Creating a Department Calendar

Overview

To help communicate departmental events, like who is going to be off, we recommend creating a shared department calendar. This calendar is separate from any official reporting of time off for payroll purposes.

ITS Recommendation: ITS has long had a shared department calendar that we use to indicate when staff members are out of the office. Each staff member enters their information and includes notes as needed. For our furlough days, we are adding the word Furlough in the event title, so we know who not to contact while they are away.

Unfamiliar with Google Calendar? Check out this training information from Google called Get Started with Calendar.

Instructions

Creating and Sharing a Department Calendar

  1. On your computer, open Google Calendar.
  2. At the left, next to heading "Other calendars," click Add other calendars and select the Create new calendar option.
  3. Add a name and description for your calendar.
  4. Click Create calendar button.
  5. A message will appear at the bottom of the screen in a black box telling you that the calendar was created. Click the Configure link to set up the sharing.
  6. Scroll down to the "Share with specific people" section. Click the Add People button.
  7. Type in the names of the people who should have access to the calendar.
  8. In the Permissions field, select the Make changes to events option.
  9. Click the Send button to send a notification to people added to the calendar.
  10. Click the arrow in the top left corner to return to your Calendar page. The new calendar will be in the list under the heading "My calendars."

How Do I Add An Event to the Shared Calendar?

You will create an event as you normally would, but under the calendar section, you will change it from your calendar (listed as your name) to the shared department calendar.

Another way to do this would be to create the event on your calendar and then copy the event to the shared calendar. Click on the event in the calendar and then click the  three dots to open the menu. Select Copy to (Calendar Name) and then the event will be copied.

Questions? Need Help?

If you have questions or need some help, please let ITS know by submitting a Raven Solutions request.

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