Office Administration & Digital Productivity · Beginner level

Beginner level · Module 2: Scheduling and Digital Filing · Lesson 1 of 3

Shared Calendars

Use calendars to coordinate people, rooms and deadlines.

In this lesson you will

  • Manage a shared team calendar
  • Book rooms and resources without clashes

Key concepts

shared calendarresource calendarpermissionsreminders

The lesson

Shared calendars show when colleagues are available. Set permissions so people see free and busy times, and only assistants can edit managers' calendars.

Resource calendars for meeting rooms, vehicles and projectors prevent double bookings.

Add reminders for deadlines and renewals, and include location or video link and agenda in every invitation.

Step by step

  1. Create a team calendar.
  2. Create a room calendar.
  3. Set permissions.
  4. Schedule a meeting with room and reminders.

Practice activity

Set up the team and room calendars.

Expected result: Working calendars with sensible permissions and no clashes.

Check your understanding

  1. What does a resource calendar prevent?

    Show answer

    Double booking of rooms or equipment.

  2. What should every meeting invitation include?

    Show answer

    Time, location or link and the agenda.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.