How to add an optional guest to Google Calendar

Are you trying to juggle several things at once and need a better way to organize? Google Calendar brings together all your upcoming events in one place so you can manage your work and private matters efficiently.

Google Calendar also allows you to make a guest optional. Unlike required guests, optional guests must RSVP and the event is not automatically added to their calendars.

This article will show how to add optional guests to your Google Calendar events.

Add optional guest when creating an event

You can add optional guests during event creation. That is how:

1. Select “Create New Event” and a pop-up window will appear.
   
2. Add event details.
   
3. Add attendees by selecting them from your contacts or entering their email addresses.
   
4. Hover over or tap the guest’s name or email in the guest list.
   
5. Click the gray person icon to mark them as an optional guest.
   

Add optional guest after creating an event

You can follow these instructions if you want to add an optional guest after you’ve created an event:

1. Choose the event in your Google Calendar to open the details window.
   
2. Select the pencil icon to edit the event.
   
3. In the “Guests” section, select the attendee you want to make optional.
   
4. Click the completed person icon. The guest should have “Optional” under their name and the icon will be white.
   
5. Select “Save” at the top to apply.
   

Add an optional guest to Google Calendar from your PC

These are the steps you need to follow to add an optional guest to your Google calendar from your computer:

1. Gonna google calendar in your browser.
   
2. Select the event you want to edit from the schedule.
   
3. Look for “Guests” on the right and start typing the guest’s name.
   
4. From the guest list, select the new attendee.
   
5. Press the full guest icon to make them optional.
   

The guest must have the status “Optional” under their name and a profile icon.

How to create a new calendar

You can create calendars to keep track of many different types of events. You can only create a new calendar from a browser, but not from the Google Calendar app. Once the calendar is created, you can find it in the browser and in the application.

To create a new calendar from your browser, you will first need to go to google calendar and log in to your account. After that, here’s what you’ll need to do:

1. Click the down arrow next to the other calendars.
   
2. Click “add by URL” in the menu.
   
3. Enter the address in the box.
   
4. Select “Add Calendar.” On the left side there will be a list of calendars and your new calendar will be added to it.
   

How to add a shared calendar to Google Calendar

People can share their calendars with you, and you can add them to your Google Calendar. The following instructions will tell you how:

1. In the email you receive, click the “Add this calendar” link.
   
2. When Google Calendar opens, a pop-up window will appear to confirm your choice. Click “Add.”
   

How to change from required guest to optional guest

Sometimes someone who is required to attend an event ends up not being required at all. Here’s how you can change an attendee from required guest to optional guest:

1. Select the event you need to change.
   
2. Find the guest you need to make optional from the list.
   
3. Click the person’s name and then click “optional.”
   

How to remove someone from the optional list

If you need to remove someone from the optional guest list, you can follow the steps below:

1. Select the name of the person you want to delete.
   
2. Click “Delete” next to your name.
   

What other users see

When you make a guest optional to attend an event, the word optional will display under their name and all other guests must attend. Optional guests can also request a new time for the event.

Frequent questions

What is the difference between a mandatory guest and an optional guest?

When you are required, you have to attend the event, but if you are an optional guest you can decide whether or not to attend the event.

Can you add more than one calendar?

Yes, you can create multiple calendars, but to avoid spam, it is recommended not to add more than sixty calendars in a short period.

Is there a limit on the number of invitations a user can send to external guests to events?

You can send 10,000 invitations in a short time (the exact period is never specified) before your ability to send external invitations is limited.

Can you transfer events from different calendar apps or your Google account to Google Calendar?

If you can. You can create a Google Calendar account at any email address. It is not necessary to have a Gmail account.

Can you invite a guest who doesn’t use Google Calendar?

You can invite people who don’t use Google Calendar by entering their email when adding them. You can also invite people who use other Google Groups and forward calendar invites via email.

Optional guest

A guest list is one of the most important parts of any event you plan. Google Calendar is an easy way to keep track of these guests by allowing you the option to ask them to attend or giving them the option to attend and RSVP.

Have you used Google Calendar to add an optional guest? Is there something that needs the Google Calendar interface? Tell us your experience in the comments section below.