In this article:

How to Organize Google Calendar (The Ultimate Guide in 2024)

In this article, we will show you how to organize Google Calendar to effectively manage your schedule, events, and reminders. Simply follow the process below. 

How to Organize Google Calendar

Follow the simple steps below to organize your Google Calendar for better time management and productivity.

1. Click on a Date to Add a New Event

On your Google Calendar, find the date you want to schedule an event. Click it and a window will pop up. Here, you can add details such as the event's title, start and end times, and location. You can also add guests by entering their email addresses.

how to organize google calendar

2. Choose 'Add Notification' for Event Reminders

When creating or editing your event, click 'More options' to access detailed settings.

how to organize your google calendar

In this expanded view, look for the 'Add notification' option.

Here, you can choose how to be reminded (via email or a pop-up notification) and set the timing for these reminders, such as 10 minutes, 1 hour, or 1 day before the event.

3. Select Repeat Frequency for Recurring Events

If your event happens regularly (like a weekly meeting), click 'Does not repeat' in the event creation window. A drop-down menu will appear, allowing you to choose how often the event repeats, such as daily, weekly, monthly, or even custom intervals.

4. Share Your Calendar from 'Settings and Sharing'

To share your calendar, find it under 'My calendars' on the left sidebar.

Hover over your calendar and click the three dots that appear.

Choose 'Settings and sharing'.

Here, you can set permissions and share your calendar with specific people or make it public.

5. Subscribe to Another Person's Calendar

To view someone else's calendar, click the '+' button next to 'Other calendars' on the left sidebar.

Select 'Subscribe to calendar'.

Then, enter the name or email of the person whose calendar you want to add. You'll see their events on your calendar once they've given you access.

6. Assign Different Colors to Each Calendar

For better organization, you can color-code your calendars. Next to each calendar name under 'My calendars', click the three dots.

A color palette will appear. Choose a color to represent that particular calendar. This helps differentiate events from different calendars at a glance.

7. Utilize 'Tasks' for Daily Activities

Explore different viewing options like 'Day', 'Week', 'Month', or 'Agenda' for varied perspectives of your schedule.

Additionally, you can set personal objectives with 'Tasks'. In Google Calendar, click the task icon on the right side.

Select 'Add a task'.

Fill in the title, details, and set a date and time for the task. This feature helps in managing daily activities and integrating them into your schedule.

We hope that you now have a better understanding of how to organize a Google Calendar to efficiently manage your events, tasks and schedules. If you enjoyed this article, you might also like our article on how to undo on Google Calendar or our article on how to stop sharing Google Calendar.  

Automate everything you track in spreadsheets with Lido
Learn more

Level up your Google Sheets skills with our free Google Sheets automation guide

Wasting too much time doing things manually in spreadsheets? Want to spend more time doing what you love? Our 100% free, 27-page Google Sheets automation guide is full of new tips and tricks that will save you time and money!