Calendar Views

Calendar views let you view your data laid out on a calendar instead of the typical spreadsheet grid.

Calendar views are one of Spreadsheet.com’s unique view types. When used with data that includes Date or Date and time data types, Calendar views let you view your data laid out on a calendar instead of the typical spreadsheet grid.

Adding a Calendar view to your workbook can turn a sheet view like this…

Calendar-sample-sheet.png

…into a layout like this:

Calendar-sample.png

Let’s take a closer look at creating, configuring, and managing Calendar views.

Setting up a New Calendar View

Like all other view types, you can create a new Calendar view by opening the Views sidebar from the top navigation bar and clicking the + Calendar View button at the bottom of the sidebar.

Views-Sidebar.png

When you create a new Calendar view, you’ll be prompted to select the Date or Date and time fields that will be used to place your events on the calendar.

Configuring Your Calendar View

Using dates

The Using dates dialog lets you specify which Date or Date and time columns from your worksheet will be used to configure your Calendar view.

Calendar-use-dates.png

From the dialog, click the Start Time button to select the Date or Date and time column that will be used for your calendar event start times. If your events have end times as well, you can select an additional Date or Date and time column by clicking the End Time button.

Color

The Color dialog lets you determine the colors of the events on your calendar.

Calendar-colors.png

You can apply colors to events three different ways:

  1. A specific color – select one color to apply to all of your events
  2. A Select column – match the event's color to that of the specified Select column
  3. Conditional formatting rules – create conditional formatting rules to apply colors to your events

Once you've configured your color options, click the blue Done button in the bottom right corner of the dialog.

Filters

Filters operate similarly in Calendar views as they do in other views. Filtering allows you to define criteria to configure which data appears in your current view. Like with traditional spreadsheets, there are hundreds of ways to filter your data, including special filters for specific data types like dates, attachments, users, and more.

You can define and manage your Calendar view filters by opening the Filter dropdown in the view toolbar.

Additional Configuration Options

Just like other view types, Calendar views can be renamed, copied, and deleted. You can access these options by opening the Additional settings dropdown in the view navigation bar. You can also access the Lock view and View permissions settings from this dropdown.

Calendar-additional-options.png

Using Your Calendar View

Once you’ve created your Calendar view, you can navigate through the calendar with the buttons beneath the View toolbar.

Calendar-view-buttons.png

  1. Today: Clicking on the Today button will center the Calendar view on today's date
  2. Back and Next: Clicking on the Back and Next buttons will page through the Calendar view
  3. Zoom level: Open the zoom level dropdown to change the level at which your Calendar view is zoomed in

Calendar-zoom-level.png

Calendar views can be viewed at the Month, 3 week, 2 week, Week, or Day level. From the dropdown, you can also toggle weekends on and off.

How to Add Calendar Events

You can add events from your original sheet view (by creating a new row) or directly from your Calendar view. Click on the location in your Calendar view where you want to add an event to open the New event dialog.

Calendar-add-new-event.png

From the dialog, you can enter the relevant information for your new event. When you click the blue Save button in the lower right corner, the new event will be added to your Calendar view and will be added to your original Sheet view as a new row.

You can also enter event information by clicking the expand row button in the New event dialog.

How to Edit Calendar Events

You can edit events from your original Sheet view (by editing the information in the Date or Date and time columns) or directly from your Calendar view. By clicking and holding an event, you can drag and drop it elsewhere on your calendar. By clicking and dragging on an event's drag handles, you can change its duration.

Calendar-adjust.gif

Changes made directly on your Calendar view will be reflected in your worksheet’s primary view.

The Calendar Sidebar

Open the calendar sidebar by clicking on the left-facing arrow on the right side of your Calendar view. The calendar sidebar has two panels – Calendar and Events.

Calendar

The Calendar panel shows month-level mini calendars for the currently selected month and the next two. Colored dots under each day indicate how many tasks are currently scheduled for that day to give you a quick visual indicator of your workload.

Calendar-mini-calendar.png

Events

The Events panel shows a list of all of the events, or rows, from your primary view. From the top of the panel, you can search through all events or click the blue dropdown to filter events by All Events, Events with Date, or Events without Date.

Calendar-events-view.png

Drag and drop events from the Events panel onto your Calendar view to schedule them and auto populate their relevant Date or Date and time columns.

Calendar-drag-and-drop.gif

How to Share Your Calendar

The Share calendar dialog lets you enable iCal link sharing to share your Calendar view events with other people. Your Calendar view can be shared with others regardless of whether or not they have a Spreadsheet.com account or access to your workbook. Click the Share calendar button in the Views toolbar to open the dialog.

Calendar-share.png

Once you’ve enabled iCal link sharing, you can distribute the link included in the dialog. By following the link, others can subscribe to your Calendar view and import the view’s events into their calendar applications. As you add additional events to your Calendar view, they’ll be added to other subscribers’ calendars as well.

Learn more about other types of views, including Gantt views, Kanban views, and Form views. Or, read on to learn more about managing your Calendar views with locking views and view permissions.