Carnegie Mellon University

How to Use Google Calendar

Your CMU Google Calendar account is more than just a calendar service. It comes with quick access to several Google Workspace for Education tools, including Google Mail, Google Contacts, Google Keep, and Google Tasks. You can even integrate with Zoom to automatically create web conference links for virtual meetings.

Log In and Configure Google Calendar

  1. Visit calendar.cmu.edu.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.

To customize your calendar, visit calendar.google.com and check out some of our favorite customizations.

  1. Click Settings (top right).
  2. Click Notification settings (left).
  3. Click Notifications and choose Desktop notifications or Alerts.
  4. Choose when to show Snoozed notifications.
  5. Click to enable a notification sound.
  1. Visit cmu.zoom.us.
  2. Click Sign In with SSO.
  3. Enter cmu into the Enter your company domain field, then click Continue.
  4. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
    Note: Never use your personal Zoom account for CMU business or classwork.
  5. Click Profile.
  6. In the Calendar and Contact Integration section, click Connect to Calendar and Contact Service.
  7. Follow the prompts to grant Zoom access and integrate the service with your new Google calendar.
  1. Open Google Calendar.
  2. Click Zoom for Google Workspace (right).

  3. Click Sign in.

  4. Scroll down and click SSO.

  5. Enter cmu into the Company Domain field and click Continue.

  6. Log in with your Andrew userID and password, then authenticate with DUO when prompted.

  7. Click the Allow this app to use my shared access permissions checkbox.

  8. Click Authorize.

  9. Click ConfirmYou will now be able to select Zoom from the Add video conferencing drop-down when creating a new calendar event.

  1. Visit calendar.google.com
  2. Under Other Calendars (left) click the plus sign (+) and select Subscribe to calendar.
  3. Search for the calendar you would like to add, then select it from the list.
  4. Click the arrow (upper left). The calendar should be listed among your available calendars (left).

Google Calendar Basics

Use Google Calendar as a Delegate

If someone assigns you as a delegate on their calendar, that means you'll have access to respond to event invitations, create new events, and modify previously scheduled events. Below you'll find guidance for viewing, responding to, creating, or editing events as a delegate.

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Click Create (top left). The Event Details pop-up window will display.
  4. Enter a title for the meeting.
  5. Click your calendar name then click the calendar and choose the calendar you would like to schedule from the drop-down. Note: In the event details window, your calendar should display as the default. 
  6. Click the Date and Time field and indicate if the meeting is all day or to specify a time zone.
  7. Click the Does not repeat drop-down to specify when the meeting repeats (if applicable).
  8. Add any guests you would like to invite to the meeting.
  9. Click Find a time to view a list of suggested times or click More options and then the Find a time tab to view open times side-by-side on guest’s calendars.
  10. Click the Video conferencing drop-down and select Zoom or Google Meet (if applicable).
  11. Add the following additional items as needed:
    1. Rooms - the conference room where the meeting will be held (if applicable).
    2. Location - the physical address of the meeting location (if applicable).
    3. Add description - include details about the meeting.
    4. Add attachment - attach any related materials.
    5. Busy - indicate how the event should appear on a calendar: busy or free.
    6. Default visibility - change this option to list the meeting as Public or Private.
    7. Notification - use this section to customize event notifications.
  12. Click More options for additional features such as customizing guest permissions.
  13. Click Save to send your meeting invitation.
  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. From within Google Calendar, click the event you wish to modify and make the necessary changes.
  4. Click Save.
  5. You’ll be prompted to Send or not update existing guests.
If you and your manager have both enabled event notifications for your manager’s calendar, the emails will appear as follows:
  • In your manager’s mailbox with Invitation: in the subject line. 
  • In your mailbox with New Event: in the subject line.

To act on an invitation from Google Mail:

  1. Hover your cursor over the invitation and click the RSVP button that appears.
  2. Click Yes, Maybe, or No to indicate your manager’s attendance.

Note: Once you act on an invitation, the message will remain in your mailbox with your selection (Yes, Maybe, or No) highlighted. Since this message is only a notification, not the calendar event itself, you can delete it. Notifications must be set up for each individual calendar.

You and your manager can always manage event invitations from Google Calendar, whether or not notifications are enabled. To act on an invitation from Google Calendar:

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Locate the invitation on your calendar.
  4. Click the invite to open it.
  5. Click Yes, Maybe, or No to indicate your manager’s attendance. Note: Clicking no will not remove the invitation notification from your mailbox. You must delete this after acting on the invite.
  6. You may also click the up arrow to propose a new time or send a note.

Note: Once you act on an invitation, the message will remain in your mailbox with your selection (Yes, Maybe, or No) highlighted. Since this message is only a notification, not the calendar event itself, you can delete it.

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
    Note: Calendars for which you are a delegate appear on the sidebar (left) under Other calendars.
  3. Click the checkbox to the left of a calendar to view it.
  4. To customize the calendar color:
    1. Hover your cursor over the calendar name.
    2. Click the menu that appears to the right of the calendar.
    3. Click a color.

When a new invitation arrives in your manager’s inbox, you have the option of managing the invitation from either their email or calendar.

