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How to use Google Calendar for school: Tips for making schedules

Katie August 15, 2022 good habits , organization , productivity , routines , time management

By Katie Azevedo, M.Ed.

Knowing how to use google calendar for school is important for students in high school and college. Using Google calendar to make a schedule will:

• help you manage your time
• keep you organized
• help you show up when you need to
• provide reality checks about how much time your commitments really consume

I recommend students use Google Calendar over any other digital calendar apps. Why? Google Calendar integrates easily with other school-based Google products. Also, both the desktop and mobile apps are excellent.

What you need before getting started with Google Calendar

You only need two things to start using Google Calendar to plan your school schedule.

• A google account
• Dates and times to put into the calendar

Let’s start with #1: Create a google account if you don’t have one. If you have multiple Google accounts, sign into the one that you use for school.

Moving on to #2: Gather all the information you’ll need to load into Google calendar. This would include:

• Your class schedule
• Your academic school-year calendar (usually on your school website)
• Sports schedules
• Job schedule (if you have a part-time job during school)
• Dates and times of recurring appointments (therapy, PT, music lessons, etc.)

How to create your school schedule in Google Calendar

1. add classes first.

The first step to creating your school schedule in Google Calendar is to add your classes. If you’re in high school, you could just block out a chunk of time from the first bell to the last bell (picture #1). If you’re in college, you’ll need to add each individual class.

To add classes that repeat on certain days, simply click Does Not Repeat to get a list of repeating options. Or, you can click Custom to select specific days. See the images below.

2. Add commute times

After adding classes, add commute time to and from each class. Do the math to calculate how long it takes to drive or walk to class. Be accurate. See picture below.

3. Add meals

Add your meals to your Google calendar schedule. If you don’t usually eat breakfast, don’t add that in. But if you grab something to-go from the dining hall, even if that takes you only 10 minutes, add it in.

Enter lunch and dinner blocks at your “average” times.

4. Add recurring commitments

Enter all recurring commitments and appointments. Don’t forget to add commute time to each event. Consider the following:

• practices + games
• doctor + dentist appointments
• club meetings

5. Create dedicated study blocks

After you’ve added all “immovable” commitments to your calendar, you can see the gaps of open time in your schedule. There will likely be far less free time than you expected. Here is your reality check.

The majority of these unscheduled hours will become your study blocks. You should have at least one large or several smaller study blocks per day. If you don’t, then your school schedule is overpacked and you need to change something.

Block out these study/homework periods as events on your calendar, just as you did for classes and other commitments. 

8 more pro tips for using Google Calendar to make your school schedule

1. Only create your schedule for one semester at a time. You can create end-points for events in the edit section of each event by filling in the ends on field with the last day of your semester. See picture.

2. Use specific colors for each event category. For example, use blue for all classes and green for all meals. At the time of writing this post, you are limited to Google’s 11 basic color options, but this tutorial shows you a workaround if you are intent on making custom colors.

3. Create your initial school calendar on a desktop computer. There are more options and features in the browser version than in the app. Also, it’s easier to add and customize events on the desktop.

4. Download and use the Google Calendar mobile app. If you need to add an event when you’re out and about, add it via the app and then customize it from your desktop if needed.

5. Do not add assignments to the schedule. A calendar is not an assignment notebook. Just add dues dates and exams, as described in Step 6 below. Here is the important difference between a calendar and an assignment notebook . 

6. Add due dates and tests to your calendar. To do this, you would add it as an all-day event . This will make the event appear at the top of the day, instead of at a particular time. See picture.

7. Create a S unday Routine like this one where you log into your calendar and make updates for the week. Make this planning routine non-negotiable. Consider doing the following once a week:

• add new appointments and events
• delete events or classes that have been canceled
• adjust gym schedule or meal times as needed
• add due dates and tests for the coming week

8. Add details about events and appointments by clicking edit and filling in the description field. This is a good place to store teacher information like office hours and absentee/makeup policies. See image. 

Using Google Calendar for school is one of the best productivity tools available to students . Using it to create a visual schedule of your commitments is a highly effective way to see, manage, organize and master your time. Also, knowing how to use Google Calendar like this for school is the first step in figuring out what to do when you have too much to do.

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A Teacher’s Guide to Google Calendar

The Google Calendar is a little used jewel for keeping you organized. This is especially true for a teacher who has a never-ending list of things to do and places to be. I have a confession to make — I am lousy at using lists. I make them, but then rarely use them to guide my day. Instead, I’ve found that I work best by using a calendar to track my tasks as well as my events.  Let’s explore a few ways a teacher can use the Google Calendar to keep them on track and organized. 

Layout of Google Calendars

Before we look at specific uses, we need to review some of the basics of Google Calendar. The calendar allows you to create multiple planners that can be toggled on and off. This allows you to create calendars that have a specific purpose (homework, lesson plans, cheerleader practice) that can be shared separately. However, you can also view them together. In the above image, you can detect the different calendars by their color. 

Different Types of Calendars

Homework Calendar

Let’s start by creating a calendar to help your students and their parents keep track of assigned homework. You only have to generate the homework information once and then let parents and students access the calendar at a time that fits their schedule. No more filling out homework sheets for individual students. You could also assign a different student each day to enter the information on the calendar.

You will next want make sure you share your calendar with the public and possibly give other individuals more specific sharing permissions.

Finally, you will need to decide how you will share your calendar with the world. You can either do this by copying the URL for the calendar and link to the calendar in an email or possibly post the link on a website. You could also embed your calendar either in a Google site or another website.

And finally, you can share the iCal address with individuals who have another type of calendar application.

