Google: Using "Find a Time"/"Meet With..." Features in Calendar

Environment

U-M Google Calendar

Issue

How do I find a time to meet with someone using Google Calendar?

Resolution

  • Google Calendar features called "Meet with..." and "Find a time" to help you identify when your colleagues are available to schedule a meeting.
  • If someone has shared their default calendar with you and/or the University of Michigan, you can check their availability before adding them to an event.
    • A situation where this would not work is if the individual has not shared their calendar with you or the broader university community. Google will show their calendar as unavailable, and you won't be able to view their free/busy blocks.
  • The "Meet with..."/"Find a time" feature is referred to as "Suggested times" in the mobile app.
    • Clicking Suggested times in the app after adding guests will generate a list of dates/times where all guests are available to meet, with the "best times" listed at the top.
    • You can also click View schedules to view all guests' schedules side by side, as you can on the web.

To find a time to meet in Calendar using "Find a time" on a new event:

  1. Open U-M Google Calendar.
  2. Create a new event and enter the guests' names in the "Add guests" field.
  3. Click the Find a time button that appears.
  4. Your calendar view will open, displaying each guest's default/primary calendars on top of yours. Use the arrows next to the month at the top to scroll through the upcoming weeks if necessary.
  5. Click a time slot on the calendar view when you've found a time that works for everyone.
  6. Finish entering the event information to the left and click Save to send the invite.

To find a time to meet in Calendar using "Find a time" on an existing event:

  1. Open U-M Google Calendar.
  2. Select an event from your calendar and click the pencil icon to edit its details.
  3. Click the Find a time tab beside "Event details."
  4. Your calendar view will open, displaying each guest's default/primary calendars on top of yours. Use the arrows next to the current date range at the top to scroll through the upcoming weeks if necessary.
  5. Click a time slot on the calendar view when you've found a time that works for everyone.
  6. Click Save at the top to send the updated invite.

To find a time to meet in Calendar using "Meet with...:"

  1. Open U-M Google Calendar.
  2. Enter the guest names in the "Search for people" field under "Meet with..." in the left sidebar.
  3. Each guest's default/primary calendars will display on top of yours as you enter their names in the field. Use the arrows next to the month at the top to scroll through the upcoming weeks if necessary.
  4. Click a time slot on the calendar view when you've found a time that works for everyone.
  5. Enter the event information in the box that appears and click Save to send the invite.

Additional Information

  • Refer to the Google Help Center for more information.
  • If a guest has an all-day event, they will appear available in the "Find a time" tab unless their event is set to show as "Busy."

Need additional information or assistance? Contact the ITS Service Center.

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