DoubleClicks.info About Computers for Newbies & Everyone Else

December 19, 2017

Meetings in Email

Before I start today’s topic I will answer emails I have received this from a couple of readers.  “Are you going to write about which computer I should purchase for Christmas?”  Sorry, but no for a couple of reasons.

First, I stopped doing this several years ago because they always sounded the same.  Next, it is fairly easy; purchase a good brand with the biggest numbers you can afford.  By, “numbers” I mean hard drive size, amount of RAM, number of ports, most pixels on the monitor, etc.   Third, due to the dates of the holidays this year, this is my last column until the second week of 2018 so there is no time.

I will answer this, to the outrage of many, “If money were no object what computer would you buy right now?”  If the first part of that statement were true, I would get the latest Microsoft Surface Pro version available.  I have used older versions (two years old) and they are very good.  That being said, some of them have a higher price tag than an Apple system which started out too high to begin with.

Now onto my last article of 2017.  I use calendars much of the time.  I, as many, use Outlook’s calendar at work.  For my personal use I am dependent on Google’s Calendar which is excellent.

No matter the calendar you use I have a recommendation which you may not have tried yet.  That is meeting invites.  Say you are having a party, meeting, lunch, whatever where you would like to invite other people.  We will also pretend you know all of their email addresses.  You can pretty easily set up an appointment with those individuals.  The following is for Google’s Calendar app but they all work much the same way.

Click in the date on your calendar and a new appointment will open.  A small window will open where you may add the title, edit the date, begin and end times for the meeting, but then click “More.”  Here you get to the details which are all optional.  The required information you have already entered so you could have hit “Save” before “More.”

New Appointment Start

You can set the new screen to repeat if it is weekly, monthly, etc.  Next you can add the location.  If you input an address in the location it is helpful for people who accept the invite if they use Google Maps or Waze for their travels.  It will pop up in those apps to warn them when they need to leave to get there on time.  Conferencing will allow you to use Google Hangouts to chat with people at the appointed time.  Add a note to the invite.

On the right is the really vital add in “Guests.”  Here you can enter the people’s names, if they are in your contacts list or email addresses if not.  Then when you Save the invite it will ask you to send the guests the invitation.  When they receive the emailed invite they can Accept, Decline or Tentatively accept the meeting.  You will be notified of their response which will be kept in the meeting information in your calendar.  That way you can check their intentions at any time.

 

Also, if you set notifications everyone who accepts an invite will be notified at the appointed time you have set.

Reviewing your appointments is easy too.  Open your calendar and click on the date to see all of the information.

Reviewing your meeting

June 17, 2014

July 17, 2012

Google Calendar Sync

After last week’s column about Google’s calendar I could not believe the number of emails I received.  The great majority of them were asking about tying that calendar to others, mainly Outlook for people who use Microsoft products in the office.  I wrote about this several years ago but the response deserves it again, along with some updates.

It would be really brainy to combine calendars in Gmail and Microsoft Outlook and someone has.  I believe they have done a very good job of it, too!

For instance, I use Outlook for my main business email application and have for many years.  For the majority of my personal email I use Gmail.com.  Many great features serve to recommend Gmail.  To see what I have recommended, read a few of my most recent articles at DoubleClicks.info

OK, now back to the calendars.  I use Outlook’s calendar for all of my appointments and scheduling both for work and home.  Whether it is a meeting at work or a doctor’s appointment I post it there so that I will be alerted/alarmed/reminded at a time of my choosing.  I also use an Android phone which will sync to my Outlook calendar.  If you have a smart phone you need to check with your cell provider or phone manufacturer to find out how to do this (if you don’t already know.)

However, when I am online on a computer without Outlook on it or surfing the net and don’t want to start up Outlook, it would be good to be able to use my calendar.  In steps a free application, Google Calendar Sync (bit.ly/google-cal-sync).  Once installed GCS will allow your two separate calendars to communicate with each other and to "sync."

It is fairly easy to set up.  Follow the instructions on the site and you will be up and running in no time.  There are basically three settings you need to apply.  First, your Gmail account name and password (to access your online calendar) need to be entered.  Next, you will need to enter how you want to sync the two calendars (see the next paragraph) and how often you wish to sync them during the day.

Link OptionsThe Sync Options have three choices.  First, would you like to sync the calendars both ways so that if you make a change on one it is updated on the other?  The next way syncs the changes from your Gmail calendar up to your Outlook calendar.  The final way is to sync all of your Outlook appointments to your Gmail calendar, which is the option I use.

I run this application on several computers and they are all tied to my main calendar in Outlook.  Please note: currently Google Calendar Sync is only compatible with Microsoft Outlook versions 2003, 2007, 2010 and operating systems Windows XP, Windows Vista, and Windows 7.

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