Lesson Plan Calendar

Using Google Calendar as a place to store your lesson plans can be very useful. For each activity, create an event. Within the event details window, you can attach handouts, links to be used in the lesson, and other instructions you might want to give your students. If you need to print your lesson plans, use the Schedule View.

Add Useful Calendars

There are other calendars you can add to your Google calendar that provide you with information that you may find helpful. A great example are the UIL calendars . UIL has published their events on four Google Calendars and made them available to the public. All you have to do is subscribe to their calendars by clicking on the + sign at the bottom right of the calendar. All four will be added to your Other Calendars.

Google also has some calendars you might find useful or interesting. Remember, these calendars will be added to your Other Calendars.

Viewing the Task List in Calendars

I already confessed that I’m not good with tasks, but for those that are, Google has a very useful Task list that you can access via the Gmail or Calendar app. For this blog, we are going to focus on using the Task list from your calendar.

First, let’s toggle the Task calendar on.

Let’s make sure the Task list is visible and you know how to add tasks to the list. Note that adding tasks to the list works exactly the same in the Gmail app.

In order to view a task in your Task calendar, you must add a date in the event details.

My one complaint is that the task is only visible at the top of the day it is to be accomplished. As of now, you can’t assign a specific time to accomplish the task (i.e. 8:30 am). Google, if you are reading this blog, PLEASE consider adding this feature. Instead of using a list, I assign a specific time to accomplish a task and put those directly on my calendar. I could be persuaded to use this app if I could do this via a Task list. 

Most people who use lists love the experience of crossing off the items that have been accomplished. This is as easy as checking a box in the Google Task list. Note that the item is crossed off in the list and calendar view.

Reserving a Room or Resource

One very helpful tool in Calendar is that within the event details you can reserve a room or a resource. No more going to the library to check out the iPad cart or signing up for the library. There all kinds of uses for this feature. The types of resources can be grouped together to make it easy if the list becomes too long. In order to use this feature, your domain administrator must enable it and create the list of rooms and/or resources.

Color Coding

Some people love to organize with color. Google makes this easy. You can color code each calendar so that when you toggle them on and off, you can easily see what events go with each calendar. You can also color code each event. For instance, you could assign a color for parent teacher conferences and a different color for faculty meetings.

As you can see, Google Calendar has the ability to assist you in organizing your events, tasks, and activities. Google also has a Calendar app for both Android and iOS that works very well with the online application. Make a goal to try at least one of these ideas and tell me what you think. Also, if you have any other ways you use the Google Calendar in your classroom, leave a comment below.

Jennifer Bergland

Jennifer joined the TCEA staff in 2010 to lead the advocacy efforts of the association. This enables her to blend her passion for technology and education with her love for the political process. She keeps grounded in the application of technology by helping deliver professional development for TCEA. She has a B.S. in Political Science from Southern Nazarene University and an M.S. in Educational Administration from Texas A&M. She loves working with teachers as they begin to envision how technology can help them transition their teaching from print to digital.

Help Students Focus on Homework Using Organization Techniques

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How To Use Google Calendar For School

In this guide, you will discover how to plan your academic year using Google Calendar. From tracking assignments and exams to coordinating group projects, Google Calendar offers a seamless way to organize your studies.

Picture this: Your alarm clock blares, your textbooks lie scattered on your desk, and you can't remember if your math homework is due today or tomorrow. In the midst of school chaos, assignments, classes, and deadlines swirl like a never-ending storm. But what if there was a way to tame this tempest of tasks?

As you embark on this new academic year, remember: the very fact that you're exploring tools to manage your time more efficiently already puts you ahead of the game.

With Google Calendar, gone are the days of scribbled notes and forgotten deadlines. Whether you're a high school freshman or a college senior, Google Calendar's bells and whistles can chime in harmony with your educational needs.

Creating And Managing Events 🏫

Customizing your calendar for school 👩🏻‍🎨, sharing and collaboration 🪢, using extensions and integrations 📒, frequently asked questions 🍿.

Important disclosure: we're proud affiliates of some tools mentioned in this guide. If you click an affiliate link and subsequently make a purchase, we will earn a small commission at no additional cost to you (you pay nothing extra). For more information, read our affiliate disclosure .

Keeping everything in your head or scribbling it in a planner? How about organizing your time management in such a way that you receive reminders about an important test, and your to-do list looks like a vibrant mood board rather than a dull planner, huh?

Preparation

1. open google calendar.

• Navigate to Google Calendar and sign in with your Google account if you haven't already done so.

2. Grab Your Lesson Planner

• Take hold of your school planner with all your lessons, assignments, and important dates, because we'll be transferring all of this into Google Calendar.

Imagine that you have a schedule of lessons and homework assignments lined up. You've got Math class at 8:00 AM with exercises on page 42 due; English Literature at 9:45 AM with chapters 5-6 to read, etc. and finally after-school activities like dance lesson or a meeting with friends. Not to forget the evening study time for Math and Chemistry!

Whew, that's quite a lot of tasks!

The process of creating

3. add new calendar.

• On the left side of the screen, locate the " Add other calendars " section. Next to " Add other calendars ," there's a plus (+) sign. Click it to see more options.
• From the drop-down menu, select " Create new calendar ."

4. Setting Up Individual Class Calendars

Name Your Calendar : In the window that appears, enter the name of the class or subject you're creating a calendar for, such as " Math Class ."

Add a Description : If you'd like, you can add a description that details what the calendar is for. This might include the name of the teacher, the room number, etc.

Choose a Time Zone : If it's not already set, choose the correct time zone for your location.

5. Color-Coding

Find the class you want to edit and click on the three vertical dots next to it.

