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10 Google Calendar Tips & Tricks You’re Probably Not Using

  1. Quick Add Events Through Your Browser: There are a couple different ways you can do this. The first is directly through your Google browser, where you can actually type in an appointment or event you have for a certain day and time. Simply type in either “make an appointment” or “create event”, then specify when it is and when you would like to have it (i.e. “Make an appointment for the vet next Tuesday at 1 pm). The Google browser will then prompt you with a confirmation option after you place your request into the search bar. This will add the appointment or event to your calendar once selected.
  2. Quick Add Events in Calendar: The second way to do this is through your calendar app in Google Drive. Here you can quick-add an event by selecting the down arrow next to the “create” button in the top left, and type in a similarly worded request (i.e. “Dentist appointment at 11 am tomorrow”). If it is formatted properly it will be promptly added to your schedule in Google Calendar.


  3. Use signup appointment slots (only available on Google accounts): This option will allow you set up a block of time within your calendar where people can reserve time slots and set up appointments with you. To do this, start by dragging open a span of time within your day schedule in Calendar. When entering the information for your selected block of time, you will be able to select either ‘Event’ or ‘Appointment Slots’. Ensure ‘Appointment Slots’ is selected. From here you can either set up the block of time as a single appointment or allow people to reserve a set segment of time within the block. These options are available upon selecting and editing the time slot. After setting this up you can invite people from your contacts to attend your event by going into ‘Edit’ and adding in your desired guests/clients. They will then be notified and be able to reserve a segment of time.


  4. Get your agenda emailed every day: If you’d like to receive an email every morning presenting you with your agenda for the day, this feature is easy to enable. Locate the ‘settings’ button within your calendar (top right) and click through the pages as follows: settings > calendars (at top of page) > edit notifications (under notifications) – on this page, scroll to the very bottom and check the unchecked box titled ‘agenda’ under the ‘email’ column. This will enable the daily agenda feature, which will allow Google Calendar to send a daily schedule to your Gmail every morning at 5 am.

  5. Use a Task List: With this feature, you are able to utilize a simple task list that can be displayed alongside your calendar. To enable, select ‘My Calendars’ on the far left of the screen and go down to ‘Tasks’ (this may be titled as ‘Reminders’ but can easily be changed by clicking on the small arrow next to ‘Reminders’ and selecting ‘switch to tasks’ on the following menu). Upon selecting the ‘Tasks’ option, a task column will appear on the far right of your calendar where you can create and edit current tasks. You can specify when they are to be completed by, and check them off once they are finished. Your tasks will also be linked to the day on which you set your deadline.
  6. Enable More features in Labs: To access additional features in your Google Calendar, select your settings button in the top right corner of the screen, then go down to ‘Labs’. Here you’ll find a list of utilities and options that aren’t available within the default layout of Google Calendar. Here you can allow yourself to set a picture as a background image, change the entire look and layout of Calendar, and enable other alterations.
    Once you select something from ‘Labs’, you may need to also enable in under the ‘Settings’ tab. It should be listed next to a checkbox on the Settings page, where you can simply select the checkbox, then save your changes to enable the new feature.
  7. Share Your Calendar With Others (With or Without a Google account): To share a calendar with one or more people who also have Google accounts, go to ‘My Calendars’ and select the down arrow on the calendar you want to share.  On the list of tabs that come up, a ‘Share Calendar’ option will be available. After clicking this option, you will be taken to a page where you can simply type in the Email of the person you wish to share with and alter their permission settings on the same page.

    If you need to share your calendar with someone who doesn’t have a Google account. Go to the top of the resulting ‘Share Calendar’ page, and select ‘Calendar Details’. On this next page, go down to where it says ‘Calendar Address’ where you’ll be able to click on one of two buttons for either ‘iCal’ or ‘HTML’ format. You’ll then be given a link that you copy and send to someone who doesn’t have a Google account. Upon using the link, the recipient will be able to view, but not edit your Google Calendar.
  8. Add a Friend’s Calendar or Other Interesting Calendars: In order to add a friend’s or acquaintance’s calendar, go to ‘Other Calendars’ at the far left of the calendar page. Click the down arrow on this feature and you will be presented with various tabs, one of which says ‘Add a Friend’s Calendar’. You can then enter your friend’s Email, and a request will be sent to them. Once this is approved, their calendar will be visible within your own.

