GCalToolkit is a very powerful tool capable of deleting or editing your ENTIRE GOOGLE CALENDAR. PLEASE back up your calendar as an iCal file (under Google Calendar Settings, Calendars, "Export") before using GCalToolkit.
NO EVENTS ARE ACTUALLY DELETED OR EDITED UNTIL YOU CLICK "SYNC TO GOOGLE"
If you did not download GCalToolkit from this website, please install the latest version from the Download page. If GCalToolkit does not work as expected, please first read the "Google Quota" section at the bottom of this page.
Step 1: LOGIN and Open DOWNLOAD or SESSION
Before using GCalToolkit you need to connect to your Google Calendar and download a calendar.
If you have already downloaded a calendar you can "Continue a Previous Session" - if you have edited the calendar from the Web interface to Google Calendars, or deleted the calendar then you may see strange behaviour... so be sure to download a fresh copy using "Download and Edit a Google Calendar" if this is the case.
Click "Unlock the Full Version" for instructions on how to unlock all the functionality of GCalToolkit.
Click "Remember Me" to remember your Google Account - your password can not be stored for security reasons, and is ONLY send to Google using SSL encryption.
PRIVACY: Version 3 and the Online Tool no longer require your Google Password. Instead you will be taken to google.com to sign in.
Step 2: Choose one or multiple calendars / open a previous session
Once you have logged in you will see the list of your Google Calendars, or your existing Sessions (if you have already downloaded calendars) and chose to open a Session on the Main Screen above.
In the Full Version of GCalToolkit you can choose to download "All Events" or events that start within any date range. In the Trial Version you are limited to 3 months before and after the current date.
In the Full Version you can also select "Display Repeats from Earlier Events" - this will expand all repeats to display as multiple single events, and will therefore also display events that are part of a repeat series starting before the selected date range. (Please see "Google Quota" below). Use this option if you want to export events to a spreadsheet with multiple entries for your repeat events, or delete singles that duplicate repeats
Step 3) The GCalToolkit EVENTS WINDOW:
THE EVENTS WINDOW: GCalToolkit displays a list of all the events downloaded, including the Title, Summary (Description/Note), Location, Start and End Times/Dates (All Day Events are GREY), whether the event is a repeat (unless you downloaded with the option "Display Repeats from Earlier Events" in Step 2) above. The events window displays all the downloaded events unless you have applied event, date or text fiters, or if you have clicked "Preview Changes", in which case all the events that are to be changed in your Google Calendar will be displayed. You can click on most column headers to sort alphabetically etc and resize the columns and rows,a dn in the "View" menu you can choose which columns to display or hide.
APPLYING CHANGES TO GOOGLE: NO EVENTS ARE DELETED/EDITED UNTIL YOU CLICK "SYNC TO GOOGLE"
"VISIBLE" vs "HIGHLIGHTED": Events that display in the main scrolling window are said to be "Visible" - you use filters etc to configure which events display in this window, with a view to deleting or editing them en masse. "Highlighted" means that the events have been selected and appear with a blue highlight- select events by either by clicking on a row, ctrl-clicking or shift-clicking to select multiple rows, and click-dragging to select (or deselect) a range of events.
"SYNC TO GOOGLE": This button applies all the changes to your Google Calendar. You can interrupt this process if necessary by clicking the "Cancel" button. The totals top right keep you informed as to the changes that have been made, and those that will be made when you hit "Sync to Google" - use "Preview Changes" to check what will be changed before you do so.
"Preview Changes" / "Resume Editing" (Ctrl-P): This displays all the events that will be changed (regardless of your filters) when you click "Sync to Google". Click again to "Resume Editing", with your filters applied as before.
"Main Screen": Return to the Main Screen to log in to a different Google Account, or switch between Downloads and Sessions in Step 1)
"New Download" / "New Session": Save the current session for later use, and return to the Download/Session Screen in Step 2).
"Export as Spreadsheet" (Ctrl-S): This saves an Spreadsheet (.xls) or CSV (.csv) file containing only the visible events, subject to the Event types chosen, any filters that you have applied, and the columns you have selected in the "View" menu. To open in Excel you may need to choose "Import" and specify "Unicode UTF-8" and "Comma Separated".
