Schedule your school term using Google Calendar


After completing this lesson, you will be able to:

  • Create a Google Calendar event
  • Invite others to an event
  • Create a shared Google Calendar
  • (optional) Embed a calendar in a Google Site
  • Enable offline Google Calendar


The following scenarios show examples of how educators use Calendar in their classrooms.

Share holiday and exam schedules

Mr. Robles teaches final year secondary students in social studies and is preparing them for university next year. In their final year, most of their mark or grade is based on the final exam. Not only is the weighting similar to university scoring but reminders and milestones are similar to university.

To do this, Mr. Robles reduces the amount of reminders he gives about exams and holidays, and he publishes a shared calendar on the first day of class listing the dates of exams and holidays so students can prepare and manage their work. Mr. Robles also teaches his classes how to create alerts ahead of exams for automatic reminders. Because he publishes the calendar the first day of class and students can access the calendar anytime, anywhere, the students can refer to the calendar and prepare accordingly. Because he has adequately set student expectations and provided them with tools to manage their schedules, all of his students pass the social studies exam.

Create appointments with parents and students

It is the second year of teaching for Ms. Sandstone, a biology teacher in a private secondary school. During her first year, she was overwhelmed with staff, department, grade-level, parent, student club, school, and student meetings. She missed some meetings, and when she lost her appointment book, she missed a lot more.

Her school starts using Google Apps for Education, and she decides to use Google Calendar to organize her meetings with parents and students. Now, even if something happens to one device, she can still access her calendar from any other device - her phone, tablet, or laptop. She receives automatic reminders and quickly notifies parents and students if she needs to postpone a meeting.

Set deadlines for assignments

Ms. Salford teaches mathematics to students in their first year of secondary school. She educates them about mathematics as well as maturity and responsibility.

The students currently struggle with managing their time and assignment deadlines. However, Ms. Salford knows they are very good at checking email and online communities. She decides to publish a Google Calendar shared with all of her students listing the deadlines for upcoming assignments. She also teaches them to set automatic alerts 1 day before and 1 week before upcoming deadlines. This works well with the student culture, and students love it. She has increased the percentage of on-time assignments to 89%, and 100% of all her students turned in the last two assignments on time.


Create a calendar event

You can create a calendar event in a variety of ways. Navigate to

Option 1. Click and type to create an event

  1. Click on the day you would like to create a new event. If the event spans over an hour, click and drag.
  2. Type the title and event time for your new event in the box.
  3. Click Create event to publish the event to your calendar immediately, or click Edit event details to add additional information.

Option 2. Create an event using Quick add

  1. Navigate to
  2. Click the day and time for when you want to create a new event.
  3. Enter the details; for example, Dinner in North Beach 8PM Friday.

Option 3. Create an event using the Create button

  1. Navigate to
  2. Click Create in the left column of your calendar. This will bring you to a page where you can enter as much information as you want about your event. On this page, you can also add guests, change a reminder setting, and publish your event to other users.
  3. Click Save.

Option 4. Create an event from the calendar list

  1. In the calendar list on the left, click on the down-arrow button next to the appropriate calendar.
  2. Select Create event on this calendar.

Invite others to an event

To invite others to attend your event:

  1. Navigate to
  2. Click on the event (or create a new event) and select Edit event details (alternatively, you can click on the event's name to open the event details page).
  3. In the Guests section on the right, enter the email address of each of your guests and click Add. The name of each guest appears under the Guests section below.
  4. Select the appropriate options for your guests under the Guests can section.
  5. Click Save.
  6. In the Send invitations pop-up window that appears, click Send if you want to notify your guests of the event; if you do not want to notify your guests, click Don't send.

Share your calendar

To share your calendar with others:

  1. Navigate to
  2. In the calendar list on the left side of the page, click the down-arrow button next to a calendar, then select Share this Calendar.
  3. Enter the email address of the person you want to share your calendar with.
  4. From the drop-down menu on the right side, select a level of permission, then click Add Person.
  5. Click Save.

To share your calendar with everybody:

  1. In the calendar list on the left, click on the down-arrow button next to the appropriate calendar, then select Share this calendar.
  2. Select Make this calendar public. If you don not want others to view the details of your events, select See only free/busy (hide details).
  3. Click Save.

Embed a calendar in a web site

To embed a calendar in a general site:

  1. In the calendar list on the left, click the down-arrow next to the calendar you want to embed, and select Calendar settings. (Alternatively, click the Settings link at the bottom of the calendar list, then click the name of the calendar.)
  2. Copy the iframe code displayed in the Embed This Calendar section.
  3. Paste this code into your website to embed your calendar.

To embed a calendar in a Google Site:

  1. Navigate to and click the site in which you want to embed a calendar.
  2. Click Edit page (pencil icon) on the top right.
  3. Click Insert.
  4. Click Calendar.
  5. Select the Calendar you want to insert.
  6. Click Select.
  7. Choose the options you would like and then click Save. Your Calendar will now appear in your site!
  8. Click Save at the top right of the site.

NOTE: To allow everyone to see your calendar, you'll need to make it public.

Enable offline Calendar

To enable offline use of your calendar:

  1. Click the gear icon and choose Offline from the dropdown menu. You’ll be prompted to install the Google Calendar web application from the Chrome Web Store.
  2. Click Install from Web Store. You’ll be taken to the Chrome web store page for the Google Calendar web application.
  3. Click Install. The Google Calendar Web App download page opens in a separate window. If you accidentally closed it or it was prevented by a popup blocker you can try to open the download page again by clicking the Install from Web Store button in the popup again. Once installation is complete, a new Chrome tab will open and the Google Calendar web app icon will appear.
  4. Click on the icon to go to Google Calendar.
  5. Click the gear icon again. Next to Offline, you should see a green icon with a checkmark. This means your calendar is synchronized and ready to be used offline. If your calendar is still syncing, you’ll see a green spinning icon until it’s completed.

Classroom applications

You can use the information you have learned in this lesson in the following ways:

  • Show when students' homework/assignments will be - this means there will never be an excuse for students to forget to do their assignments. Parents can also view it too.
  • Show when students' assessments will be - no excuses for not knowing there was a test.
  • Show when parents can come to see you - a really convenient way for parents to see when you are free to come to speak to you.
  • Schedule meetings with your colleagues - this means you will not be double booked again.
  • Help students keep up to date with their studies - students can see when and where their homework/assignments and assessments are scheduled.

Learn more

Additional information about the topics in this lesson can be found here:

Google Educator Group curricula

Online help and tools


Part A. Enable offline Calendar, create a calendar event and invite a guest.

If you have not already done so, enable offline Calendar.

Then create a calendar event entitled “Teacher Party 2020” and invite a friend or colleague.

Part B. Share your calendar

Share your calendar with a friend or colleague.

Part C. How will you use this tool?

Please answer all questions in order to receive credit for this project.

Please answer all questions in order to receive credit for this project.