- Getting started
- Three ways to create an event
- Add the details that make events useful
- Use separate calendars for different parts of life
- Set your working hours
- Time blocking: the trick I swear by
- Using it on your phone
- Sharing your calendar with someone
- Pairing it with your content plan
- My verdict
- Frequently asked questions
To use Google Calendar, open calendar.google.com or the app, click any empty time slot or the Create button, add a title and time, and click Save. From there you can invite guests by email, add a video link, set reminders and colour-code separate calendars for work, family or projects. Shift + C creates a new event from any view.
A good calendar is the difference between running your week and your week running you. Google Calendar is free with a Google account, works on every device and talks to Gmail and Google Meet, which is why it's the one I use to plan everything from client calls to content days. If you've only ever used it to glance at a meeting someone else booked, here's how to make it work for you.
Getting started
- On a computer, go to calendar.google.com and sign in with your Google account.
- On a phone, download the Google Calendar app and sign in.
- Use the view switcher at the top to choose Day, Week, Month or Schedule. Week is the most useful for most people.
Three ways to create an event
- Click an empty time. Click any slot with nothing in it, add a title, then click Save. Drag your mouse down while you select to make it longer.
- Use the Create button. Click Create in the top left for the full set of options, then Save.
- Type it quickly. In the quick box, type a title and a time, such as Dinner at 7pm, and Calendar puts it in the right slot.
My favourite shortcut: press Shift + C in any view to open a new event instantly.
Add the details that make events useful
| Detail | Why it helps |
|---|---|
| Guests | Sends invitations by email; anyone with an email address can reply |
| Video call link | Adds a Google Meet link so nobody hunts for it |
| Location | Shows on the event and in reminders |
| Notifications | Reminds you before it starts; up to 5 per event |
| Description | Holds the agenda, links or notes |
| Repeat | Turns a one-off into a weekly or monthly series |
Google says you can invite up to 200 people to an event, which is more than enough for most of us. I've written a full guide on sending a Google Calendar invite if you want the detail.
Use separate calendars for different parts of life
This is the habit that changes everything. Google's cheat sheet suggests creating extra calendars, such as a team calendar or a project calendar. I keep separate calendars for client work, content and personal life, each in its own colour. You can then hide any of them with one click to focus, and share just one with a colleague without them seeing your dentist appointment.
- On the left, next to Other calendars, click the plus.
- Choose Create new calendar, give it a name and click Create.
- When you make an event, choose which calendar it belongs to before saving.
One limit to know: Google says you can't create events on the Birthday or Holiday calendars. Those fill themselves from your contacts and your chosen holidays.
Set your working hours
In Settings, you can set working hours so people trying to book you can see when you're realistically available. Google lists working hours alongside default notifications and calendar sharing as key settings to change early. If you're self-employed, this is an easy way to protect your evenings.
Time blocking: the trick I swear by
Instead of a to-do list, put your important tasks straight into the calendar as blocks of time. A two-hour block called Write newsletter on Tuesday morning is far more likely to happen than a line on a list. Use a different calendar or colour for these blocks so they stand out from meetings, and treat them like an appointment with a client: you wouldn't cancel on a client, so don't cancel on yourself.
Using it on your phone
The app does almost everything the web version does. Tap the plus button and choose Event to add something, swipe to move between days, and open the menu to choose which calendars you see. Turn on notifications so reminders reach you, and you'll stop missing calls.
Sharing your calendar with someone
You can share a single calendar with a partner, a VA or a colleague without handing over your whole Google account. Open Settings, choose the calendar on the left, and add people under the sharing section, picking whether they can only see free and busy times, see event details, or make changes. For a VA who books calls for you, edit access on a dedicated calendar works well. For a partner who just needs to know when you're free, free and busy is plenty.
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Pairing it with your content plan
If you post regularly, schedule your content days in Calendar and keep the ideas in a planning template. My content calendar template and weekly content batching template slot neatly into a calendar-first week. And when you're booking calls, the video link is built in, so read my guide on using Google Meet too.
My verdict
Click a time, add a title, Save. Then do three things that make Google Calendar powerful: create separate calendars for different areas of your life, set your working hours, and block time for your important work. Learn Shift + C and you'll never fumble for the Create button again.
Frequently asked questions
Is Google Calendar free?
Yes, Google Calendar comes with a standard Google account on the web and on Android and iPhone.
How do I add an event to Google Calendar?
Click an empty time slot or the Create button, add a title and details, and click Save.
What is the keyboard shortcut to create an event?
Press Shift + C in any view to create a new event.
Can you have more than one calendar in Google Calendar?
Yes. Create new calendars for work, projects or family from Other calendars, then colour-code and hide them as needed.
How many people can I invite to a Google Calendar event?
Google says you can invite up to 200 people to an event.
