How To Share Google Calendar with Someone?

For a very long time now, Google has been at the forefront of innovative gadgets and smart services. Since the release of Android, Google has come a long way, and now you will find the most advanced features with all of Google’s services. One of the ways that Google has achieved this is by integrating smart features with its unique and intuitive services, as well as enabling intercommunication between different features.

Google products can easily share data and information with each other as well as with other users to offer more seamless and integrated services. For example, Google Assistant can use Gmail, Chat, and Meet data to remind users of when their bills are due, Google Maps can display restaurant reservations from Gmail, Google Travel can bundle travel itineraries from Gmail, and much more. Such features are also extended towards simpler services such as the Google Calendar.

In this guide, we will go over the Google Calendar feature and try to explain its sharing feature with you. This is one of the most advanced features provided with the Google Calendar that offers a completely unique approach to socializing and keeping track of everyone’s plans. Make sure you read our guide until the end so that you can understand the benefits of the calendar-sharing features and also learn how you can share your personal Google Calendar safely and securely.

Also Check: 

• best calendar apps for mac

Google Calendar

Google Calendar is one of the many free services provided by Google that helps you organize your time and events. You can use Google Calendar to create, edit, and share calendars with yourself and others. You can also view multiple calendars at once, sync them with your devices, and access them offline. Google Calendar works across Google Workspace, so you can integrate it with other Google products, such as Gmail, Chat, Meet, Drive, and more. There are a lot of great features that you can find with Google Calendar such as :

• You can create events and invite guests, set reminders and notifications for events, add attachments, and customize your event settings.
• You can share your calendar with others, or subscribe to public calendars, such as holidays, sports, or weather.
• You can use Google Calendar on your computer, phone, or tablet. You can sync your calendars across your devices, and access them even when you’re offline.
• You can use smart features in Google Calendar to make your scheduling easier and faster.

Reasons To Share Your Google Calendar

There can be a lot of reasons for which one might need to share their Google Calendar. As we all know, there can be a lot of sensitive data saved over calendars such as birthdays, important events, and dates for important meetings. So, Google allows you to completely control what data you are sharing when you are sharing your calendar so that your safety and privacy is always intact. With that, Google also offers a lot of benefits such as:

• You can keep your family, friends, and co-workers updated on your plans and availability.
• By sharing your calendar, you can avoid conflicts and double bookings, and make sure everyone is on the same page.
• You can always save time and hassle when scheduling meetings, appointments, or events.
• You can also send invitations and collect RSVPs from your calendar or email.
• You can greatly improve your as well as your team’s time management and productivity.
• By sharing your calendar, you can set goals and deadlines, track your progress, and get reminders and notifications.
• As Google Calendars also support attachments, it is possible to share even more information for planned events such as locations and notes.

How To Share Google Calendar

Now that you understand the benefits of sharing Google Calendars, let us move on to how you can share your Google Calendar by following simple steps. As you already know, you need to be careful about how much information you wish to reveal while sharing your Google Calendar. So, we are going to cover multiple different methods in this guide that will tell you how you can share your calendar safely. Here, we will cover calendar sharing for individuals, selected contacts, exclusive access, public access, and even integration with 3rd party services.

Sharing it with Specific People

This method allows you to share your calendar with select people, such as your family, friends, or co-workers. You can choose what level of access they have to your calendar, such as seeing only your free and busy times, seeing all event details, making changes to events, or managing sharing settings. To share your calendar with specific people, follow these steps:

• Visit calendar.google.com in any web browser and sign in to your Google account if you’re not already signed in.
• In the left panel, you’ll see a list of your calendars. Hover over the calendar you want to share so that three vertical dots show up. Click those dots and choose “Settings and Sharing.”
• Scroll down the settings page to the “Share With Specific People” section. Here, click the “Add People” button.
• In the “Share With Specific People” box, click the “Add Email or Name” field and type the email address of the person you want to share your calendar with. Feel free to add as many people as you want.
• Then, choose what your added people can do with your calendar by clicking the “Permissions” drop-down menu and choosing an option. Your options are: See Only Free/Busy (Hide Details), See All Event Details, Make Changes to Events, or Make Changes and Manage Sharing.
• After selecting an option, click “Send” to send out your calendar invite. Your recipients will get an email with a link to access your calendar. Once they click the “Add This Calendar” link, they can access your calendar and the events on it.
• Later, if you’d like to disallow people from accessing your calendar, then open the calendar settings page and select “X” next to a person’s name.

