Invite a guest or colleague to my event

Invite individuals to an event



Invitations in Google Calendar let you circulate information about a particular event without requiring you to share your entire calendar with others. It also allows you to track the responses of the people you have invited.


Guests added by invitation to your calendar entries will also have the latest information about your event – whenever you make a change, they will also be notified of that change in their calendar, email, or their selected mode of notification.


With invitations, Google Calendar makes it easy to coordinate meetings with others at your school – you can quickly view free/busy information for many people at once to find a time that works for everyone.


Here's an example of how you might use invitations with your calendar: you need to schedule a staff meeting that involves several individuals. To do this, you create a calendar entry and add the individuals as 'guests.' You can check the guest availability to make sure everyone is free at the same time. Then, those individuals will receive a calendar invitations for the event, have the ability to RSVP and view the full event details. If these individuals also have Google Apps accounts within your school, they will automatically have the event added to their own calendar. If at any point you make changes to the staff meeting, your guests will see those changes reflected in each of their individual calendars.


Add guests to a calendar entry

To invite guests to a new event, follow these steps:

  1. Click on the event (or create a new event) and select edit event details.
  2. In the Add: Guests section enter the email addresses of the guests, separated by commas.
  3. Click on the Add button to add the guests.
  4. Beneath the box for entering guests, you can select the permission level for your guests and the calendar entry. Options include:
  1. Modify event: make changes to any of the event details.
  2. Invite others: add new guests to the calendar entry.
  3. See guest list: view who has been invited and their attendance response.
  1. Click Save.
  2. Your guests will automatically receive an email invitation to your event. If you click Email guests, you can craft a custom message to your guests. Please note: if guests have turned off notifications for new events they will not receive an email invitation.
  3. When adding invitees to an event, you also have the ability to communicate the importance of a meeting for each attendee by making the guest optional.
  1. Click on the Make some attendees optional link.


  1. Click on the icon next to the guest to mark as optional.


To invite guests to an existing event, follow these steps:

  1. Click on the event to which you'd like to invite guests (or, create a new event).
  2. Click the edit event details link.
  3. In the Guests box on the right, enter the email addresses of the people you're inviting
  4. Click on the Add button to add the guests.
  5. Select the level of control you'd like your guests to have (e.g. whether they can invite more people to your event, view who else has been invited).
  6. Click Save. (Your guests will be able to respond to the event and have the option to leave comments in the event details.)
Reference Invite individuals to an event


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