences

Use the PLUS (+) sign at the bottom of the left column to add a new account.

Setting up Your Calendar as a Google Calendar

Choose GOOGLE as the type of account to add.

Selecting Which Apple Applications Can Connect with Your Google Account


At this window, you can select to use many different Apple Applications (iCal, Contacts, Mail, Notes, etc.) with your Google account. If you make the choices here, you will not need to set them again in any of the other programs that you select.

Sharing Calendars

Any sharing privileges that you have granted to your mail.uri.edu calendar will not migrate automatically to your Google Apps calendar. Sharing privileges can be set-up easily, but must be done in the Google Web interface even if you are using an email client such as Apple iCal or Outlook to access your calendar.

By default, all sharing is turned off for Calendars. You must faculty and staff at URI are able to see your calendar events as either free or busy information only.

And the actual default setting is all sharing off. If you want other people to see your events, or whether you are FREE or BUSY, the sharing settings must be edited for each Calendar. To do this, Go to the Settings in Your Google Calendar App (the gear icon in the upper right). Choose SETTINGS from the pull-down menu under the GEAR icon. Choose the CALENDARS tab at the top. Each Calendar will now be displayed in a separate row. AT the end of each row (on the right), is a link to Edit the settings for SHARED. This will open a new page where you can select to SHARE THIS CALENDAR WITH OTHERS and then choose how other people see your calendar.

If you choose, you can turn off calendar sharing in your Google account or you can choose whether to share with just specific email addresses. These options are accessed by clicking on the specific calendar in the left menu and then using the down arrow to select SHARE THIS CALENDAR.

Sharing A Calendar in Google Calendar


Once you select, SHARE THIS CALENDAR, a new window will open with Settings for that specific calendar.

Setting Your Sharing Preferences

Your choices are to share the calendar publicly (not recommended for personal calendars), share with the Faculty and Staff at URI (anyone using their Google uri.edu accounts), or to share it just with specific people that you specify by email address.

When you choose to share with URI faculty and Staff, you can specify whether they can see only free/busy information or all event details.

When you share your calendar with specific people, you can grant them one of the following levels of access:

  • See all event details
  • Make changes to your calendar
  • Make changes and share your calendar with others
  • See free/busy information only

Please Note: You must click on the SAVE icon at either the top or the bottom of the window or your changes will not be saved.

Finding A Meeting Time

Viewing multiple calendars side by side to schedule a meeting:
On the event creation/edit page, you will see a faded tab next to the 'event description' setting called Find a Time.

When you click on this, you can add the names of people whose calendar is shared with you.

As you add them, a new column for their availability that day will appear. You can also navigate through days on this screen to see other availabilities.

For example if you are looking at Monday and see no openings, you can advance to Tuesday and check the availability for that day, etc...

Again, this works only with calendars you have shared.