Google Calendar is a time management and scheduling tool. It allows you to integrate with other Google services like Gmail and Google Drive seamlessly. For dedicated users, it’s crucial to understand how to share a Google Calendar with your coworkers, colleagues, and even your family.
- Visit the Google Calendar website
- Find your calendar in “My calendars”
- Click the three-dot menu next to your calendar
- Choose “Settings and sharing”
- Enable “Make available to the public”
- Copy the shareable link
- Alternatively:
- Use “Share with specific people” option
- Grant access to selected individuals by adding their emails
- Define permissions for each individual
- Alternatively:
- Finally, click “Send.”
This process is straightforward and easily achievable, even for your grandma. It merely requires a few clicks and a few minutes of your time. All the necessary details are provided below.
How to Share a Google Calendar with Specific People
Granting specific individuals access to your calendar empowers you to control who can view and modify it. Remember, you have to be the creator of the calendar before sharing with others.
You’ll manually select participants and configure their access rights. This is particularly useful when sharing schedules related to work, family, or any content not intended for public eyes.
Here’s how to do it:
Step 01: Open Google Calendar in your web browser on your desktop.
Step 02: Find the calendar you want to share within the “My Calendars” section on the left side of the screen.
Step 03: Hover your cursor over the calendar and click the three-dot icon.
Step 04: Select “Settings and sharing.”
Step 05: On the left-hand side, click on your name and choose “Share with specific people or groups.”
Step 06: Click “Add people and groups.”
Step 07: Enter the person’s email address or their name. You can share your calendar with multiple people simultaneously, eliminating the need to repeat the process for each individual.
Step 08: Click the checkbox under “Permissions” to set the appropriate level of access for your invitees:
- “See only free/busy” is ideal for sharing your schedule with colleagues who don’t require detailed meeting information. It displays your appointments without revealing the specifics.
- “See all event details” allows invitees to review meeting titles and all associated details, such as location, agenda, links, and attachments.
- “Make changes to events” permits the person to edit events, enabling them to create meetings on your behalf and modify appointments without accessing your Google account. Use this option for assistants or collaborative scheduling with team members.
- “Make changes and manage sharing” provides participants with full access to Google Calendar permissions. Exercise caution with this setting, as it allows them to share or unshare the calendar, respond to invitations, manage events, receive notifications about subsequent changes, and even delete the calendar. Reserve this option for those who need to co-manage your calendar.
Step 09: Click “Send” to confirm and share your calendar with the selected individuals.
How to Share Google Calendar Using a Public Link
Often, it’s more practical (and simpler) to make your calendar public rather than individually sharing it with specific people.
Once it’s shared this way, anyone with the link can access it. This approach is convenient for venues sharing upcoming events with clients. However, exercise caution, as it opens the calendar to anyone outside Google.
Follow the below steps:
Step 01: Open Google Calendar in your web browser on your desktop.
Step 02: Find the calendar you wish to share in the “My Calendars” section on the left panel.
Step 03: Hover your cursor over the calendar and click the three-dot icon to reveal a dropdown menu.
Step 04: Select “Settings and sharing.”
Step 05: On the left side, click “Access permissions for events.”
Step 06: Tick the checkbox next to “Make available to the public” and choose whether people can see full event details or just your availability.
Step 07: Click the “Get shareable link” button to generate the link.
Step 08: Choose “Copy Link” to share your public link. Be mindful that the link can be shared with others and may appear on search engines, so exercise caution regarding the content displayed on that calendar.
How to Share with People Who Don’t Have Google Calendar
Follow these steps to share your Google Calendar with someone who doesn’t have a Google account:
Step 01: Open Google Calendar on your computer. On the left-hand side, go to “My calendars.”
Step 02: Find the “Settings” button at the top right, and pick the calendar you want to share.
Step 03: Click on the “Access permissions” option and mark the “Make available to public” checkbox. Be aware that this allows anyone to view your calendar online.
Step 04: If you want individuals to subscribe to your Google Calendar, click “Access permissions” and choose “Get shareable link.”
You can then send them the link to subscribe to your Google Calendar. If you prefer not to have subscribers, select “Integrate calendar” and share the provided link.
Tips to Consider
Here are some valuable tips to consider when sharing your Google Calendar with others:
- Verify that you’ve entered the correct email addresses for your calendar recipients.
- Review your permission settings to ensure they align with your preferences.
- Include only the events, meetings, and appointments that you want recipients to view.
- Enhance your user experience by installing Google Calendar extensions such as Checker Plus and Event Merge. For instance, Checker Plus enables you to manage Google Calendar directly from your browser, even offline. Meanwhile, Event Merge helps streamline and resolve duplicate events across multiple calendars.
FAQ
To revert to a private calendar, undo the sharing settings. You can achieve this by removing the email addresses listed under “Share with specific people or groups” or deselecting the “Make available to public” option.
This applies only if you’ve previously shared the calendar by providing them with their email addresses and granting editing permissions. If you want to guarantee that a calendar remains undisturbed and unaltered by others, you have the option to create a new Google calendar for sharing or your private use.
Yes you can. To stop receiving updates from a Google calendar, hover your cursor over it, click on the “X” symbol, and then choose “Remove calendar.”
Sharing Google calendars cannot be accomplished through mobile apps, whether Android or iOS. This action must be carried out using a web browser.
Conclusion
Sharing your calendar is incredibly convenient to inform others about your schedule and whereabouts while keeping tabs on their plans.
You’re now equipped with the knowledge on how to share a Google calendar with anyone you choose. While numerous free calendar tools are available, Google Calendar remains a leading choice.