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Google apps shared calendars

An organisation's group calendars can be created centrally, but Google apps also puts you at the centre of 'Calendar creation and management' - an approach which has strengths, and a few pitfalls.

You have your own calendar, and you can grant permissions to others to work with it. You can also create new calendars, name them, and set permissions to others to use them. The Bath Spa wiki has precise instructions on shared calendars

Shared calendars work like this:

Calendars can be shared in several ways. Here they are in order of 'Publicness' ...

Not shared
The calendar is viewable only by you.
Named individuals within Bath Spa University
You can issue permissions to named individuals to use the calendar - and retain a certain amount of control over how they can use it.
Named individuals external to Bath Spa University
Sharing of your calendar is not restricted to people within the organisation - you can set permissions for people external to Bath Spa University to view your calendar - and Google will ask you to follow that up by providing you with an invitation to send to them - to set up a Gmail account that they'll use with the calendar you've shared.
Shared with a Gmail 'BSU distribution list'
Your University Gmail account gives us use of various email groups - lists of people who work together. You can use these to share a calendar - or another Google Apps resource such as a document. Here's how: Discover the name of the distribution list - for instance, launch a new email and address it to the list, then copy the list name and address from the address field for use
Share with a Google Group
Independent to Bath Spa' Google Apps, you can set up a Google Group to contain members from Bath Spa University and people external to the University. You can then share a 'University' Google apps calendar with that group.
You can set permissions for anyone in the organisation can see the calender.
The calendar's visible to anyone in the world (who knows its address) via the web. It's web address will have a long string of text/numbers that's difficult to discover accidentally. You can share a calendar in this way with individuals who do not wish to open a google account - simply set the calendar to be public and send them a link. You can also embed the calendar, in an iframe perhaps, on a public web page.

Create an additional calendar

Create another calendar - e.g. for a resource - as follows

To start, work with your calendar ...
From your BSU Google mail account, at the top right, select 'Calendar'.
Add a new calendar
Below the list of calendars on the left, select 'Add'. Give your new calendar a name, use the other settings as appropriate.
If you need to share the calendar ...
... select 'Share this calendar with others' and set up who is allowed to use it. You can share a calendar in various ways - people who use the calendar will need a Google account, but do not need to be staff at Bath Spa University.

People you invite to share the calendar will receive an invitation to add the calendar to their calendar list.

Import a calendar that's been shared from elsewhere

Copy the calendar's link
Find the URL that links to the calendar, copy it.
Open your Gmail account and go to its calendar
Since your University email account is a Gmail account, this works there too.
Make the calendar available in your email account
On the left of your calendar, look for the menu, in particular the drop-down next to 'Other calendars'.
Add the calendar
From the menu, select 'Add by URL'.

The calendar will then be available to you, listed as one of the 'Other calendars' to the left of your calendar in Gmail.

Show or hide your calendars

Calendars to which you've subscribed will be listed in the calendar 'Settings' page - find 'Settings' below your list of calendars on the left and select it. There are two ways to conceal/display calendars:

To hide all calendars save one
Select the drop down arrows to the right of the calendars name and select 'Show only this calendar'.
To remove a calendar from the list of calendars
Select the drop down arrows to the right of its name and select 'Hide this calendar from the list'.
Reveal a hidden calendar

To display a calendar you've previously hidden, from below the list of calendars, select 'Settings', and you'll see a list of 'Your' calendars. Put a tick against the ones you need to appear and those will be listed alongside your calendar view.

Departmental shared calendars: annual leave and flexitime

Here's an example of how to set up and use a departmental shared calendar

Exchange shared calendars

If you or your department has previously used a shared calendar stored in an Exchange public folder, this will not be migrated to Gmail automatically - but you can do this yourself (wiki page) - if you need to ask the IT helpdesk for help with this, do so as it's a several stage process ...

All before you, in this world, is smoke and shadows.All before you, in this world, is smoke and shadows.
Words found on a door lintel in the garden of a house in the Cretan village of Argiroupolis.
The lintel is a fragment from the city state Lappa, which occupied the same site.