Google Calendar: 12 Hidden Tricks to Improve Your Workflow


Gogle Calendar

Be it personal life or professional meetings, following a schedule and routine helps in work-life balance.

Globally, millions of users have the practice of using the calendar for managing their schedules.

Some people use physical diaries to write down their daily tasks, while others are comfortable using digital calendars like Google Calendar, Microsoft Outlook Calendar, Calendar, Fantastical 2 and Apple Calendar.

Profound penetration of smartphones, cloud solutions offering a real-time update of data in the applications, and real-time viewing of schedule updates across the computing devices because of sync in the data is a boon for millions of users.

For instance, if one uses the Google Calendar for making notes of an event; using a smartphone, the same event schedule can be seen over the Gmail account in the web browser or other devices wherein the same google account is signed in.

Google Calendar

While there are hundreds of applications offering digital calendar schedule services, the popular and the one among the most preferred digital calendars is Google Calendar.

There are scores of benefits and phenomenal features in Google Calendars which are not explored by many of the users.

Following are some of the intrinsic features integral to the Google Calendar product and service offerings.

MY calendars 

Google Calendar

The option of creating a specific calendar for each work routine, personal time, and different groups is a reality in the case of Google Calendars.

In addition to the specific calendar, even the general calendar can be followed.

The benefit of My calendars is to have different schedules classified and share the Google Calendars among the groups both in family and at work.

For instance, one calendar can be for the marketing department meetings of the business, and it can be shared among all the members of the marketing team in the company.

As well, people living in a community can be part of the other group, and each other can view the availability of the other members.

Irrespective of the group calendar sharing, organizing the schedules for self, can lead to a more structured way of functioning and improved productivity terms.

“Find a Time” or “Suggested Times”

The other lesser-known feature, but a more effective one in Google Calendar is the “Find a Time” or “Suggested Times”.

Both these functions perform a critical task of identifying the best possible time for all the members essential to be part of a schedule.

Once the group of invitees to a meeting is added to an event, the “suggested times” feature in google calendar can automatically suggest a feasible time option wherein the invitees can come together for the meeting.

Similarly, in the case of the “Find a Time”, it helps display the calendar schedule of all the members in the invite list together on one screen, and the host can view the convenient times for scheduling a meeting and send invites over the Google Calendar.

Sync Schedules across platforms

Some users have the habit of using different devices across the platforms and making notes of meetings on their respective computing devices.

Google Calendar offers the scope of seamless integration of the meetings list across multiple OS platforms.

With a simple integration wizard, the google calendar can be synchronized with other devices too, and the google reminders can be useful for reminding about all schedules.

For instance, people using windows desktop calendar, iPhone calendar, and Google accounts at Google workspace can integrate all there into one calendar format and have notifications received as Google reminders for the meeting or event schedules. 

Related: How to Sync Calendar with a Phone or Tablet

Hide the Event details

It is the prerogative of the users to choose whether they prefer to keep their schedule or a piece of specific schedule information open to the group and public view.

If the preferences are about not disclosing some meetings to the group, the google calendar has the scope for hiding the event details from the public eye.

Only the person accessing the specific google account can view the schedule.

Add More Information to the Schedule 

Google Calendar

Every schedule has some information added to the time and date of the meeting. These could be information about the agenda of the meeting, keynotes, or file attachments important for the schedule, meeting location, etc.

Adding up such details for the meeting schedule can help the users manage their time and plan things more efficiently in Google reminders.

Also, there are features wherein the meeting or the event invites be shared with the other people as guests participating in the event and seek their RSVP confirmation to participate in the meeting.

Add Google Meet

Virtual meetings have become the norm, and everyday thousands of large and small group meetings are being scheduled on the virtual meeting solutions.

Google Meet is one of the top-rated virtual meeting solutions available, wherein the users can schedule a meeting as a free offering from Google. 

The meeting can be pre-scheduled and the link for the meeting can be shared with the invitees using the URL shared in any of the digital communication.

Google Calendar link can be used by the invitees to join the meeting. The meetings can be secured wherein the host can have the right for admitting the people into the meeting. 

Email Event Guests

A online virtual meeting invite can be shared with the internal users’ groups within Google Workspace or with the external members too using Google Calendars.

Once the invitees confirm their participation thru RSVP, there can be notified to the respective host of the participation.

Event Notification Time

25 Google Calendar Hacks to Maximize Productivity - Calendar
Source from:

One of the key challenges in the schedules is the chance of missing the schedule. Thus, Google Calendar has the potential system of customized reminders wherein for every schedule, google can trigger an earlier notification for the upcoming schedule.

Working hours settings

For the auto-schedule of meetings by the groups, the chances of meetings overflowing into non-working hours or other scheduled times are vey real.

Thus, the working hour’s settings can be customized in the Google Calendar enabling seamless integration of calendars and avoiding overlapping conditions.

Related: How to Set Up an Appointment Schedule in Google Calendar

Appointment Slots

This feature supports keeping specific times of day on the calendar and sharing the times among the public group or a private calendar link, wherein people can click the link and have their meetings scheduled at the given time slots.

In the enterprise edition of Google Workspace, the user group has more collaborative features and solutions.

Other general features integral to the Google Calendar set-up are the Google Desktop Calendar, custom views, calendar time settings, keyboard shortcuts, and default duration settings.

Using such comprehensive solutions in the Google Calendar can be highly resourceful and productive for the users.

Reach out to Exabytes team to know more about the Google Workspace features in google calendar.

Contact an Exabytes Sales Professional for product details and pricing to get promotional offers!

Related article: Learn These Google Workspace Enterprise Productivity Tools

Notify of
Inline Feedbacks
View all comments