What to know about using Google Calendar’s Time Insights feature

Google Calendar's Time Insights: A Deep Dive into Your Schedule

In today's data-driven world, tools that analyze our daily activities are increasingly common. Google Calendar offers just such a tool: Time Insights. This often-overlooked feature, accessible only on the desktop version of Google Calendar (not the app), provides a concise overview of your schedule's utilization.

Time Insights, located in the left sidebar, presents a snapshot of your scheduled time, highlighting meeting durations and comparing them to your average meeting time over the past three similar periods. For instance, it might show five hours of meetings this week compared to a 1.9-hour average over the previous three weeks.

A color-coded bar graph visually represents "focus time," meetings, and pending meeting requests. Hovering over the graph reveals detailed time breakdowns for each category.

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Clicking "More insights" (or the "More insights" icon if minimized) expands the view to a detailed right-hand sidebar. This information is only visible to you and those with edit access to your calendar.

Detailed Schedule Breakdown

The main feature is a circular time breakdown, color-coded to distinguish: focus time, one-on-one meetings, group meetings (three or more attendees), unanswered meeting requests, and (if enabled) remaining work hours. Hovering over a color segment highlights corresponding events on your main calendar.

Focus Time Management

"Focus time," introduced in late October, helps schedule dedicated individual work time. It appears as a standard calendar entry with customizable attributes. For uninterrupted focus, enable the "Automatically decline meetings" option within the Focus Time settings.

Working Hours Integration

To integrate your working hours into the time breakdown, use the "Set working hours" or "Adjust working hours" option. This directs you to the main Calendar settings, where you enable working hours and define your schedule. This feature automatically informs meeting invitees of your unavailability outside of your designated work hours.

Meeting Time Analysis

The "Time in meetings" section analyzes your meeting frequency and duration. It displays your busiest meeting day, your average daily meeting time over the past three weeks, and color-coded bars representing current and past meeting schedules (differentiating between recurring and one-time meetings). Hovering over a bar highlights all meetings of that type.

Collaboration Insights

The "People you meet with" section highlights frequent collaborators, allowing you to pin up to ten individuals for continuous tracking of shared meeting time. Color-coded bars differentiate between one-on-one and group meetings (up to 15 people). If a pinned individual has no scheduled meetings within the selected period, the section indicates the next scheduled meeting.

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