Tuesday, February 23, 2016

Sharing a Google Calendar

With Google Calendar, you have the ability to schedule, organize, and manage everything from faculty meetings, to spelling bees. You can choose who can view these events, whether it be only the faculty in your school, or to your entire learning community. When organizing an event such as a faculty meeting, there are many options at your disposal, and with those options, are many factors that come into play.
A very useful feature of Google Calendar is the ability to create multiple calendars. This can allow you to visually manage your school day much more efficiently. You can choose to create all of your events in your personal calendar, but being able to view different events related to different parts of your school community can be hard this way. With multiple calendars, you can easily create events grouped by subject matter in separate calendars, and even color code each calendar separately to help differentiate the view of your events.
When you setup a faculty meeting, you will want to consider adding an agenda, attaching any relevant files, including a description which contains all of the important information, as well as any links which might be necessary for the faculty to prepare for the meeting. You will also need to decide how the faculty will have access to this event.
Here is what you will need to consider:
  • Shared Personal Calendar vs. Public Calendar
  • If you use your own calendar, you will need to share the faculty meeting event with your entire staff
  • If you use another shared calendar, for instance, a Faculty Meeting calendar, you will either need to share the event with the entire staff, or make sure the calendar itself is shared with everyone in the organization (only available in Google Apps for Education)
  • If you share the calendar with everyone in the organization this would only be recommended if you do not have student accounts
  • Is there an agenda, or any other file you need to attach to event?
  • Attachments can be added to calendar events
  • Please note that if you add a file from Google Drive, you will need to share that file with the entire faculty or share the file with everyone in the organization
  • In the description, accessible in Event Details when creating an event, add as much information that you feel is necessary
  • If you want to add a web address (URL) in the description, be sure to add http:// or https:// to the beginning of the URL
By considering these options carefully, you can easily create a faculty meeting event that can be shared with your entire staff!

Share a calendar with staff and students

Some calendars are appropriate to be viewed by anyone in your school, including other teachers and students. In this case, instead of adding each email address of everyone at the school individually, you can set a broad access setting for your entire school domain. With this setting, anyone who is logged in with a school Apps account will be able to view the calendar as you specify (either with all event details, or with only free/busy information).
To share your calendar with your school domain:
  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 Share this calendar with others.
  3. Select Share this calendar with everyone in myschool.org, where myschool.org is your school domain..
  4. If you do not want the people at your school with Google Apps accounts to view the details of your events, select Share only my free/busy information from the drop-down Permission Settings menu.
  5. Click Save.
  6. To learn more about Google Groups, check out the Support Center.

Share a calendar with parents or others outside your school

If you would like to share your calendar with people who do not have accounts at your school, you can choose to either:
  1. Share a calendar with the public, then provide the relevant people with the calendar URL.
  2. Share a calendar with a regular Google Group (which can include members with emails of any type) as reviewed earlier in this lesson.

Share a calendar with the world

If you would have a calendar that does not contain sensitive information and can be shared with anyone in the world, you can share your calendar with the public.
With this setting, anyone – including parents or other individuals who do not have school Apps accounts – will be able to add your calendar to a Google Calendar account, view an HTML version of the calendar, or subscribe to the calendar using the iCalendar format.
To share your calendar with everybody and make it public for the world:
  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
  3. If you do not want others to view the details of your events, select Share only my free/busy information.
  4. Click Save.