A panel will open displaying a range of default color options . Feel free to choose one of these, or you can create a custom color.

To add a custom color , click on the plus sign ( + ) at the bottom of the color panel. This will open a color palette.

From this palette, select the color that you prefer for that particular class.

Repeat these steps for each class.

6. Create Your Event

• From your main Google Calendar view, either click the " + Create " button or select a time on the calendar. This will open up a new event window.

7. Enter the Details

• Here, type in the title of your event or assignment, set the time and date, and add any additional details or descriptions as needed.

8. Choose Your Class Calendar

• In the event window, you'll find a drop-down menu labeled " Calendar " at the bottom of the details section. Click on this menu to reveal all your class calendars.
• From the list, select the class that your event or assignment belongs to. It's important to make sure you have the correct class calendar selected when entering new tasks or events.

9. Save Your Event

• Once you've entered all the necessary information and selected the appropriate class calendar, click " Save ". This will add your event or assignment to the selected class calendar.
• Continue this process, making sure to select the appropriate class calendar each time, until you've scheduled all of your assignments and events.

Google Calendar isn’t just about managing your own time, it's also a fantastic tool for collaboration. You can share calendars with others, making it an ideal platform for coordinating schedules and collaborating on projects.

Sharing Your Calendar With Others

• Select the three vertical dots next to the specific calendar you want to share under " My calendars ."
• Click on " Settings and sharing ."

• Scroll down to the " Share with specific people " section, click on " Add people ," and enter their email addresses.
• Decide on the level of access each person should have. You can allow them to view all event details, make changes to events, or make changes and manage sharing.

Adding Someone Else’s Calendar to Your View

You might need to see someone else’s schedule to plan meetings, study sessions, or just to coordinate schedules. Here’s how to add someone else’s calendar to your Google Calendar:

• On the left side of the screen, find “ Other calendars .”
• Click the " + " symbol, then select " Subscribe to calendar ."

• In the " Add calendar " field, type the person’s email address (they must have already shared their calendar with you).
• Click on their calendar to add it to your calendar list.

Get Shearable Link

• Scroll down to the " Acces permissions for events " section, click on " Make available to public ," and give permission to all details.
• Click on " Get Shearable Link "

Don't forget to check out our article, " How To Use Google Calendar " to gain a deeper understanding and make the most of this versatile tool.

The true power of Google Calendar isn't just in its standalone capabilities, but in its seamless integrations and extensions that elevate your scheduling game to the next level.

Let’s dive into how you can supercharge your academic life with these tools:

Google Tasks Integration : Google Tasks is a straightforward to-do list that integrates perfectly with Google Calendar. On the right side of your Calendar, you can view and manage your Tasks. Assign a date to a task, and it will show up in your calendar. This is ideal for jotting down homework, readings, or upcoming exams.

• Zoom Integration for Virtual Classes : If you’re attending virtual classes, the Zoom for GSuite add-on can be a lifesaver. Schedule and join Zoom meetings directly from your Google Calendar. When it's time for your virtual class or study group, click the link, and you’re in!
• Calendly for Study Sessions : If you're planning study sessions or group projects, Calendly can help. It integrates with Google Calendar, allowing your peers to see when you're available. They can then pick a time slot, ensuring you never double-book yourself.

Extensions for Chrome : There are numerous Chrome extensions designed for Google Calendar. Some of the popular ones include:

• Checker Plus for Google Calendar : Get notifications, even when your calendar isn’t open, and quickly glance at your day’s events.
• Schedule Zoom Meeting for Google Calendar : A quick way to add Zoom meetings to events, perfect for group studies or tutoring sessions.
• Colorful Google Calendar : If you're a visual learner, you might want an even broader color palette for your classes. This extension can help.
• IFTTT (If This Then That) : Automate your digital life! IFTTT can connect Google Calendar to hundreds of other apps. For instance, if you want a reminder on your phone every time a particular class is about to start, IFTTT can do that for you.
• Exam Countdowns with Trello : If you’re using Trello for your study plans and project management, there’s an integration for Google Calendar. It allows you to see your exam countdowns or project deadlines right on your calendar.
• Backup & Sync : Ensure you never lose any critical data. This tool will keep your Calendar data synced across all your devices and even provide a backup in Google Drive.

What do I do if I'm not receiving reminders for my events?

First, check your event to make sure you have set a reminder. If you have, but are still not receiving reminders, check your notification settings in both Google Calendar and your device settings to ensure notifications are enabled.

How do I add my homework to Google Calendar?

You can add your homework by creating a new event in the respective class calendar. It's a good idea to add homework details in the ' Description ' field when creating the event.

Can I import my existing schedule into Google Calendar?

Yes, if you have an existing schedule in a format that Google Calendar supports (.ics or .csv), you can import it. Go to the " Settings and sharing " for the calendar you want to import into, scroll down to the " Import & export " section, and you can upload your file there.

Can I recover a deleted event?

Yes, deleted events go into your trash and can be restored within 30 days of deletion. Just go to your calendar settings, find the ' Trash ' section, and you can see and restore your deleted events there.

Final Thoughts

There you have it, the ABCs of managing your school schedule using Google Calendar!  Here's wishing you the best of luck in your studies, and don't forget to have a bit of fun along the way.

Remember, effective time management isn't just about getting more done; it's about creating more space for enjoyment, too. So go ahead, fill that calendar with not just school work but also those moments of relaxation and joy. After all, balance is key. Happy organizing!

Let's take a breather and have a bit of fun with a quick quiz!

What is the advantage of creating separate calendars for different classes?

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How to Use Google Calendar as Your Homework Planner – Part 2

In my last post, I showed you how to create a Google calendar for the purpose of using it to keep track of homework. In this post, I’ll show you how to set up that calendar and record homework.