FILTERS: Used to display only the events that you wish to edit, delete from Google, or export as a spreadsheet
"Display Events": Select which types of event you wish to display, or hide. In the drop down box below you can choose to hide or see various types of events using reminders, busy/free or "Guests Can Modify" so you can change them en masse.
"Advanced Filters": Select the Date / Text checkboxes first, then select dates or enter the text to filter, then click "Apply Filters" to display only the relevant events. Click "No Filters" to return to display all the downloaded events with no filters (apart from the event types chosen to the left). You should use filters in conjunction with "Delete Visible Events" and many other functions in the EDIT menu to quickly select multiple events for deletion or editing. There is also a NOT filter to display all events (in a given date range if necessary) that do NOT contain a given word/phrase. In the "Options" menu you can also enable "Additive Filtering" where "Apply Filters" has a cumulative effect each time you use it, and "Case Sensitive".
"Delete Visible Events": All the events that are visible in the entire main scrollable window will be marked for deletion. This only applies to visible events - subject to any date and text filters that you may have applied, and to the main "Display EVENT" types that have chosen to display.
"Keep Visible Events": Any visible events, including duplicates, that marked for deletion will not be deleted. Again, this only applies to visible events - subject to any date and text filters that you may have applied, and to the main "EVENT" types that you have chosen to display.
"Delete Highlighted Events":Any selected rows will be marked for deletion. To select multiple rows either hold down the "Control" key and click multiple events, or click the first event of a given range then hold down the "Shift" key and click the last event in the range. You can also click and drag with the mouse to select a range or events and then hold down the "Control" key to deselect events selected on subsequent clicks. This can be used in conjunction with ordering - simply click certain column headers to order events by that column, e.g "Created" date or "Start" date.
"Keep Highlighted Events": Any selected rows will be unmarked for deletion.
The "EDIT" Menu:
"Delete All Duplicates": When you download a calendar all the duplicates are automatically marked as "Duplicates" and "To Be Deleted" as soon as you click "Sync to Google". If you choose "Delete No Visible Events", thereby unmarking all events (including duplicates) for deletion, you can reselect the Duplicates for deletion here.
"Undo Visible Text Edits": Any manual Edits that you have made to the Title, Summary or Location of events will be discarded, and the values will be set to their original value when you first downloaded the calendar. If the edits were already applied to Google then the events in question will remain marked as "to be Edited" until you sync again. This only applies to visible events - subject to any event type, date and text filters that you may have applied.
"Search/Replace": Replace any text in the Title, Summary or Location of all the visible events. Once again, this only applies to visible events - subject to any event, date and text filters that you may have applied. You can also use the wildcard (* asterisk) in the "Search" field to delete/replace ALL Titles/Summary/Location fields for the events displayed according to your filters. For example, you could put your address into the location fields for ALL events between two given dates that have the word "Home" in the title. There is also an option to add a prefix or suffix - this is only available if you have used the wildcard (* asterisk) in the second field; it enables you to add text to the end of every title, location or description field; this is useful to force Android smartphones to sync events that were refusing to sync.
Toggle visible / highlighted "Busy" setting: Once you have used the filters to display (or you have manually selected) a group of events you can select these to switch the Free/Busy status of all the events at once.
Toggle visible & highlighted "Guests Can Modify" option: When sharing events or entire calendars this enables you to make mass changes to the access accorded to guests, allowing them (or not) to make changes to events.
Copy/Move/Shift Events: Once you have used the filters to display (or you have manually selected) a group of events you can use this to copy all the displayed or highlighted events into a different calendar (which you must create first in Google Calendar "Settings"). If you wish to "Move" the events then check the option "Delete Original Events After Copy". You also have an option to shift the chosen events forwards or backwards in time during the copy/move; this feature can be used, for example, to duplicate an entire work shift one or many times.
Change Event Colours: Use the filters to display (or manually select) a group of events - then choose "Change Event Colours...". A window will open that allows you to select a colour from those available in your Google Calendar, and then apply that colour to either all the visible, or highlighted, events. As usual, no changes are made in Google until you click "Sync to Google", and you can choose "Cancel All Colour Changes" (since your last "Sync to Google) if necessary. Usually I suggest that you create new colour coded calendars and use Copy/Move instead, but there are cases where you may wish to color code events within a particular calendar.