    To add other interesting calendars to your own, such as specific holidays, phases of the moon, sports schedules, etc., select ‘Browse Other Interesting Calendars’ instead of ‘Add a Friend’s Calendar’ on the list of tabs provided from ‘Other Calendars’. This will bring you to an extensive list of other specific calendars which you can incorporate into your own.
  9. Create All-Day Events: If you’d prefer to have an all-day event instead of selecting a given block of time on a certain day, you can do it by clicking on the space directly below the listed day of the week. After doing so you can title the event and treat it like any other created event in Calendar without it being time-specific.

    If you’d like to have a multiple-day event which isn’t time-specific, simply drag a row across those same top boxes of all the days which you want to have your event.
  10. Compare Calendars to Add Events: This feature goes along with the one that allows you to add a friend’s calendar to your own calendar. If you’re hoping to coordinate an event with someone you know, and want to make sure that they’ll be available during that time, you can access their calendar while adding an event to your schedule. Additionally, this will add the same event to their schedule so they’ll know when to attend.

    To set this up, you’ll first need to have added a friend’s calendar to your own (this process is explained in a previous tip). Then, when creating an event, go to ‘Edit’. On the ‘Edit’ page, the first screen you’ll see will be the ‘Event Details’ tab which will be titled at the top of the screen. You’ll want to select the tab next to it which will be titled ‘Find a Time’. Here you can add guests who have shared their personal calendars with you, and you can compare schedules side-by-side. Then, you can simply select a time block in which you’re both available and create a new event.

 

 

How to make a YouTube Channel

How To Make a YouTube Channel and Screen Recording

Making a YouTube channel gives you a powerful platform to upload and share knowledge. You can also use YouTube to record your screen for free. In this article, I’ll show you:

  • How to make a YouTube channel
  • How to customize your YouTube channel
  • How to optimize your channel for search
  • How to record your screen for tutorials or classes for free with YouTube

Start your YouTube channel by signing into your Google account or creating an account here: https://accounts.google.com/SignUp

Once you’ve confirmed everything and logged in, you’ll see the account screen, as shown below. Click the grid of small squares in the top-right corner and this will open the app launcher. Then click YouTube from the selection of Google Apps.

01 Google account page and click grid squares at top right

Make sure you’re logged in to the correct Google account by checking the icon in the top-right corner. If you have multiple Google accounts, YouTube may default to a different account than the one you want for your new YouTube channel. Once you’ve confirmed you’re on the right account, click “Creator Studio” below the account name.

02 check the top right account icon in YouTube, click creator studio

If you’ve never created a YouTube channel with this account, you should be taken to a mostly empty page that says “You must create a channel to upload videos.” Click “Create a channel.” Then you will be prompted to enter the name you would like to use for your channel. Think about this carefully, because there are limits on how many changes you can make to your channel name within a certain period of time. Once you’ve decided on a workable name, click “Create channel.”

This will open your YouTube channel video manager, which of course won’t have any videos in it yet. At the top of the left-side navigation you’ll see “Dashboard.” The dashboard shows you a snapshot of what is happening in your YouTube channel, including some analytics. I’ll go more in detail on more analytics tools later in this article. For now, click on “VIEW CHANNEL” below your name near the top of the page.

03 dashboard and view channel from video manager

At the start, every YouTube channel looks boring, so it’s best to add a channel icon and a background image. If you don’t already have graphics for these, Canva is a great, free tool you can use to create custom graphics that are already the right size to work with your YouTube channel. You can see how to do that here.

When you click the small pencil on your channel icon you’ll receive a notice that it may take a few minutes or longer for your changes to take effect. Click “Edit” and you will be taken to your Google profile page where you can upload a channel icon, which is the same as your Google profile image. This is the place you can also use to change your channel name if necessary. Once you’ve added a photo to your Google profile image/YouTube channel icon, close the tab and you should see your YouTube channel again.

Click on the blue button in the top middle of the screen that reads “Add channel art.” Here you can upload a photo you have saved on your computer, use a photo that’s previously been uploaded to your Google account, or select from stock images in the gallery. If you’re uploading your own image, make sure it is at least 2048 by 1152 pixels. The optimal size image for YouTube channel art is 2560 by 1440 pixels.

