122: How do I setup a Google Calendar as a Mines Resource Calendar?

SOLUTION
A Gmail or MyMail account is required for resource-calendar managers. A MyMail or Gmail account is highly recommended for users who need to schedule resources on shared Google resource calendars. Mines students can use their MyMail accounts. Mines staff or non-Mines users who do not already have a Gmail account and do not want to manage another email account, can create a Gmail account and set the account to forward the email to their Mines email account or a personal email account.

More information about using Google Calendars with a Google account vs. a Gmail account can be found at the Google Calendars Support web site (https://support.google.com/calendar/answer/72143).

Information for Calendar Resource Managers

The below instructions assume that you want to create a Google resource calendar with the following features:

  • Share with selected individuals.
     
  • No double booking.
     
  • Auto-accepts invitations when there isn't a scheduling conflict.

If you have questions about other configurations, please refer to the Google Calendar Support website (http://support.google.com/calendar/) or submit a Mines Help Center "Helpdesk" request (http://helpdesk.mines.edu).

I. Create a Gmail Account

  1. You can use an existing personal Gmail account, but it is recommended that you create a separate Gmail account specifically for your group resource calendars. Please create a descriptive name for the account (for example, Mines.EMLab or Mines.CCACLab). Go to the Google Mail Login page (https://mail.google.com) and use the "CREATE AN ACCOUNT" or "SIGN UP" button in the upper right. 
     
  2. Login to Google Calendar (https://calendar.google.com) or if you're already logged in to a Google service, click the "Calendar" link.

II. Create a New Resource Calendar

  1. In the left-hand navigation, click the down arrow icon to the right of your "My calendar" link and select "Create new calendar."
     
  2. Enter a name for your new resource calendar in the box next to "Calendar Name" -- please include your department, lab or building name when naming your resource calendar. Use a descriptive name so that users can differentiate between similar calendars.
     
  3. If your resource calendar is for a room or equipment, enter the building and room number in the box next to the "Location" label. (We'll address "Share with specific people" in Section IV below.)
     
  4. Click the "Create Calendar" button, located near the top or bottom of the page.
     
  5. From your main calendar page, click on the down arrow icon to the right of your new resource calendar and select "Calendar Settings."
     
  6. In the "Auto-accept invitations" section, select "Auto-accept invitations that do not conflict." (For resources that can be double-booked, select "Automatically add all invitations to this calendar.")
     
  7. Click the "Save" button.
     
  8. Create as many resource calendars as you need.

III. Set Resource-Availability Hours

If you selected "Auto-accept invitations that do not conflict" in step #7 above and would like to limit the hours when your resource can be scheduled, see the Google Calendar "Set Resource Availability Hours" support page (https://support.google.com/calendar/answer/44105).

Note: Blocking hours on your resource calendar will not work if you selected "Automatically add all invitations to this calendar" in step #7 above.

IV. Share the Resource Calendar

If you have a previous Trailhead resource calendar and need assistance translating users' identifiers to email addresses, please submit a Mines Help Center "Helpdesk" support request (http://helpdesk.mines.edu). In your request, please include the name of the Trailhead resource calendar.

Optional Recommendations

  • For adding a large numbers of users and/or multiple resource calendars: Before you set up resource calendar sharing, first add your users as contacts in Gmail. Mines student email addresses must be in the form: @mymail.mines.edu. For additional help, see importing contacts on the Google Mail Support web site (https://support.google.com/mail/topic/3397465).
     
  • If you'll have multiple resources with different groups who have access to each resource, it may be helpful to create mail contact groups before or as you add people to a resource calendar sharing list. These contact groups can also be used if you need to send email to all of a resource calendar's users about resource related news. Go to the Google Mail Support web pages for help with creating contact groups (https://support.google.com/mail/answer/30970).
     
  • Besides sharing calendars with individuals, you can share calendars with a group of people via Google Groups. The calendar sharing settings will automatically adjust to any changes in the group's membership over time. For additional help, see Google Groups Help (https://support.google.com/groups#topic=9216). This may be a good option if the other options of Google Groups would be useful for your group.
  1. From your main calendar page, click on the down arrow icon to the right of your new resource calendar and select "Calendar Settings."
     
  2. Navigate to the "Share this Calendar" tab. 
     
  3. In the section labeled "Share with specific people," for each person with whom you"d like to share the resource:
     
    1. Enter the email address of the person who should have access to the resource calendar. (If the user's email address is in your contacts, they should pop up as a suggestion as you start typing their name.) 
      1.  For students, you will need to enter their email addresses in this format: @mymail.mines.edu
      2. For staff members or non-Mines people, you will need to get their Gmail address.
         
    2. In the drop-down box under "Permission Settings," choose the type of access the user should have to this resource calendar. Select "See all event details" or "See only free/busy (hide details)." With either of these permissions, users can invite the resource calendar, but can not write directly to the calendar. ("Make changes to events" will allow users to modify each other's events. "Make changes AND manage sharing" is intended for additional calendar managers. With either of these last two permissions, users can write directly to the calendar.)
       
  4.  Click the "Add Person" button, located to the right of "Permission Settings."
     
  5.  Repeat for each person you want to share with. You can add additional users later.
     
  6. Click the "Save" button. (Saved users' entries will be displayed in bold.)

V. Share the Resource Calendar Name and Calendar Address
When you share your calendar with individuals, they will automatically be sent an email message and the shared calendar will automatically be added to their Google or MyMail Calendar account under "Other Calendars."

You will also want to share any instructions you may have for naming scheduled events and information you would like users to include in their invitation. They will need this information so that they can add/view/invite your calendar. For example, you may want the users to include their name in the event title or instruct users to include special details in the Description field. Optionally, you could create a web page with these details and send users the link to the web page.

See the Google Calendar Support web pages for additional information about "Creating a Resource Calendar" (https://support.google.com/calendar/answer/44105)

NOTES
For a resource calendar to be used only by Mines staff, an Exchange resource calendar may be more appropriate. See FAQfinder FAQ #123 for more information (http://inside.mines.edu/faq123).

AUTHOR
GL

 

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Last Updated: 08/04/2017 08:23:15