How to use Calendar

Through using Calendar, students can not only efficiently organize their personal schedules, but synch their schedules with friends and contacts. Calendar offers numerous ways for students to sort events and tasks, sometimes weeks and months in advance. 

Navigating Calendar

You will notice that the Calendar page is not as busy as the Inbox or Documents pages. Although there are innumerable operations that can be performed using Calendar, the Calendar homepage interface is extremely easy to navigate. 

The Calendar Homepage features three major sections: The Left, Centre, and Right portions of the page. 

The Left side of the page contains: Create Event, Quick Add, Mini-Calendar, My Calendars, and Other Calendars. 
          • Create Event – The Create Event tab allows you to add a new event to your calendar (The calendar is located on the center of the page). Click the Create Event tab to open the Calendar Event page. Enter the appropriate date and time of your event to create a new calendar event.
          • Quick Add – The Quick Add tab works similar to Create Event, but quicker. When you click Quick Add a pop-up window will appear. Write the name, time and date of the event into the text field and it will be added to your calendar events.
          • Mini-Calendar – The Mini-Calendar simply displays the current day, month, and week.
          • My Calendars – My Calendars displays both your custom calendars and your tasks. Your custom calendar events will appear on the main calendar whereas your tasks will appear to the far right of the screen.
          • Other Calendars – Other Calendars displays calendars that others have chosen to share with you, as well as calendars provided Google that you have chosen to add (ex. Canadian Holidays).  

The centre of the page contains your main calendar. The calendar displays your events. You can view your calendar through five different settings: Day, Week, Month, 4 Days, and Agenda. These calendar view settings can be altered by clicking the corresponding tab at the top right of the screen. 
                  • Day – Displays your calendar as one day.
                  • Week – Displays your calendar as a week.
                  • Month – Displays your calendar as a month.
                  • 4 Days –Displays your calendar as 4 day blocks.
                  • Agenda – Displays you calendar as chronological lists of calendar events and tasks. 

The right of the page contains your Tasks. Tasks are not automatically visible when Calendar is loaded, but can be accessed by clicking the “Tasks” tab under My Calendars.

Create an Event

To create a new calendar event, click the Create Event tab.

Once you have selected Create Event, you will be taken to the Create Event page where you will be able to specify the details of your event. 

In the green box of the Create Event page, you will be asked the following questions regarding your event:
                  • What: What typeof event are you storing.
                  • When: When the event takes place.
                  • Where: Where the event takes places.
                  • Calendar: Which calendar the event should be stored in.
                  • Description: A description of the event.
                  • Attachment: You can add an attachment that contains information relevant to the event (ex. Directions to a group meeting).

In the grey box entitled Guests (located to the right of the green box), you will be given the option of adding guests to your event. This can be done be either adding contact names or adding the email address of the desired guest. You are also given the option of providing your guests with the ability to modify the event, invite other guests, and see the guest list.

Finally, the grey box entitled Options (located below the green box) gives you the ability to perform the following:

  • Set a Reminder: Using the Reminder option, you can set an email or pop-up reminder for your event.
  • Show Me As: Allows you to show your status for the event as either Available or Busy.
  • Privacy: Privacy allows you the option to list your event as either private (only you and your invited guests can see it) or public (everyone with access to your calendar can see it).

When you are finished customizing your event, select Save to store it in your calendar.

You’ll notice that once you have saved your event, it will appear in your calendar. After an event has been placed into your calendar, you can modify it by clicking the event and selecting Edit Event Details.

Create a New Calendar

To create a new calendar, start by clicking the add tab under My Calendars

Once you click add, you will be taken to the Create New Calendar page. In the Create New Calendar page, you will be asked to fill out several criteria for your new calendar:

  • Calendar Name: The name of your new calendar
  • Organization:  This will always be Wilfrid Laurier University
  • Description: A description of your calendar
  • Location: Pick a city or place specific to your calendar. Example, “Waterloo”
  • Calendar Time Zone: The time zone your calendar events take place in.
  • Share Calendar with Others: Gives you the option of making your Calendar public or sharing it with everyone in a specific group (ex. Wilfrid Laurier University).
  • Share with Specific People:  Allows you to share you calendar with specific contacts.

When you have finished entering in your criteria, click Create Calendar to create your new calendar.

You will notice that once your calendar has been created, it will appear under the My Calendars menu box. 

Add Other Calendars

Click the add tab under the Other Calendars menu box.

When you click add you will be given four methods to add new calendars:

  • Browse Interesting Calendars: Lets you look at calendars provided by Google that may be of interest to you (Ex. National Holidays).
  • Add a Coworkers Calendar: Allows you to enter the email of a coworker/colleague/etc. An email will be sent to the contact and they will verify whether you can gain access to their calendar.
  • Add a URL: Enter the web address of the calendar you want to add.
  • Import Calendar: Import a calendar from a local drive.

When you select the calendar you want it will appear under the Other Calendars menu box.

Create a Task

Click the Task tab under My Calendars. A new menu box entitled Tasks should appear on the right side of the screen.

To add a new task, simply click an open space on the Task menu box. You should see a blank yellow text field - with an adjacent check box - appear on the screen. 

Enter the name of your new task and hit Enter on your keyboard. Your new task item will now be added to the Task menu.

You can edit a new task by clicking the > arrow to the right of the task. Once you click the arrow you will be taken to a new menu where you can give your task a Due Date as well as add extra notes about the task. 

When you are finished editing your task, click Back to List to go back to the Task menu. 

When you have completed a task, click the task’s check box to cross it off your list.

Calendar Quick Reference Guide


Click here to download a copy of the Calendar Quick Reference Guide