On the “Edit Event” screen, you have 2 areas to edit.

• Click the box that says “All day.” That takes away the time options, and also causes this event to show up at the top of the calendar, which is what we want. Next to it, click “Repeat” and from the “Repeats” dropdown, select “Every weekday (Monday to Friday).”
• Pick a color for that class. I use the same color coding system as I do for notebooks and folders, so I checked red for math. This adds an extra layer of visual cueing to the planner.

When you’ve added repeating, all-day events for each academic class, your calendar will look like this.

That is the one-time setup part. Now you have your planner ready for the year or semester.

Using Your New Planner

Now it’s time to record an assignment. To write down tonight’s homework, click on the math line for today’s date, and click the “Edit Event” button.

Here is the Edit Event screen. It looks just like the screen where you created the event, right up until the last step. For a homework assignment, you should edit:

• The name of the assignment. You can do this right in the box with the subject name, so it’s visible when you look at the whole calendar.
• The location and/or description. This can be physical (homework folder), virtual (www.homework.com), or geographic (library). The description box is great for adding details like “only odd numbered questions” or “answer in full sentences” that don’t fit on that top line.
• Attach a file, if the teacher has sent a worksheet, or if you have a Google doc with your notes. If you’re working on a device that takes photos, you can also attach a picture you have saved that shows the page number, or the details written down in your notebook. (It’s best to ask permission from teachers/administration if you would like to take photos in the classroom so that your intentions are clear.)

That’s it! You have saved tonight’s homework to your homework calendar. When you sit down tonight, log in to your computer or pull up Google calendar on your phone to see the assignment, and get to work!

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How To Use Google Calendar As A Free Online Homeschool Planner

How to use google calendar as a homeschool planner.

I have looked high and low for a system that would work for me as an online homeschool planner. Although I really liked Homeschool Planet, I wasn’t in love with it . Truthfully I didn’t want to pay for something each month that I wasn’t totally in love with.

I am however a huge fan of Google. I love how well my Google Calendar works as a planner. It takes a little playing around with to find all the features and get used to but it works so well.

To use Google Calendar, you need a Gmail account. One of the best features is that you can sync your calendar with other users. It would be helpful for an older student to have a Gmail account as well, to set up and sync assignments. To set it up you need to find the Calendar icon under your Google apps. This is found in the right-hand corner of the screen.

Once you’re in the Calendar screen you can start piecing together your lesson planner. Google can be set with different custom calendars. My calendars include Fieldtrips, 3rd Grader, Kindergarteners, Work From Home and Meals to name a few. I color-code each calendar.

Creating Individual Calenders 

To create a calendar you go to the left-hand side of the Calendar, and you will see where it says “My Calendars” beside that is a little down arrow. Click on the down arrow and select “create a calendar”. You are able to name and customize color from there.

Sharing Calendars with Others

You have the ability to share specific calendars with other Google users as I mentioned before. This is where having a student with a Gmail account would be useful. When creating the calendar for that student you are able to add their address and share that calendar with them.

Scheduling Events (subjects, appointments, field trips)

Once you have your calendars set up you are now able to create your events. I schedule my calendars by subject so I simply input the subject at about the time we are working on it each day. I set the subject to repeat on the days that I need it too, then I am ready to edit from there. I can choose the calendar I want for each event. I am also able to share each event with the people I need to, which sometimes includes homeschool dad!

Setting Events to Repeat

You also have the ability to set each event to repeat which I mentioned early. When you create your initial event you will see a box under the times marked “all day” or “repeat”. If you check the repeat box you will get a pop-up box that will allow you to customize how you want your event to repeat.

It is a really nice feature, especially for subjects. I set all my subjects to repeat. Language Arts we do Monday through Friday for example so I schedule it to repeat as such. We do Science on Monday, Wednesday, and Friday so it only repeats on those days.

Setting up a Task List 

Under the Calendar list, is a Tasks label if you highlight this you will see a list appear on the right-hand side of your screen. I use this to create a list of cleaning tasks for myself for the day. To add tasks to the list, you simply go to the bottom of the screen and click on the little plus sign. A new slot will appear and you can fill it in.

Changing Your View

You can set to view a day or 4 days at a time, a week or a month at a time. This is found at the top of the screen towards the right-hand side. There is also an agenda view which I find most useful for my cell phone.

Printing It Out

There beside the “view” button is a button that says “more”. If you click on this button, it will drop down to give you two options. You can choose to refresh or print. How it prints depends on the view you are in. I like to be in the weekly view when printing. Unfortunately, I have not figured out how to print out the event details only the title so I have to handwrite it all in once it’s printed, but I don’t mind doing that.

The Best Part

This calendar syncs with my computer at home to my kindle, and my cell phone. No matter where I am I have access to it as long as I have access to my email. It has been one of the greatest helps in keeping my homeschool organized. Even Meetup syncs events to my Google calendar!

Did I miss anything? If you have any questions about using Google Calendar as a homeschool planner let me know in the comments!

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My only comment – I found it super useful to make gmail accounts for my younger kids with me keeping the password until they were old enough to “take over.” I went into each of the kids’ calendars and gave myself and my husband permission to edit them.

This keeps things well organized, makes it easier to invite different family members to different events, and to share access to the calendars with my husband. I love this thing too. Now that my kids are teens with their own smart phones, they have their own calendars still tied to my calendar and the whole family can coordinate.

Thanks for the tip! My kids are still too young to even operate email so that wasn’t something I considered.