04 click the pencil to edit your YouTube channel icon, view channel and customize photo and background image

Channel art shows differently across devices, and once you’ve chosen an image, you will see how it will be displayed on a desktop, TV, and mobile device. Click “Adjust the crop” in the bottom left corner to make changes to your image if needed to make it appear better across devices.

adjust the crop of YouTube channel art

If you’re making a custom graphic, you should experiment with the custom crop tool first and understand that only the middle strip will be shown on computers and mobile devices, so that is where you want any text or highlights to be shown.

YouTube image crop only shows the middle

Now, click “Video Manager” just above and to the left of your channel art. It is very easy to upload videos from here. You simply click the up arrow in the top-right corner and then click the large arrow in the middle of the screen you are taken to. From a dropdown menu below the large arrow on the Upload Screen, you can choose whether you want your video to be public, private, or unlisted. You can change this setting later if you like. If you set the video as public, anyone can view it. If unlisted, someone needs your link to view the video, and private means only you can view your video. You can either drag and drop video files into the big arrow, or you can click the big arrow and upload files from your computer.

YouTube upload button

While your video is uploading and processing, you can add details about the video like the title, description, and tags. You want to make especially sure that your title matches what you expect people to be searching for. For example, if you’re making a tutorial on baking a cake, you should title it “Tutorial for Cake Baking” or “How To Bake a Cake.” Write a lot of information in the description and make sure to use the keywords that you want to be found with. Add links in your description for your social media, website, and anywhere else you want viewers to go. Tags are also important to being found. You can enter up to 500 characters in the tags box, so make them count. Enter tags separated by a comma, and get as detailed as possible with as many tag combinations as you can come up with. I use a tool called TubeBuddy to help find tags that are relevant and see how well I’m ranking for tags I’m using. From the Upload Screen, you can also set it as Public, Private, or Unlisted. I usually start with my videos as Private from the upload, and make them Public once I’ve checked everything and made sure it’s right. You can also add your newly uploaded video to a playlist or multiple playlists directly from the Upload Screen. You can then choose one of the default thumbnails, which is just a screenshot from your video, or you can add a custom thumbnail later, which I’ve explained here. Finally, you can choose to Tweet your video directly from the Upload Screen, and you can then add another video by clicking the “+ Add more videos” button on the bottom right.

add details to your YouTube video and make sure it aligns with what someone is searching for

From the Video Manager, you can always edit any video you have and return to the Upload Screen. Just make sure to save any changes you make by clicking the blue “Save changes” button at the top or bottom of the screen.

It’s a good idea to verify your channel. You can start this process by going to “Channel” in the left-side navigation and selecting “Status and features.” You can view the detailed instructions for verifying your YouTube channel here. If your channel is verified, you can add custom thumbnails to your videos, and you can set up monetization through Adsense, offer paid content, or live stream on YouTube.

YouTube channel verification shows all the things you can do if verified

If you click the gear just below the channel art at the right of your Channel Overview, you can change your Channel Settings. You may want to change the privacy settings of your channel here, otherwise people will be able to see all the videos you have liked on YouTube, as well as your subscriptions and saved playlists. From the Channel Settings screen, you can also allow customization of your channel, which will let you do things like add a trailer and suggest content to your visitors.

Channel settings can let you add customization and control what people see

Channel settings can let you add customization and control what people see

With “Customize the layout of your channel” enabled, you will see a navigation menu at the top of your channel, much like you would see on a typical website.

channel overview with navigation menu

Now, you can access an “About” page for your channel using the navigation menu. Here, you can edit your channel description and add links that will show up overlaid on your channel art. These links can be to your website, landing page, social media, or any other link you want to send people to. You can choose from the dropdown how many of the links you would like to be overlaid on your channel art. If you choose “5,” then the first five links you add will be overlaid on your channel art, as shown below, with the first one being the largest and most prominent.

add links to your YouTube channel from the About page

what YouTube links look like overlaid on channel art

I use playlists with my channel, and I arrange them with a horizontal layout. From the Home section of your channel, click “Add section.” Then you can choose what you want this section to show, such as a playlist or your most popular videos. You can choose whether you want that selection of videos displayed in a horizontal row or vertical row. As you create more videos that match whatever selection you’ve added to a section–such as a specific playlist–they will automatically populate that section.

add sections dropdowns

what sections look like on my YouTube channel page

You can even select what you want new visitors to see on your page versus returning subscribers. You may want to have a channel trailer or short explainer video shown whenever a new visitor sees your page. From your page overview, at the top you can choose to view your channel as yourself, a subscriber, or as a new visitor. This can help you get a feel for how your channel will look depending upon who is visiting it.

new visitor trailer upload area

“It’s important to play with the look of your channel and give it a feel using custom channel art, custom thumbnails, having your picture on the profile–all these things can give it an interesting look to set it apart from other people.”