Sharing it Publicly

This method allows you to share your calendar with anyone on the web, without requiring them to have a Google account or even a valid email address. You can choose whether to make your calendar public or not, and whether to show only your free and busy times or all event details based on what you wish to share. To share your calendar publicly, follow these steps:

• In the Settings and Sharing section, scroll down the settings page to the “Access Permissions” section. Here, check the box next to “Make Available To Public.”
• Then, choose whether to show only your free and busy times or all event details by clicking the drop-down menu next to “Permission Settings.”
• After making your choice, click “Save” to confirm your changes. Your calendar will now be visible to anyone on the web who has the link to it.
• To get the link to your public calendar, scroll down to the “Integrate Calendar” section and copy the URL next to “Public URL To This Calendar.” You can share this link with anyone you want, or embed it on your website or blog.
• Later, if you’d like to stop sharing your calendar publicly, then uncheck the box next to “Make Available To Public.”

Sharing it with an Organization

Alternatively, Google also lets you share your calendar with a particular organization so that all of your colleagues can get access to your Google Calendar.  To share your calendar with your organization, follow these steps:

• In the Access Permissions Section, check the box next to “Make Available For *Organization Name*.”
• Then, choose what events you wish to share by clicking the drop-down menu next to “Permission Settings.”
• After making your choice, click “Save” to confirm your changes. Your calendar will now be visible to anyone in your organization.
• To get the link for your organizational calendar, you can scroll down to the “Integrate Calendar” section and copy the URL next to “Public URL To This Calendar.”
• You can later share this link with anyone in your organization, or embed it on your website or blog for quicker access.

Integrating Google Calendar with Other Services

Here, we will tell you how you can sync your Google Calendar with other Google services such as Gmail, Chat, Meet, Drive, and more. You can also use Google Calendar with other apps and platforms, such as Outlook, Apple Calendar, Zapier, and many more. To integrate Google Calendar with other services, follow these steps:

• In the left panel of the Google Calendar homepage, you’ll see a list of your calendars. Hover over the calendar you want to integrate with other services so that three vertical dots show up. Click those dots and choose “Settings and Sharing.”
• Scroll down to the “Integrate Calendar” section and copy the URL next to “Secret Address In iCal Format.” This is the link for your specific calendar in iCal format, which is compatible with the majority of apps and services. You can use this link to directly import or export your calendar data to or from other services.
• Alternatively, if you want to integrate your primary calendar with other services, copy the URL next to “Your Calendars” at the top of the left panel. This is the link for your primary calendar in iCal format, which combines events and schedules from all your calendars.

Note: You should remember that currently, Google does not support sharing calendars from the native Android app and you will have to use Google’s WebApp in order to share your calendar. But, you can always open the WebApp on your smartphone by accessing calendar.google.com in the desktop view of your web browser.

How To Manage Shared Google Calendar?

While sharing your Google Calendar is quite easy, you should also know how you can manage the calendars that you have shared. Even after successfully sharing your Google Calendar, there’s a chance of accidentally updating incorrect information on the calendar or revealing sensitive data by mistake. To avoid such problems, you will have to regularly manage your shared Google Calendars and monitor the data that has been made public. Here, we will offer some important points about how you can manage your shared Google calendars with ease.

How To Accept the Google Calendar Shared with You?

If someone shares their calendar with you, you will receive an email invitation with a link to access their calendar. To accept the invitation, you just need to open the email invitation and click the “Add This Calendar” link. This will open Google Calendar in your web browser. You will also see a pop-up window in Google Calendar, asking you to confirm adding the shared calendar. Click “Add Calendar” to accept the invitation. The shared calendar will now appear in your “Other Calendars” list on the left panel.

How to Manage and Check Shared Google Calendar

Once you have added a shared calendar to your Google Calendar, you can manage and check it in various ways, such as:

• You can view the events on the shared calendar by clicking the checkbox next to the calendar name in the “Other Calendars” list.
• You can also create and edit events on the shared calendar if you have permission to do so. To create an event, click the “Create” button on the top left corner, or click on an empty slot on the calendar.
• Similarly, to edit an event, click on the event you want to modify. In both cases, make sure to select the shared calendar from the “Calendar” drop-down menu in the event details.
• If you want, you can hide the shared calendar by clicking the checkbox next to the calendar name in the “Other Calendars” list. This toggles the visibility of the events on the shared calendar on your main calendar view.

Updating Access Permissions for Shared Calendar

You can update the access permissions for the shared calendar if you are the owner of the calendar or have permission to manage sharing settings. To update the access permissions, follow these steps:

• Scroll down to the “Share With Specific People” section on google.com. Here, you can see the list of people who have access to your calendar and their permission levels. You can also add or remove people, or change their permission levels, by clicking the “Add People” button, the “X” icon, or the “Permissions” drop-down menu, respectively.
• Alternatively, you can also update the access permissions for everyone in your organization or the public, by scrolling down to the “Access Permissions” section.
• Here, you can check or uncheck the boxes next to “Make Available For *Organization Name*” or “Make Available To Public,” and choose the permission settings from the drop-down menus.
• After making your changes, click “Save” to confirm your updates. The people who have access to your calendar will receive an email notification with the updated permission settings.

