How to Share Files and Locations With Google Calendar

Google Calendar Attachments Featured

When you’re arranging a big event, it’s a good idea to bundle all the information that your guests need into one calendar event. That way, the guests know when the event is, where it’s taking place, and any additional documentation they might need ahead of time. Did you know, however, that you can set up all of these in one Google Calendar event? All you need to do is set up the event and share it with your guests, and Google does all the work for you!

Let’s explore how you can set up your own event, complete with location and additional files, all within Google Calendar.

Creating an Event with Google Calendar

To make an event, head over to the Google Calendar website. If the calendar doesn’t load in your preferred viewing method, click the drop-down at the top right and select one that suits you. “Monthly” is a good choice for quickly making an event in the near future.

Google Calendar Attachments Sort

Select the day for your event, then select “More Options.”

Google Calendar Attachments More Options

At the very top, enter the name of your event. You can also set the time the event will start and end. If this event doesn’t have a set beginning and end, tick “All day” to set it to go for the full 24 hours.

Google Calendar Attachments Details

Adding a Location to Your Event

Now let’s add a location to your event. This feature is perfect if you’re hosting an event at a specific place, as your guests can see the location and get directions to the event itself.

To start, add the location of your event into the “Location” box. If you’re going to a specific building or chain, type its name here, and Google should understand what you mean.

Google Calendar Attachments Location

When you enter a location, a small map icon will appear on the right. When you click this, you’ll see all the information that your guests will see on their event page. Double-check to ensure that Google Maps is pointing to the correct location.

Google Calendar Attachments Preview

Adding an Attachment to the Event

Now that you have the title, time, and location set, you can add optional attachments to the event. This is extremely useful for sharing a document with event-goers, such as a schedule, invitation, ticket, or menu.

To do this, look near the bottom of the event creation window. You should see a text box and some options above it. Find and click the paperclip icon to attach a file.

Google Calendar Attachments Paperclip

By default, Google Calendar will ask you to upload a file from your Google Drive. If your file is on your Drive, this is fine; however, if it’s on your PC, you need to click “Upload” at the top.

Google Calendar Attachments Upload

Once you’ve uploaded a file, give it a brief description so that your guests know what it is.

Google Calendar Attachments Description

Inviting Guests

Now that you’re all set, it’s time to invite people to your event. Go to the right side where it says “Guests” and start typing in email addresses. Don’t worry, you’re not actually emailing people as you add them. You still have time to finalize the guest list before you send out the invites.

At the bottom, you’ll see options for what your guests can do. By default, guests can invite friends and see the guest list, so uncheck these if you don’t want either to apply.

Google Calendar Attachments Contacts

Once you’re ready, click the envelope icon at the top right to prepare the email.

Google Calendar Attachments Envelope

Here, you can write the email that your guests will receive. Don’t worry about adding any links to your event here, as Google Calendar will handle it.

Google Calendar Attachments Email

Once you’re done, send the email. Your guests will receive an email that looks like the following image.

Google Calendar Attachments Result

From the email, your guests can see when the event takes place, click the map link to see where it is, and browse the attachments you added earlier – everything you need to get an event going!

Everything Your Guests Need in One Place

Organizing an event can be hard, so anything that condenses the process into one place is worth investigating. Now you know how to create an event on Google Calendar, add a location, attach helpful documents to it, and send it to your guests.

If you won’t be on time, you can also use Google Calendar to notify your colleagues that you will be late. How convenient is that? You can also clear out your spam in Google calendar with these tips.

Related:

Simon Batt Simon Batt

Simon Batt is a Computer Science graduate with a passion for cybersecurity.

Leave a Comment

Yeah! You've decided to leave a comment. That's fantastic! Check out our comment policy here. Let's have a personal and meaningful conversation.