You will need about 20 minutes to half an hour to go through this process carefully to create a shared calendar and add a few events. I have given you very detailed instructions so please can you try and do it on your own and if you run into a snag, just send me an e-mail to let me know where I might have gone wrong with the instructions. I promise you it will be worth the time and effort as it is a once-off process to create the calendar and forever after, you can just use this shared calendar to put deadlines and events up for the girls you teach or for their parents to see. You can even create shared calendars for your department to manage processes like moderating or team teaching.
Happy calendaring!
1. Go to www.gmail.com in a web browser and log in with your @stjohnsdsg.com address and password.
2. Click on “Calendar” in the top menu strip.
3. Click on the cog in the top right and click on “Settings”.
4. Click on the “Calendars” link in the top left.
5. Click on the grey “Create new Calendar” button.
6. Fill in the options but taking particular note of these options:
You need to tick the “Share this calendar with others” block and then if you would like people who do NOT have an @stjohnsdsg.com email address to view the calendar (some of the girls might choose to use personal addresses), tick the “Make this calendar public” block. Also, keep in mind, if you want parents to view the calendar, you will have to tick that block. In the dropdown choose whether you just want to be free/busy or if you want people to see the event details. Most likely you’ll want everyone to see the details (whether it is a test or exam or rehearsal).
7. You do not have to share the calendar with specific people.
8. Click on “Create Calendar” at the bottom.
9. Just say “Yes” if you have decided to make the calendar public.
10. You’ll be taken back to the calendar screen where your new calendar will appear in the list on the left. You can change the colour of the appointments and some other options if you click on the little arrow next to the calendar name.
11. You can then open up Outlook and add events after your calendar syncs, or just use the online interface to create events. (See the link above that says “Create event on this calendar”?) Online, your event creation will look like below. VERY IMPORTANT: look at the Calendar option and make sure your new calendar is the one that you’re creating the event in. (Mine was “Test”.)
12. Now, you will need to give whoever you’re sharing the calendar with, the SUBSCRIPTION link. It is a subscription link because you are not exporting and importing the calendar. When someone subscribes to the link, then whenever you update the calendar, the update feeds through to everyone subscribed to your calendar. If you export and they import, they land up with a ‘dead’ copy of your calendar. You can send the calendar to me or anyone else by clicking on the little arrow next to the calendar name on the left hand side of the main calendar screen and using the option “Send to a co-worker”. If you send me the link, I can put your calendar onto the Yellow Pages subject calendar page.
13. When someone views the “HTML” version of your calendar in a web browser, they must look for this button: 
. It is normally at the bottom right corner. If you click on that button, then you are asked if you want to subscribe to the calendar. The girls can then subscribe to your calendar and if they sync their accounts in their laptops or on their phones, they’ll be given reminders of deadlines.
. It is normally at the bottom right corner. If you click on that button, then you are asked if you want to subscribe to the calendar. The girls can then subscribe to your calendar and if they sync their accounts in their laptops or on their phones, they’ll be given reminders of deadlines.To view and manage the calendar in Outlook:
1. On your computer, right-click on the Google Apps Sync icon in your system tray in the bottom right.
2. Click on “Select calendars to sync…”
3. Tick your calendars you want synced to Outlook and click on Ok. If you can’t see your calendar in the top list, look for a scroll bar on the right hand side and scroll down to find it in the list.
4. Now you will be able to add events and deadlines using the calendar feature in Outlook. You can access your calendar in Outlook by clicking on the calendar button on the bottom left of the screen when you have first opened Outlook. When you add events in Outlook, they’ll sync back to your calendar online and to the people who are subscribed.