Work with a Delegate in Google Calendar

A delegate is an individual who has been granted the appropriate permissions to manage another individual's mailbox. Please note that Delegate permissions are different in Google Mail and Google Calendar. For example, it's possible to give a delegate only calendar permissions, only mail permissions, or both mail and calendar permissions.

  1. Visit calendar.google.com.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Hover your cursor over your calendar (left), then select the menu (stacked dots) and Settings and sharing.
  4. Click Share with specific people (left) to view a list of your delegates.
  5. Click Add people, search for the delegate, and then select Make changes to events.
  6. Click Send. The delegate will receive an email with a link to add your calendar to the Other calendars section in Google Calendar.

Frequently Asked Questions

New to Google Calendar or just interested in new features? Review our answers to common questions.

All of your Google shared calendars should show up under My Calendars or Other Calendars. If they don't, follow the steps below to add a Google Shared calendar to an iOS device:

  1. Open Chrome or any other web browser on your iPhone, iPad, or Mac. Note: Make sure you're not logged in with your personal Google account.
  2. Visit Google SyncSelect.
  3. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  4. Under Shared Calendars, select the checkboxes for the calendars you want to see on your iPhone or iPad.

The calendar(s) should display on your iOS device. Note: It can take several minutes for the calendar to appear. If it does not appear, close the Calendar app and reopen it.

Yes. When creating a calendar event:

  1. Click Add rooms or location.
  2. Click Add rooms.
  3. Search for a room, select it, and then create your calendar event.

CMU's Google Calendar is configured to automatically add web conferencing to meetings where there are one or more participants. After creating an event with Zoom or Google Meet, all future meetings will automatically default to the selected video conferencing option.

Note: You can still change your video conference format or click the X to delete video conference details from an event at any time.

Yes! You can sync your Google Calendar with Jabber. Follow the instructions for your OS.

  1. Open Cisco Jabber.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Click your profile (upper left) > Preferences.
  4. Click the menu ( >> ) to the right of the Calls button and select Meetings.
    Note: If you don’t have this option, please email tc-help@andrew.cmu.edu to have the calendar activated
  5. Click the Calendar integration drop-down and select Google Calendar.
  6. Click OK when prompted.
  7. Click the Jabber menu on your Mac status bar (upper left) and select Quit Jabber from the drop-down.
  8. Open Cisco Jabber a second time. A Google Calendar Login pop-up window will display.
  9. Enter your Andrew email address and click Next.
  10. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  11. Click Allow to grant Cisco Jabber access to your Google account.
  12. Click Calendar (left). Your Google Calendar events display.
  1. Open Cisco Jabber.
  2. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  3. Click your profile (upper left) > Settings.
  4. Click Calendar (left).
  5. Click Google Calendar, then click Apply and OK.
  6. Click the gear icon (upper right) and select Exit from the drop-down list.
  7. Open Cisco Jabber a second time. A Google Calendar Login pop-up window will display.
  8. Enter your Andrew email address and click Next.
  9. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
  10. Click Allow to grant Cisco Jabber access to your Google account.
  11. Click Calendar (left). Your Google Calendar events display.
  1. From within your calendar, click Create > Event.
  2. Add any guests that you would like to invite.
  3. Click Find a Time. A flashing gray bar will appear to assist you in locating an open slot across multiple calendars.
  1. Hover over the calendar under My Calendars (left).
  2. Click More icon that appears and select Settings and Sharing.
  3. Under Share with specific people click Add.
  4. Enter the email address of the Google account you would like to share your calendar with and click Send.
  5. Choose the permissions level for your account.
  6. Click Send.

The Zoom for GSuite add-in is already installed for your CMU Google account, you will simply need to log in with your Andrew userID and password to enable it.

  1. Open Google Mail.
  2. Click the Zoom for GSuite add-in icon (right).

  3. Click Sign in.

  4. Scroll down and click SSO.

  5. Enter cmu into the Company Domain field and click Continue.

  6. Log in with your Andrew userID and password, if prompted.

  7. Click the Allow this app to use my shared access permissions checkbox. 

  8. Click Authorize.

  9. Click Confirm.

You will then be able to select Zoom from the Add video conferencing drop-down when creating a new calendar event.

  1. Visit cmu.zoom.us.
  2. Click Sign In with SSO.
  3. Enter cmu into the Enter your company domain field, then click Continue.
  4. Log in with your Andrew userID and password, then authenticate with DUO when prompted.
    Note: Never use your personal Zoom account for CMU business or classwork.
  5. Click Profile.
  6. In the Calendar and Contact Integration section, click Connect to Calendar and Contact Service.
  7. Follow the prompts to grant Zoom access and integrate the service with your new Google calendar.

Yes. Customers can adjust their default calendar notifications to whatever they like in Google.

  1. Click Settings (gear icon)  > Settings.
  2. Click the calendar you would like to change the settings for (left).
  3. Click Event Notifications and update your notifications to the desired time.

To enable notifications on Mac:

  1. Click System Preferences Notifications.
  2. Click your preferred browser.
  3. Enable Allow Notifications (right).
  4. Click Alerts.
  5. Select all four checkboxes to ensure the notifications display. Note: Customers should repeat this process for every instance of the browser that appears (e.g., Chrome will have two entries here).
  6. Click Always Show Previews.
  7. Click Group Notifications by App.
  8. Close System Preferences