I’m so glad you shared this! We’re just starting to homeschool again, and I’ve been using Google calendar in my “real life” and I LOVE it. I hadn’t even thought about it for homeschool and was just about to buy a paper planner. Thank you for the details and encouragement!

Thank you for this! A fellow home school mom sent me this because I didn’t want to renew for HomeSchool Planet either 🙂 Looks like you posted this about 5 years ago but one tip for printing, you can print in schedule view and include the description (which is where I assume you put the day’s lesson) and it should print out fine. I used Google calendar for a business for about 9 years in which we did scheduling and used the description. I had to print this way and it was a life saver.

Great tip, thank you!

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As a student, keeping track of your class schedule can be challenging, but with Google Calendar, you can easily organize your weekly and monthly school activities. Google Calendar is a free time-management web application that allows you to schedule events, set reminders, and share your calendar with others. In this article, we’ll show you how to use Google Calendar to organize your academic life and maximize your productivity throughout the school year.

1. Sign Up for Google Calendar

If you do not have a Google account, sign up for one, and create a Google Calendar. This is a simple process that will only take a few minutes. Once you have your account set up, click the “Calendar” tab to open your calendar.

2. Create Your School Schedule

The first step in organizing your class schedule is to create events on Google Calendar for each of your classes. Go to the date and time of your first class and click on the “Create” button. Add the name of the class, the time, and location of the class to the event title. You can also set reminders to alert you when the class is about to start.

3. Color Code Your Classes

To quickly identify each class on your calendar, you can color-code them. Click on the class event, and under the “Event Details” section, click on the “Change color” link. Choose a color that will represent each class on your calendar. This makes it easier to view all your activities at a glance.

4. Add Assignments and Deadlines

Adding important dates to your calendar is a great way to keep track of assignments, exams, and deadlines. When you receive your syllabus, add assignment due dates and exam dates to your calendar, so you stay ahead of your academic schedule.

5. Set Reminders

Setting reminders is crucial in keeping you alert and on top of your tasks. To set a reminder on an event, click on the event and then “Edit Event.” Scroll down to the “Edit Details” section and set the notification to an appropriate time, such as 30 minutes or an hour before the event. You can also choose to repeat the notification for the same event multiple times. 6. Share Your Calendar

Sharing your calendar is another way to stay on track and make sure you do not miss any important events. Go to the “Settings and Sharing” option under the “Settings.” Click on the “Add People” button and enter the email address of anyone you want to share your calendar with. You can choose to set the level of access as either “Make Changes and Manage Sharing” or “See All Event Details.”

In conclusion, using Google Calendar is an excellent way to organize your school schedule and improve your overall productivity. To maximize its benefits, keep your calendar up to date, set reminders, and color-code your events. By following these tips, you’ll be surprised at how much more organized and relaxed you’ll feel throughout the academic year.  

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Back to School Tip: Use Google Calendar to Organize Your Entire Family

It’s time to head back to school ! As you prepare for the new school year, rounding up school supplies and organizing your family’s schedule, consider trading in that old paper calendar for something a little more high-tech.

Google Calendar is a free web app that can make organizing your family’s schedule simple. Google Calendar lets you easily keep track of your family’s busy life, including your student’s online school schedules, sports, and extracurricular classes, Mom and Dad’s work schedules, family activities, and all your other obligations.

Best of all, it’s easy to share calendars between family members, so everyone in the house knows where they’re supposed to be and when.

Sure, a paper calendar on the kitchen bulletin board has its charm. But it’s not always with you, it doesn’t have an alarm to remind you where you need to be, and if plans change, it doesn’t automatically alert the entire family.

Instead, follow our simple guide to setting up a family Google Calendar and start the school year off organized!

10 Reasons to use Google Calendar to manage your family’s schedule

• Easy and free to set up
• Automatically syncs with your mobile devices
• Import calendars from other apps like Outlook or iCal
• Create multiple calendars, one for each family member
• Color-coded calendars let you see everyone’s schedule at a glance
• Set recurring events- never forget a piano lesson or birthday!
• Setup popup alerts or e-mail reminders
• View calendars anywhere, on any device
• Built-in task list
• Shared calendars let every member of the family view and add events

Create a Google Account

To use Google Calendar you will first need to sign up for a Google account . The process to create one is simple and free. Once you have your account set up, you can find Google Calendar at google.com/calendar .

You should see a standard calendar; by default it is set to a weekly view. You can switch this to Day, Month, 4 Days, or Agenda by clicking in the top right-hand corner.

Create a new calendar

You have two calendars by default, one with your name and one labeled Tasks. To use Google Calendar to organize your family, you’ll want to create separate calendars for each family member.

You can create a new calendar by clicking on My Calendars on the left sidebar, and selecting Create New Calendar.

On the next page, you’ll see fields you can fill in to name and describe your calendar, specify a location, and share it with others.

Fill in your information and click Create Calendar at the bottom of the page.

Hover over your new calendar in the left sidebar and assign it a color. Repeat these steps for each family member and be sure to assign a different color to everyone. This will make it easy to see each family member’s schedule at a glance.

Create an event

You can add an event to your calendar by clicking on the red Create button in the top left corner. You can name your event, schedule the time and day, and set it to repeat daily, weekly, monthly, or yearly. This is a great feature for things like ClassConnect sessions, teacher conferences, soccer practice, birthdays, and other ongoing events.

You can also schedule e-mail or popup reminders and set events to public or private. For security reasons, it’s a good idea to set family calendars to private.

Share calendars with family members

Once you’ve created calendars for each member of your family, you can choose to share them so everyone can view events and stay organized. To share calendars, each family member you’d like to share with will first need a Google account of their own. Use the link above to set up Google Accounts for each member of your family.

