Make the transition to Google Calendar

Now that you have Google Calendar, how do you make the move from using the paper calendar you've been using for years to a new electronic calendar?  It's very easy. Use both.

If you have a smart phone, then you don't need to deal with paper.  You have your calendar with you at all times. See the video setup instructions at: http://google.ncsu.edu/accessing-google for configuring your smart phone or PDA. Learn how to use that and you can stop reading now.

Until you have a smart phone (some day, you will), you can start using Google Calendar as your primary calendar by printing your calendar as you need it.

Many years ago (we had a computer in the office, but it didn't even have a hard drive - yes, I'm getting old), I tried to keep two separate calendars. One on my desk for my secretary to know where I was and my pocket calendar for me to know where I was supposed to be. It lasted about a month.  I found it impossible to keep the two synchronized. My advice.  Don't even try to keep two separate calendars.

Why use Google calendar?
Several years ago (okay, more than a decade), I started using an electronic calendar. For me, they have some significant advantages.

1. It's legible.  
• If you've ever seen my handwriting, you'd understand why this is #1.
2. I don't have to worry about losing it.  
• It's an awful feeling when your wife asks you, "where is your calendar" and she's holding a handful of lint out of the dryer.
3. It can be shared. 
• My boss, my coworkers, my wife, or anyone I deem worthy can see my calendar - or just times I'm not available.
• You can invite others to meetings.
• You can RSVP to others' invitations.
4. You can keep multiple calendars.
• Have separate calendars for projects, clubs, associations, meeting rooms, vehicles, your personal life, kid's activities, etc. and keep these all separate, showing just the ones you want at any time. They work like color-coded layers.
5. Get reminders via email, pop-up on your computer or text messages to your cell phone.
6. Task lists are wonderful for keeping up with all those 'to-dos'.

How can you keep using your paper calendar and still use Google Calendar?

Here's how I did it before PDAs and Smart phones.

• I made my online calendar my primary calendar. I lived by this calendar.
• I printed out the next 6 months or so. More if I was going to a meeting where we'd be planning events farther into the future than that.
• I carried the paper calendar with me like I did my old 'paper' calendar and made entries in it as needed.
• Periodically (frequency depended on how many events were added), I'd update my electronic calendar with the items that were handwritten in my paper calendar. 
• When my paper calendar got too 'messy', I'd print off a new copy of that month.

How would I do this with Google Calendar?

Google's monthly print view is not quite adequate (it's better if you change to font to smallest). So, I would use one of the following methods for printing.

1. Print the weekly view for the next few weeks and the monthly view for the next few months.
2. Print 2-week views rather than monthly views.
3. Integrate Google Calendar with Apple iCal on Macs or Outlook on Windows.
• See: instructions to sync with iCal
• See: instruction to sync with Outlook (will not sync secondary calendars)

Give it a try and let me know how you like it.

Share your suggestions, experiences and lessons learned! (comment)