How to Share Google Calendar

Deyan G.
Deyan G.

Updated · May 10, 2022

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Google Calendar is an excellent tool for productivity. Knowing how to share your Google Calendar is a hack you need to know! Fortunately, the process is easy, and in just a few steps, you can share your calendar with whoever you want.

How to Share Google Calendar

There are several sharing options when it comes to Google Calendar. Each option comes with a different permissions level, depending on your needs. This article will discuss all the different ways to do so.

Note that this process cannot be done on the Google Calendar app. The sharing option is only available on the web version.

Let’s dive in!

Google Calendar web version

How to Share Google Calendar With Specific People

If there are some people you would like to share your calendar with, all you need to do is follow this simple process:

  • Open Google Calendar app on your PC.
  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the calendar you want to share. Three dots for Options will appear. 
  • Click on them, and then select Settings and Sharing.
  • Scroll down till you find Share with Specific People. Now, just add their email to the sharing list.

Here’s how to go about it:

  • Click on the Add People button, then add the email you want to share with. Repeat the process if you want to add more people.
  • Set permissions. There are four options to pick from:
    • See Only Free/Busy (hide details) - this only shows the unbooked and booked parts of your calendar without additional information.
    • See All Event Details - This shows full details of the events on your calendar, like time, venue, and names of attendees.
    • Make Changes to Events -  This allows changes to events, scheduling new ones, and even deleting things.
    • Make Changes and Manage Sharing - Is the highest Google Calendar permissions setting. It grants complete editing and sharing access. Anything the creator of the calendar can do, a person with this access can too.
  • After setting permissions, click on Send.

The recipients will receive a notification that you have shared a calendar with them.

Choosing recipients

Sharing options

How to Share Google Calendar With the Public

If you choose to share your Google Calendar with the public, it means you have agreed to share the activities with anyone on the internet. If a Google search is done for your name, your calendar could pop up in the search results. 

This sharing option is suitable for people whose jobs require online booking. This way, potential clients can see when they’re free or busy from their public calendar and know when to schedule an appointment.

If you don’t mind sharing your calendar without restrictions, here are the steps to take to give public access to your Google Calendar:

  • Open Google Calendar app on your PC.
  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the calendar you want to share. Three dots for Options will appear. 
  • Click on the three dots, and then select Settings and Sharing.
  • Scroll down till you find Access Permissions for Events.
  • Under it, tick the box that says Make Available to the Public.
  • Set permissions. There are two options to choose from:
    • See Only Free/Busy (hide details) - This only shows your free and busy time.
    • See All Event Details - This shows full details of events you’ll attend or host, i.e., time, venue, and names of attendees.
  • Click on Get Shareable Link so people can directly access your calendar.

None of the permissions settings give editing access.

warning public shareGoogle Calendar shareable link

How to Share Calendar With Everyone in Your Organization

Suppose you access Google Calendar through the Gmail assigned to you by a particular organization. In that case, the calendar sharing process can be made faster if you want to share with the whole organization. 

The perks of this are that it’s easier for everyone to:

  • Follow your calendar
  • Know when you’ll be going on vacation.
  • Schedule meetings with you at times that won’t interfere with other tasks you might have

Sharing calendars with everyone in an organization is a great productivity booster. This way, everyone can be in sync, and meeting times won’t clash.

Here’s how to do it:

  • Open Google Calendar app on your PC.
  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the one you want to share. Three dots for Options will appear. 
  • Click on the three dots, and then select Settings and Sharing.
  • Scroll down till you find Access Permissions.
  • Under it, tick the box that says Make Available for xxx (xxx = the name of your organization)
  • Set permissions. There are two options to choose from:
    • See Only Free/Busy (hide details) - This only shows your free and busy time to the people in the organization. It doesn’t detail exactly what you’ll be busy doing, though.
    • See All Event Details - This shows full details of events in your calendar to everyone in the group. This includes events hosted by the organization and outside events.

When sharing with everyone in the organization, you can set permission to See Only Free/Busy or See All Event Details for everyone. Then, give a few people access to your Google Calendar with greater permissions. For example, you can give your assistant and team members permission to make changes to events.

How to Turn Off Calendar Sharing

After adding someone to your Google Calendar, you can decide not to share it anymore. Turning off calendar sharing is only a matter of unticking boxes.

 How to turn off calendar sharing with specific people

  • Open Google Calendar on your PC.
  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the calendar you want to stop sharing. Three dots for Options will appear. 
  • Click on the three dots, and then select Settings and Sharing.
  • Scroll down till you find Share with Specific People.
  • The email addresses of all the people you have shared it with will be visible.
  • Click on the ‘x’ next to the email address you want to stop sharing with. That person will no longer have access to the calendar.

How to turn off calendar sharing while sharing with the public

  • Open Google Calendar app on your PC.
  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the one you want to stop sharing. Three dots for Options will appear. 
  • Click on the three dots, and then select Settings and Sharing.
  • Scroll down till you find Access Permissions for Events.
  • Under it, untick the box that says Make Available to the Public.

How to turn off calendar sharing for everyone in your organization

  • Open Google Calendar app on your PC.
  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the one you want to stop sharing with your organization. Three dots for Options will appear. 
  • Click on the three dots, and then select Settings and Sharing.
  • Scroll down till you find Access Permissions.
  • Under it, untick the box that says Make available for xxx (xxx = the name of the organization)

Wrap Up

This article has looked at the different ways to share a Google Calendar with others. The process is straightforward, as you’ve seen from reading this. Knowing how to share your calendar, either with the public, certain people in your organization, family members, or team members, will help organize your tasks and boost productivity.

FAQ.


How to share Google Calendar on iPhone?

You cannot share Google Calendar on your iPhone or any mobile device. To share a Google Calendar, you must be on a desktop, laptop, or tablet.

How do I share my calendar with family?

  • On the left panel of the screen, you’ll find a list of all your calendars. 
  • Hover your mouse over the one you want to share with your family. Three dots for Options will appear. 
  • Click on the three dots, and then select Settings and Sharing.
  • Scroll down till you find Share with Specific People. Then add the email address of your family members to the sharing list.

Or

  • Click on the Add People button; add the email addresses of all the people you want to share with.

How do you create a shared calendar that everyone can edit?

After sharing a calendar with specific people, you can set the permissions, so they all have editing access.

To give editing access, set permissions to Make Changes to Events or Make Changes and Manage Sharing.

If you have any more questions about how to share a Google Calendar, you’ll find answers in the article above.

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Deyan G.

Deyan G.

Techjury.net's manager. Deyan has been fascinated by technology his whole life. From the first Tetris game all the way to Falcon Heavy. Working for TechJury is like a dream come true, combining both his passions – writing and technology. In his free time (which is pretty scarce, thanks to his three kids), Deyan enjoys traveling and exploring new places. Always with a few chargers and a couple of gadgets in the backpack. He makes mean dizzying Island Paradise cocktails too.

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