Daniel Futerman // Creative in Motion
Daniel Futerman // Creative in Motion

I work from my home office, set my own hours and do business with amazing clients worldwide. Love my job. I help businesses increase revenue & freelancers grow their business. Top rated motion graphics freelancer on Upwork.

Best Ways to Utilize Google Calendar for Productivity

Tip #13 // 21 Google Tips Series

Daniel FutermanDaniel Futerman
This is part of the 21 Google tips & tricks Series. Check out the other posts!

21 Awesome Google Tips Series - By Daniel Futerman - Google Calendar

Share calendars, manage events, join g+ hangouts, add national holidays, add tasks, access offline, set meeting across time zones, show weather, add maps, Google now integration…

Maintaining an organized calendar is extremely important for productivity, time management, organization and so much more. Google Calendar does the best job at syncing it all together and presenting it to you in the most logical way.

1. Sync Multiple Calendars Into One Google Calendar

Instead of having many calendars spread out between different accounts, platforms & locations – sync them all to one calendar. If you have more than one Google account, decide which you’d like to set as your default calendar and then set your other accounts to sync into the main one.

If you work at a company and want to share a calendar with your colleagues, you can do that as well. If you’d like to have a family calendar set up between all your family members, it’s easy to do.


Google calendar allows you to easily share your own calendar with others, or add their calendar to yours. To share a calendar with others, navigate to the My calendars tab on the left hand side of the screen, click on the arrow and then “Share”.

In the next screen you’ll be able to share your calendar with specific people (via email), to the public, or to everyone in your organization (if you’re using Google apps for business).

Share Google Calendar

To add someone else’s calendar, you can either ask them to invite you, or sent them a share request. To send a share request head over to the Other calendars tab and click on Add a friend’s calendar.

Add freinds calendar to Google CalendarGoogle Calendar add friends calendar

2. Add Public Calendars

You can easily sync public calendar with your own. Head back to Other Calenders and click on “browse interesting calendars”. You can find calendars for national Holidays, sporting events or teams, Sunrise and Sunset and much more.

As an example – the calendars I have set up at the moment are: Personal, Work, Events, Holidays & Birthdays.

3. Creating New Events (keyboard shortcut: ‘c’)

Creating new events is very simple and straightforward, but I’d like to highlight a few handy features:

Google Calendar Productivity Settings (keyboard shortcut: ‘s’)

Google+ Integration

Google Now Integration

Google now syncs perfectly with your calendar and provides helpful cards such as “time to destination” and “event reminders” exactly when you need them.

Gmail Integration

If you receive an email which contains text with a date and time (i.e. “Tomorrow at 8 pm”), Gmail will underline that text and allow you to click on it and add it to your calendar.

Automaticaly add event to calendar from Gmail

Advanced Search With Filters (keyboard shortcut ‘/’)

You can use search filters to find an event by clicking on the arrow next to the blue search icon. This will open up the advanced search window allowing you to search by location, people, dates or by specific calendars.
Advanced Google Calendar Search

Creating Tasks

To be honest I don’t use calendar tasks anymore because the interface isn’t that good and there are better task management applications on the market.

Enabling Lab Features

The Google Calendar “Labs” are where you find all the fun stuff and the features which aren’t activated by default. My personal favorite is “add attachments” to events.

This is great if you know you’re going somewhere and need to have a specific file with you. Instead of taking the risk of forgetting it, you can attach it to the event the minute you create it.

Event Attachments Google Calendar

More Powerful Lab Features:

General Features Worth Mentioning:

Best Ways to Utilize Google Calendar for ProductivityClick To Tweet

More tips you might like:

8 Hidden Google Translate Features

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Daniel Futerman // Creative in Motion. I work from my home office, set my own hours and do business with amazing clients worldwide. Love my job. I strive to help creatives like yourself reach the next milestone of their freelance career.

Comments 4
  • Reginald Chan
    Posted on

    Reginald Chan Reginald Chan

    Reply Author


    Thanks for sharing. Found this on Twitter thanks to Mari’s share!

    I love Google Calendar and I feel that it works like charm! Can’t image life without it 🙂

    Great write!

    • Daniel Futerman
      Posted on

      Daniel Futerman Daniel Futerman

      Reply Author

      Thanks for your kind words! Glad to hear you enjoyed the post 🙂

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