Google Calendar desktop view. Click to view full-size screenshot.

Under Permission Settings you can grant each person the ability to make changes and manage sharing, make changes only, or view events only.

You can tailor these settings to each family member’s needs. For example, you might give your spouse the ability to make changes and share, your high school student the ability to make changes (so they can add their events), and your younger students view-only access.

You can easily change these calendar settings whenever you need to.

What if my child is too young for a Google account?

Google does require that users be at least 13 years of age in order to create an account. If your kids are too young, or you don’t feel comfortable with getting them Google accounts, you can use Cozi , a free family calendar app available for iOS and Android devices. Cozi will allow you to import your Google Calendar into the app on your child’s device, giving them read-only access to your family calendar. This way, your child can still view her calendar on, for example, an iPod Touch.

You can view your Google Calendar on any browser by logging in to your Google account. However, you can also sync your Google Calendar for iPhone or other mobile devices. Follow Google’s guide to sync your calendars with your mobile devices so your whole family can stay organized no matter where they are.

Use Google Calendar to organize your online school schedule

Due dates, teacher conferences, ClassConnects, face to face events: you can keep track of it all with Google Calendar. How you use Google Calendar for school will largely depend on how you choose to schedule your online school day.

If you keep a consistent schedule for your students, always completing math at the same time each day for instance, you might schedule each lesson in your calendar. This way your student will always know what he should be doing at any given time.

If you prefer a looser school schedule, you could schedule in only your student’s assignment due dates or tests. There are so many ways to schedule your online school day , so pick what works for your family, and remember it’s OK to change it up depending on what’s working and what isn’t.

For students, learning to manage their time effectively is a valuable skill and the earlier they can learn it, the better. Knowing how to use a tool like Google Calendar is extremely helpful in online high school, where students are expected to manage their time more independently, as well as later when they head to college or begin careers.

We all have busy schedules, and if you’re preparing to start online school you might be wondering how you can keep track of it all. But by knowing how to use the right tech tools, you can keep yourself and your entire family on track and organized.

This article was updated August 2015

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How to Create a Work From Home Schedule Using Google Calendar

Creating a work from home schedule using Google Calendar can be a great way to boost your productivity. Here's how to do it!

Working from home can be a struggle. Even with a full work to-do list, it’s easy to see the laundry piling up in the corner and feel compelled to do something about it. Despite this, if your office is your home, you must find time to do both your personal and work tasks, otherwise your productivity will suffer.

Using Google Calendar, you can create a schedule that outlines time for work, personal tasks, and blocked time to keep you on track. Therefore, you will be able to cross every item off your to-do list each day.

Why Google Calendar?

Google Calendar is a free online calendar that’s user-friendly and chock-full of useful features for boosting your productivity. Plus, it’s available in-browser, or via the Google Calendar app , so you can keep track of your tasks from anywhere.

You can use Google Calendar to block work time, schedule events, share appointment times, send event invitations, and even create multiple calendars in one view to fit your needs. With Google Calendar, you can customize it to create a schedule that fits your schedule exactly the way you want it.

Related: Use These New Google Calendar Features to Optimize Your Remote Work Hours

Plan Your Work From Home Schedule First

Before you dive into creating a schedule using Google Calendar, you’ll want to plan your schedule first. Even if you have a good handle on your daily work, writing it down will make the creation process inside Google Calendar so much easier.

Start by determining your daily start and end time. Even if you're a freelancer or someone without typical working hours, you should still set aside a set number of work hours each day. It's one of our favorite tips for staying productive and motivated while working remotely . Next, outline your day, including both work and personal tasks.

How to Create Your Schedule Using Google Calendar

With your day planned out, you're ready to enter your schedule into Google Calendar. This is a fairly easy process, even if your day is complex. Let's jump in.

First, decide if you want to use multiple calendar views or just one. When you first open Google Calendar, you'll have one calendar called “My Calendar”. The tool allows you to view multiple calendars at once for further organization. For example, you could have a schedule for work tasks and one for personal tasks.

To create a new calendar, follow these steps:

• In the left sidebar, select the “ + ” next to Other calendars .
• Select Create new calendar .
• Enter a name for your calendar and a description, as well as the time zone. Make sure to be specific when naming each calendar you create.
• Select Create calendar.

Adding in Work Tasks

The next step is to add in each of your work tasks as outlined in your schedule. Inside Google Calendar, you can choose to add these in as Events or Tasks. To truly block your time and ensure no one can schedule meetings or invade your set working time, you'll want to add tasks in as events:

• In Google Calendar, simply select a time . A window will pop up, asking you for more details.
• Inside the window, select Event and name it. You can keep things simple and label this time as “Blocked Work Time” or get down to the nitty-gritty.
• Set the hours you wish to block by clicking or tapping on the hours. Under that, you can choose whether you want these hours to repeat daily, weekly, monthly, yearly, every weekday, or you can customize the repeat to fit your schedule.
• Add a description if needed by clicking or tapping on Add description or attachments. To keep work tasks highlighted on your calendar, change the event's color using the dropdown next to your name at the bottom of the pop-up box. For example, use yellow for all work-related tasks.
• When you're finished, select Save .

Google Calendar will automatically set you as “busy” during this time, so you can focus.

Adding in Personal Tasks

With personal to-dos, these are great added-in tasks, unless you feel the need to “block” time for them. Whichever suits you best. If you wish to add them in as tasks, here's how to do it:

• Select a time on your calendar. The same window will pop up, asking you for details.
• Select Task and name it.
• Add in a description if you need to, and then select Save .

Again, creating tasks won't stop clients or co-workers from booking meetings on your schedule. To do that, make sure you add in the personal task as an event.

