Published on Apr 28, 2025 6 min read

Top 8 Google Calendar Features You Should Use

Sometimes, our day gets away so quickly that we forget the most important tasks or events. After the day, we just sat there and thought, how could I forget this important task? It can be a meeting, a special occasion, or the birthdays of your loved ones. But what if there is a way to regain control and make the most of every day? Yes, this is all possible through Google Calendar. Using its features, your life can become manageable, and you can make the time out for important tasks. In this article, we will discuss how you can use Google Calendar for its maximum features.

Create different calendars for different needs

You can make more than one calendar on Google Calendar. This helps you keep your life more organized. For example, you can have one calendar for work, one for personal stuff, one for family, and maybe one for your hobbies. Let’s say you put all your work meetings on one calendar and your fitness routine on another. This makes life much easier and more organized. You can also set every calendar to a different colour, which will help you distinguish them. Similarly, you can hide the ones you don't want to see. In this way, you can keep everything planned according to different needs.

Get your daily plan in your inbox

This feature really helps you when your days are busy and you cannot even remember the daily tasks. Google Calendar will help you in this scenario, and it will send you an email every morning with your day's tasks. It arrives around 5 a.m., so your plan is already waiting in your inbox when you wake up. It saves you time by opening up the calendar or trying to remember your schedule. Just check your email and see what’s coming up. But if you are thinking about using this feature, let me explain it to you! Turning it on is very simple. Go to your Google Calendar settings, find “Other Notifications,” and click “Email” next to Daily Agenda. That’s it!

Set up recurring events easily

Have something that happens every week or month? Like a team meeting, yoga class, or paying bills? Instead of adding it to your calendar daily, just repeat it.

When creating an event, you can tell Google Calendar how often it should happen every day, week, month, or even on your custom schedule. Want it every Monday and Wednesday? Or on the last Friday of each month? You can do that. You can also choose when it should stop repeating. This saves you time and keeps things organized. And if your plans change, you can update just one event or all future ones with a few clicks. Once it's set, your calendar will remember you. Easy, right?

Easily share your calendar with others

Now, you can easily share your calendar with your friends and family while planning things. In this way, others can easily see your schedule so they know when you’re free or busy. All you have to do is add their email and choose what they can do. For example, there is an option through which they can just view your schedule, see all the details, or even help you make changes. It’s super helpful for work meetings or family plans. Once you share, they’ll get an email and can add your calendar to theirs.

You can also make your calendar public by sharing a link. That’s great for things like events or group schedules. Just remember, anyone with the link can see it, so only use this option when you're okay with that. And don’t worry! You can change or stop sharing at any time you want. You're always in control.

Schedule meetings with perfect times

This feature is really beneficial when you have to conduct a meeting. So, instead of everyone asking when they are free, Google checks everyone's calendars and shows you the best time slots when everyone’s available. It’s quick, simple, and way less stressful. Just create a new event, add the people you want to invite, and click on "Find a Time" or "Suggested Times." You’ll see a list of time options that work for everyone. Pick one, send the invite, and you're done!

Set your work hours

It is a really annoying situation when you have just finished your working hours, but someone scheduled a meeting. The best way to avoid this stress is to set your work hours on Google Calendar. It will let others know when you're available and when you’re not. It's a simple way to avoid late-night pings or early-morning meetings you didn't sign up for.

To set it up, just go to Settings in Google Calendar, find "Working hours," and pick your days and hours. That's it! Anyone trying to book time with you will see your availability clearly.

Undo accidental changes

Sometimes, we made a change that we didn't want to make. But you don't need to worry because Google Calendar has an undo feature. Right after you change, you'll see a small “Undo” button at the bottom of your screen. Click it quickly, and just like that, your calendar goes back to how it was. This works for things like accidentally moving an event or editing the wrong details. Hence, you can easily delete something important. The best part? This feature works on desktop and mobile, so you can fix your mistakes anytime.

Keyboard shortcuts

Keyboard shortcuts are here to save you if you want to save time and quickly add things to Google Calendar. Some of the simple shortcuts are explained below:

• D = Day view
• W = Week view
• M = Month view
• T = Jump to today
• N = Next date range
• P = Previous date range
• S = Open settings
• R = Refresh your calendar
• Shift + / = Open the full list of shortcuts

Just make sure shortcuts are turned on in your Calendar settings, and you're good to go.

Final thoughts

Google Calendar can help you keep your life organized in many ways. It doesn't just help you in scheduling your meetings but also sets events for the upcoming months. You get an email about your daily tasks in the morning. So you can remember your important tasks even when you have a busy schedule. Moreover, if you are a freelancer, you can set hours for your work so nobody can disturb you in your off time. This isn't all; it has way more features to help you manage your life better and sort it out.

Get started with Google Calendar and stay on track!