Apply Default Reminder to visible / highlighted: Use this to set many events to the Google Default Reminder that you have configured in the Google Calendar Settings.
Delete Reminders from visible / highlighted: If you've read this far then you've got the hang of this by now :-)
"Redetect All Duplicates": When you download a calendar all the duplicates are automatically marked as "Duplicates" and "To Be Deleted" as soon as you click "Sync to Google". If you choose "Keep Visible Events", thereby unmarking all visible events (including duplicates) for deletion, you can reselect the Duplicates for deletion with this function.
The "OPTIONS" Menu:
"Relax Duplicates": The rules for duplicate detection can be relaxed to include any events with exactly the same title & start time - select "Relax Duplicates" in the Options menu in the Events Window. Please be careful with this option if you have single events that duplicate repeats - you should manually check that you do not delete the repeat duplicate, but only the singles. Do this in the "Preview Changes" or by filtering to view only "Repeat" events.
"Set Preferred Calendar": If you have downloaded multiple calendars and there are duplicates across several of them then GCalToolkit needs to know in which calendar you would like to keep the original event. By default this is your main calendar - in this window you can choose a different calendar as your "preferred calendar".
"Additive Filters": Normally when you change the filter text or dates ALL the events in your calendar are filtered according to these settings. With "Additive Filtering", when you change the text, fields or dates, the new filter is applied ONLY to the events that are already listed - in other words the new filter is added to the previous filter. So a filter for "Birthdays" in Title will show only events with the word "Birthdays" - with additive filtering enabled if you then search for "Paul" in the Summary then you will only see events with both "Birthday" in the Title AND "Paul" in the Summary. If you continue to filter the "Location" for "London", then you will only see events with "Birthday" in the Title, "Paul" in the Summary, and "London" in the Location... and so on. Use "No Filters" to clear all filtering and start again.
"Reset All Sessions": Deletes all previously saved calendar sessions from your hard drive.
"Autosave Sessions": Automatically saves the session when you leave the main "Events" window.
The "VIEW" Menu:
Here you can select which columns to show and hide in the event list window and in spreadsheets, or select "All Columns" or "Title Only" at the bottom of the list. Your selection will be saved for the next time you use GCalToolkit.
How to clean up failed Syncs/Imports:
GCalToolkit lists events in rows and columns - you can change the order of the events by clicking at the top of a column. This allows you to click the "Created" column header to order your events by the date that they were created/imported/synced to Google Calendars, and then use multiple selection (ctrl/shift click + "Delete Highlighted Events" from the Edit menu) to delete a single Import/Sync session.
For example, if a failed import attempt mixed two calendars together in a single Google Calendar, you can delete all events that were created by the failed import without affecting your pre-existing data. Or, if you sync another calendar to your Google Calendar and then need to delete data that has been mixed in with your existing data, simply load up your Google Calendar in GCalToolkit, then click the "Created" column header to order the events by "Created" date. Next select the first event row created at the time of the sync, hold down the "shift" key and click the last event row of the rogue sync. Finally hit "Delete Selected Events" button in GCalToolkit to mark all the highlighted events for deletion and then "Sync to Google". Hey presto! All events created during the last faulty Sync will be deleted leaving all your previous data intact. Alternatively, you can use the DATE filter in conjunction with the "Created Date" option, but this is less accurate so you may have to manually deselect some events (you can only specify the DATE, not the TIME in the filters)
Introduction to the "Google Quota"
Google Calendars has a quota system that limits accounts to approximately 18,000 - 20,000 events edited/deleted within a 24 hour period. GCalToolkit allows you to save your session if you reach this limit so that you can continue working on a session as soon your Quota has been reset (usually 24 hours). If you experience problems when using GCalToolkit on large calendars then please bear this in mind - if the problem persists please contact me on the contact page. Please note that if you have recently had a problem involving the creation of large numbers of duplicates then you may already be at, or near, your daily quota; if this is the case, be sure to first remove the source of the duplicates (usually Blackberry or Outlook syncing) and wait 24 hours for your quota to be reset before using GCalToolkit.
SOFTPEDIA Guarantees that GCalToolkit is 100% clean:
Softpedia guarantees that GCalToolkit is 100% CLEAN, which means it does not contain any form of malware, including spyware, viruses, trojans and backdoors.
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