Setting Out-of-Office Hours

Another great way to protect your personal and work time is to set your working hours inside Google Calendar. By setting working hours, the tool will automatically let others know when you're unavailable. If you're using a Google Workspace education or business account, you'll have access to this feature.

• On the top right inside Google Calendar, select Settings (the wheel icon).
• In the left menu, select Working Hours .
• Select Enable working hours and then select the days and times you're available each day. If you have the same working hours each day, select Copy times to all to simplify this process.

The Finished Product

After adding in your work tasks, personal tasks, and working hours, your new Google Calendar schedule should look something like this:

You'll notice that everything has a specific color to draw attention to the type of task or event. You'll also notice that a specific time is blocked, so it's easy to stay on task, whether in-office or out.

Enabling Notifications

To take your productivity to the next level, consider enabling Google Calendar notifications, so you receive alerts about your events. This is a great way to make sure you shift tasks when it's time, without watching the clock. To enable notifications:

• In Google Calendar, go to Settings (the wheel icon).
• In the left sidebar, select Notification settings .
• Choose whether you want alerts or desktop notifications using the first dropdown box.

Related: Must-Know Google Calendar Tips to Boost Your Productivity

Enhance Your Work From Home Productivity With Google Calendar

The best way to get to know all the useful features inside Google Calendar is to get inside the app and mess around a bit. Experiment to see what works best for you and your work style.

Google Calendar is a fantastic tool for improving your productivity while working remotely. When home life and work meet head-on, this tool steps in and keeps both moving forward seamlessly.

Dani Dearest

in an attempt to be creatively fulfilled

Using Google Calendar to Organize Your Entire Life

How do you do it without letting your brain explode? By having the right organizational system for you.

As busy as I am (last year I juggled 18 credits of classes and 4 jobs…) I definitely need something to help hold everything in one place and make sure nothing is forgotten in the hustle and bustle.

If you’ve been around here for a while then you know that I ABSOLUTELY LOVE PLANNERS . However – sometimes there are places where you don’t bring your planner , or notes you have to jot down quickly and don’t have time to pull out the pen and paper, or there are just some people who don’t prefer a paper planner … and that’s okay! That’s what this is for.

I’m talking: Google Calendar.

Google Calendar is a helpful, creative, powerful productivity tool that if you aren’t using already  you should be.  Download the app on your phone. Bookmark the website on your computer. Share your calendars with your SO or BFFs. Organize your entire life.

Here are some amazing tricks to manage your busy schedule with Google Calendar!

1. Create a School Year Calendar

If you’re a student, the most stable thing in your life is your class schedule . Yes you do know you have class from 12:30 – 2 every Monday, Wednesday, Friday… but your Google Calendar doesn’t know that  yet.

Create your own school year calendar. Under the “my calendars” section on the left-hand side select the down arrow and “create new calendar.” Type a name, choose a default color (like your school color!), set the privacy settings, and create it.

Having this information in it’s own calendar makes it very easy for editing, altering, sharing, or hiding. You get to choose the privacy settings of this specific calendar (want your besties to know when you’re in Biology class but not when you have your doctor’s appointments? Share this calendar with them but not your personal one!) and you get to hide each calendar separately so that when you view your calendars you can minimize/hide this calendar to pay more attention to those things around it.

2. Enter in All Classes for the Semester

Enter in each class once, then use the handy “repeat” option to make it repeat every week (or twice/three times a week) until the semester is over.

Pro tip: Color code your classes! I match the same colors for each of my classes throughout all of my organization for that semester – (Google Calendar, planner, OneNote tabs, notebook tabs, flashcards, etc.)

3. Input all School Holidays / Days Off

Don’t be that one student who didn’t know class was cancelled on Monday.

Don’t wake up for an 8am when you don’t have to.

4. Find and Insert in Finals Schedule

Finals/midterms/exams – whatever you call them, they can c hange the schedule that your entire school operates on for a week.

Knowing these unique dates and times ahead of time is incredibly useful when planning your schedule , making appointments, and laying out study time. Look these up by searching for your school’s academic calendar online!

5. Create a Personal Calendar

When you launch Google Calendar for the first time it creates a “personal” calendar titled by your email address or your name. Use this! What for? Meetings. Appointments. Dates. Parties. Gym plans. Outings .. anything that wouldn’t fall under school, work, or extracurricular.

Insert in Doctor’s Appointments

You know how you’re supposed to go to the dentist every 6 months? How are you supposed to remember an appointment you made six months ago? When making a doctor/dentist appointment in the office, take out your phone and input it right there. They will never catch you off guard again.

Date Nights

Is your SO as busy as you are? Share your calendar with them (or create a special joint calendar!) to make planning date nights easier. When it’s on both of your calendars, nobody has an excuse to forget!

6. Create a Club / Extracurricular Calendar

My super bright pink calendar is all focused around how I manage my lovely Her Campus chapter .

From team meetings, giveaways, programs, events, member meetings, and so much more – there’s a  lot to keep track of and attend  in college.

Or, if you’re an athlete use this for practices, games, workouts, etc.

Pro tip:  Make your calendar “public” and share it with your club/team members so they never miss a meeting again!

7. Create a Work Calendar

Whether your work repeats every day or changes with little notice – having your work schedule in your pocket is incredibly helpful.

If your “work” is more of a passion project (such as a blog or your own business) then use this calendar to set up your personal work times or to batch out your tasks to increase productivity.

8. Extra Tips / Tricks

What else can you do to take advantage of everything Google Calendar has to offer? Here are some ideas.

