One of the annoying things about calendar software is that adding events usually requires tabbing or tapping from text box to text box. Apple Calendar, however, let’s you type simple sentences in plain language and the application figures out the boxes for you.

Take the desktop calendaring powers of Microsoft Outlook. When we want to add an appointment or meeting, we’re confronted with the following type of interface. It’s not necessarily user-hostile, but it’s not exactly something we look forward to using either. Adding events tends to be kind of time consuming and cumbersome.

Add you text, tab to the next box, enter text, click on the next box, and on and on and on …

In reality, most people are probably more used to remembering events as sentences, for example, “Business Meeting with Investors on Wednesday from 12pm to 1pm at the Coffee Shop.” Indeed, it’s easier to actually add events by typing a simple sentence and then revising it as necessary.

Let’s try that same example in Apple Calendar to show you how easy it is. First we click the “+” sign in the upper-left corner of the application.

If you really want to add events quickly, you can just skip the clicking and use “Command + N”.

We type “Chaperone Prom on Saturday” and Calendar automatically suggests the title of the event as “Chaperone Prom” for this coming Saturday.

We need to be a little more specific since the prom is actually a week from this coming Saturday (May 9) and it’s not an all-day affair either. Easy enough, we just add the pertinent information and Calendar updates its suggestion.

That’s better, we don’t need a whole lot of information to define this event so we hit “Return” to add it.

Double-click and you can change any of the information you added or add more, if needed.

Note also, if you want to add your event to a different calendar, click the little colored square in the upper-right corner of the event dialog.

That’s pretty easy for simple events. For more complex event, however, you only need to make the most minor of changes.

So, if we want to set up a recurring meeting from 12 to 1 every Monday afternoon with a reminder one hour before, then we only need to click each relevant item and flesh the event out a bit.

Made a spelling error? Entered the wrong time? Just highlight the bit of information you need to change and type your correction.

If we wanted to invite other meeting attendees, we just type their name(s). When you’re ready to invite them, click “Send”. Otherwise click “Revert” to abandon your changes.

Now, if we check our iPad, our new events already show up there via the magic of the cloud.

This means you can use “Command + N” and quickly type event after event into the “Create Quick Event” box. Once you’ve added everything, you can then easily return to each event (if needed) and make your edits – add reminders, attendees, recurrences, etc.

The next time you use your iPhone or iPad, all your new events should appear in your calendar, meaning that you’re just that little more organized and on top of things.

So, that’s really all there is to it. Obviously, the examples we’ve provided here are very simple but you should get the idea. Hopefully you found this article helpful and if you’d like to add a comment, we encourage you to leave us your feedback in our discussion forum.

Profile Photo for Matt Klein Matt Klein
Matt Klein has nearly two decades of technical writing experience. He's covered Windows, Android, macOS, Microsoft Office, and everything in between. He's even written a book, The How-To Geek Guide to Windows 8.
Read Full Bio »