Schedule Meetings Using Google Calendar

Playback speed:

Sharing and collaborating on an agenda with  group members is one way to inform them of an upcoming meeting. It is also useful to  schedule a meeting with an official invite.

Calendar applications let you schedule an event  and help attendees keep track of the time, location, and purpose of the  meeting -- all in one place.

In this extension, you will use Google Calendar to Create a recurring event, Choose a time that works best  for you and other group members, Find an offsite meeting space, Describe the purpose of your meeting, Set up video conferencing, And link to your meeting agenda.

To start, open a new tab and  navigate to Google Calendar.

View by month so you can easily  choose a date for your meeting Then, create a new event. Type in a name for your meeting.

This example will be for a recurring meeting,  so name your event something less specific.

Next, add your group members  using their email addresses.

If you already know the time  of your meeting, select it now.

If not, use the option to find a time.

You will see your schedule and any  meetings or events you already have saved in your calendar for that date, if any. If you’re inviting a large number of people, you may not be able to accommodate everyone’s  schedules. That’s okay. Try to provide enough advance notice so that the majority of the key  people are available to attend the meeting.

Select the time slot you want.

Drag the selection down or up to  adjust the length of the meeting.

Because this example is a recurring meeting, select an option for how often it should  repeat, such as weekly or monthly.

This will hold the time in  attendees’ calendars going forward.

Decide if you want to give group members the  ability to see the attendee list or make changes to the event, such as the time and location. Return to event details to add the location.

If any group members might be  unfamiliar with the location, include the address so they can easily find it. Or, search for a location.

Addresses that are included in your meeting  location are automatically linked to Google Maps.

If anyone is unable to attend the meeting  in person, they can attend via Google Meet, which is a video conference call.  Or, have the whole meeting via Meet.

Set a meeting notification so attendees receive  a reminder before the meeting start time.

The color you choose for your  meeting and your visibility to others are settings in your Google Calendar.  If someone looks at your schedule, they will be able to see whether  you are available or busy and the name of your meeting,  if it is marked as public.

For personal or confidential calendar  events, change the setting to private.

Next, attach your meeting agenda  or any other important documents, such as a presentation or a budget spreadsheet.

Or, link to your document. Finally, add a note for attendees.

Describe the purpose of the meeting and if they  need to take action on any attached documents.

Save the meeting and send a notification.

Group members will receive the meeting  invite via email with a request to RSVP.

They have the option to accept, decline,  or reply “maybe” to the invitation.

Every time someone RSVPs, you will  receive an email showing their response.

Now, it’s your turn: Open Google Calendar and create a new event Title the meeting, add attendee email  addresses, and select a time and location Adjust Google Meet and notification  settings, if you’d like Attach or link to your agenda  or other important documents, Write a message to your guests And send the invite.

Choose an extension
Schedule Meetings Using Google Calendar

Schedule a recurring event in Google Calendar for your meeting, and invite attendees.

Conduct a Meeting Using Google Meet

Conduct a meeting virtually using Google Meet.

Ask for Feedback Using Google Forms

Use Google Forms to ask attendees for feedback on your meeting logistics, purpose, and style.

Present Your Agenda Using Google Slides

Create a more polished, condensed, or presentable version of your meeting agenda.

Create a Meeting Agenda Using Google Sheets

Create an alternative version of a meeting agenda with Google Sheets.

Customize Your Template with a Header and Image

Customize your agenda template with a header or footer and an image.


Choose one or more of the extension videos to change the format or content of your meeting agenda, conduct virtual meetings, or ask for feedback in a survey.