Everything in my life is color coded and it really helps to organize my responsibilities in my mind. Everything from personal (purple) to Her Campus (pink) to classes (blue, orange, green, and red) and work (teal) are separated by these colors both in my Google Calendar and out.

Input assignments due for that day in the description

I haven’t tried this tip personally, but I’ve heard that it is very helpful! In the description of each class, enter in the assignments/readings that are due that day. This way you just check your Google Calendar to see what is due each day before you leave for class.

Enter in location of classes

Perfect for the beginning of the semester and first-year students – input the location of each class in the “location” or “description” section. This way as you’re walking to class you can just casually check your phone instead of being that student who walks into the wrong classroom… awkward!

Being a college student can be stressful but organizing a busy schedule doesn’t have to be! Hopefully these tips help to manage your crazy life a little bit better.

If you had to pick ONE time management tip that you love, what would it be?

Share this amazing post with your friends:

• ← 15 Resume Boosters for College Students Without Work Experience
• Discovering Empowerment and Real Beauty in College →

5 thoughts on “ Using Google Calendar to Organize Your Entire Life ”

Thanks Dani! I’ve actually been reading your blog for a while now, but this is my first comment. I usually prefer a paper planner, but I think I will try this system. I’ve been looking for a way to organize my blog posts, school work, and freelance/job assignments once school starts up again.

This is a great tutorial! I’ve felt intimidated by google calendars before,but I might have to try it again,thanks!

Thank you for compiling this information. I am trying to write a plan for using Google Calendars as our planner for Middle School students. Got any hints on keeping track of A – B days?? Thanks, again!

Hi there! Thank you so much for reaching out. Hmm… for A-B days maybe you can add an “A” as an all day event on the A days, and a “B” as an all day event on the B days. This way each day will show an A or a B at the very top of the day, without affecting the content inside each day’s schedule itself. You can easily set these to be repeating every other day so that you don’t have to manually input them. Hope that helps!

Love the ideas!! I am a paper and pen person … BUT when it comes to crazy work schedules and the need to share with coworkers – how do I share the time and appointments with coworkers that need to be there too?

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Google Calendar for Beginners

Create an event on Google Calendar, add details, and invite other people to your event.

Example outcome

• Teaching Materials

Time to complete

access_time 45—90 minutes

Digital tools

• Project management

5 calendar apps you should use instead of Google Calendar

• Help Center
• Google Calendar
• Privacy Policy
• Terms of Service
• Submit feedback

Share your calendar with someone

Important: Use caution when sharing your calendar and choose what others can access. Anyone with full access permissions to your calendar will be able to:

• respond to invitations
• create and edit events
• share your calendar with others
• receive emails about changes to your calendar
• delete your calendar

Tip: If your account is managed through work or school, your account’s admin may have limited or turned off sharing outside of the organization. To learn more, contact your admin .

Share your calendar

You can share any calendar you created, and you can set different access permissions for each calendar. Learn how to create a new calendar.

Share a calendar with specific people

• On your computer, open Google Calendar . You can’t share calendars from the Google Calendar app.

• Under “Share with specific people,” click Add people .
• Add a person’s or Google group’s email address. Use the drop-down menu to adjust their permission settings. Learn more about access permissions .
• Click Send .
• The recipient will need to click the emailed link to add the calendar to their list. Learn how to add someone else’s calendar .

Tip: To share a calendar that you don’t own, you need to ask the owner to give you “Make changes and manage sharing” permission.

Share a calendar with the public

• Under “Access permissions,” select Make available to public .
• Next to “Make available to public,” choose the level of access you want to give in the drop-down menu. Learn more about access permissions .

Tip: The only way to let people who don’t have Google Calendar find your calendar is to make it public. Learn more about sharing publicly .

Share a calendar with everyone in your organization

If you use Google Calendar through your work, school, or other organization, you’ll find the option to make your calendar available for everyone in your organization under “Access permissions.” Learn more about access permissions .

How this setting works

• People in your organization can find your calendar.
• People outside your organization won’t be able to find your calendar.
• If you invite someone outside your organization to a meeting, they can find information about the meeting.
• When you share your Calendar with everyone in your organization, you can choose between " See only free/busy (hide details) " or " See all event details. "

Control access to your calendar & individual events

• If your account is managed through work or school, your account’s admin may have limited or turned off permission settings. To learn more, contact your admin .
• Events from Gmail that have the “Only me” visibility setting aren’t visible to anyone you’ve shared your calendar with, even people with “Make changes” access, unless you change the sharing settings for the event or the default setting for events from Gmail. Learn more about events from Gmail.

“Access permissions” & “Share with specific people” settings

In your shared calendar’s settings, you can set general “Access permissions” and “Share with specific people’’ permissions. Between both, the broader permission is applied to specific people.

For example, if you make a calendar available to the public and select “See all event details,” and then you share the calendar with a specific person and select “See only free/busy,” that person will still be able to find all your event details.

Turn off calendar sharing

• On your computer, open Google Calendar .
• To stop sharing publicly: Under “Access permissions,” turn off Make available to public.
• To stop sharing with your organization: Under “Access permissions”, turn off Make available to everyone in my organization.

Tip: If you share multiple calendars, repeat these steps for any other calendars you want to stop sharing.

Fix problems with sharing

• Check that you added the correct email address.
• Make sure they click the link in the email they received. They should check their Spam folder if they can’t find it.
• Remove the person from the calendar’s sharing settings and then add them back.
• Check if your account is managed through work or school. Your account’s admin may have limited or turned off sharing outside of the organization. Learn how to find your admin .

Related resources

• Subscribe to someone’s Google calendar
• Use a family calendar on Google
• Delegate contacts to an assistant

Need more help?

Try these next steps:.