Your dashboard shows you a snapshot of important information, and you can customize it by dragging sections to where you want them. You can also change the settings for each section, or widget, by clicking the gear icon, and you can add new widgets by clicking the “Add widget” button in the top right corner.

dashboard drag button, gear icon, and add widget

In the Video Manager, we can add and edit videos and create playlists. You can also edit playlists and add a description to each playlist. The descriptions on your playlists are another searchable thing that can help Google find your videos, so it is very important to fill those out using keywords that you think people will search whenever they are looking for your videos. You can also add videos directly into a playlist from the Playlist section of the Video Manager.

playlist section of the video manager

add description to edit playlist or add video to playlist

Livestreaming is very important for YouTube channel growth, and you can create events in the Livestream section on the left-side navigation of your YouTube channel admin page. I have a full video tutorial on how to do that here. We’ll use this to make the screen recording in the last section of this article.

Live Streaming

The Community section shows your messages and comments from viewers. You can directly engage with your audience in this section.

community section

Under the Channel section, you should consider your Upload Defaults. I set my videos to automatically be private when I upload them, so that I can check everything out before the public sees it. I also set my default category to Education, since all my videos involve education in some way. We’ve already discussed why you should verify your channel under the Status and Features area of the Channel section, and I’ll cover the Featured Content, Branding, and additional Advanced options in another article. You won’t need to worry about these when you’re starting your channel, but they can be useful for encouraging action from your audience later on.

upload defaults

YouTube has a powerful and useful Analytics section that gives you insight into what’s working in your videos and channel as a whole.

The Create section has an Audio Library of music that you can use in your videos, just make sure you follow the instructions on certain songs that require attribution. There is also a Video Editor in the Create section that is built right into YouTube. It is not the best, but it can be used to line up video clips with audio backgrounds, apply effects, and create good looking videos. You can see my tutorial on using the YouTube video editor here.

create section with audio library

TubeBuddy is a powerful add on that I use to optimize my channel. It will show what tags I’m ranking for and suggest tags for me. I go back and change my titles, descriptions, and tags from time to time to help them rank better and get more search hits.

TubeBuddy tag ranking area

Once your channel is verified, you can set up monetization and choose the type of ads you want to be shown on each video. If your video is over 10 minutes long, you can choose more types of ads and place ads to show multiple times in each video.

set up ads on YouTube channel

How to use YouTube as a free screen recorder

Screen recording is a powerful teaching tool for showing people how to do something on a computer. Most people don’t realize that you can record your screen quickly, easily, and for free with YouTube. First, click on your account icon in the top-right corner and select “Creator Studio.”

select creator studio

Select “Live Streaming” from the left-side navigation and click on “Events.” Then click “New live event” in the top-right corner.

Livestreaming and events

new live event

For screen recording purposes, it’s best to set your live event to private. Otherwise, people can and probably will see it live. Select “Private” from the dropdown on the right side when you set up your event. Also, make sure that “Type” is set to “Quick (using Google Hangouts on Air)” because Google Hangouts has the screen sharing function we’ll be using. Then click “Go Live Now” at the bottom right to get started.

set your live event to private and type to Quick with Google hangouts on air

When Google Hangouts opens, choose the “Screenshare” icon on the left side. A window will open that lets you choose what you want to screenshare from the open programs on your computer.

Screenshare icon

Once you’ve chosen the program you want to share, go back to Google Hangouts and select “Start broadcast.” This starts the recording of the program you selected to screenshare in the last step. Now, record your screen and voiceover, and when you’re done click “Stop broadcast” on Google Hangouts.

start broadcast from google hangouts

After stopping your broadcast, you can close Google Hangouts and refresh your Video Manager in YouTube. Your video will be automatically uploading, and once it has finished processing, you can download it from YouTube or share it.

Now you’re ready to share videos and record your screen using YouTube!

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