Is it possible to Unshare the Calendar?

Yes, you can unshare the calendar if you are the owner of the calendar or have the moderation over a shared calendar to manage its sharing settings. To unshare the calendar, follow these steps:

• Hover over the shared calendar you want to unshare and click the three vertical dots. Choose “Settings and Sharing” from the menu.
• Scroll down to the “Share With Specific People” section.
• Here, you can see the list of people who have access to your calendar.
• To unshare the calendar with a specific person, click the “X” icon next to their name.
• To unshare the calendar with everyone, click the “Remove All” button.
• After making your changes, click “Save” to confirm your updates.
• The people who had access to your calendar will receive an email notification that the calendar has been unshared.

How to Add a Shared Calendar

You can add a shared calendar to your Google Calendar easily if you have the sharing link or the calendar ID of the shared calendar.

• Under the “Other Calendars” section on the left side, click on the “Subscribe To Calendar” button.
• This will open a pop-up window where you can enter the link or the calendar ID of the shared calendar.
• Paste the link or the calendar ID into the “Add A Calendar” box and press “Enter.”
• The shared calendar will now appear in your “Other Calendars” list on the left panel.
• You can also rename the calendar by clicking the three vertical dots next to the calendar name and choosing “Settings and Sharing” from the menu.
• Then, edit the name in the “Calendar Name” field and click “Save.”

Important Tips for Sharing Google Calendar

Check Permission Settings before Sharing

Before you share your calendar with anyone, you should check the permission settings and choose the appropriate level of access for each person or group. You can choose from four options: See Only Free/Busy (Hide Details), See All Event Details, Make Changes to Events, or Make Changes and Manage Sharing. You should only give the highest level of access to those you trust and need to collaborate with closely and limit the access for others to avoid unwanted changes or privacy issues. You can also change the permission settings anytime if you want to update the access level for anyone.

Always use a Link to Share the Calendar

When you share your calendar with someone, you should always use a link to share the calendar, rather than sending them a copy of your calendar. This way, you can ensure that the person you are sharing with will always see the most updated version of your calendar and any changes you make will be reflected on their end. You can also revoke access to the link anytime if you want to stop sharing your calendar. To get the link to your calendar, you can go to the “Integrate Calendar” section in the calendar settings and copy the URL next to “Public URL To This Calendar.” You can share this link with anyone you want, or embed it on your website.

Keep Your Calendar Updated

If you share your calendar with others, you should make sure to keep your calendar updated and accurate. This will help you avoid conflicts and confusion, and ensure that everyone is on the same page. You should also add relevant details and information to your events, such as the title, description, location, attachments, and notes, to make your calendar more informative and useful. You can also use smart features in Google Calendar to help you with tasks such as composing and editing events, finding the best time and place for your events, and syncing your calendars across your devices.

Use the Integration Feature while Connecting with Other Services

Google Calendar works across the entire Google Workspace which includes other Google services such as Meet, Gmail, Drive, etc. Furthermore, it also supports integration with 3rd party services that can benefit from its data. By using the integration feature, you will be able to access and share data and information across different platforms and make your scheduling easier and much faster.

Ensure Permissions to Avoid Others Editing Your Calendar

When you share your calendar with others, you should ensure that only you can update your calendar and no one with shared access can make changes to it. And if necessary, you can only give the editing privileges to those you trust and need to collaborate with closely and limit the access for others to see only your free and busy times or all event details. To check if that’s the case, you can check the history of your calendar to see who has made any changes to your events and undo or report any unwanted changes. You can also turn on notifications and alerts to get notified of any changes or updates to your calendar.

Is It Possible To Share Only Individual Events?

Yes, it is possible to share only individual events in Google Calendar, without sharing your entire calendar. You can do this by publishing the event and getting a shareable link that you can send to anyone you want. To share an individual event, follow these steps:

• Open the event you want to share in your Google Calendar. You can do this by clicking on the event in your calendar view, or by searching for the event in the search box on the top right corner.
• Click on the three vertical dots in the top right corner of the event details. From the dropdown menu, select “Publish Event.”
• A pop-up window will appear with different publishing options.
• Click on the “Get Shareable Link” tab. This will generate a link for your event that you can copy and paste anywhere you want.
• You can also choose whether to show only your free and busy times or all event details by clicking the drop-down menu next to “Permission Settings.”
• After copying the link, click “Done” to close the pop-up window.
• You can now share the link with anyone you want, such as via email, chat, or social media. The recipients of the link will be able to view your event and also add it to their own Google Calendar.

Share google Calendar – FAQs

Conclusion

Google Calendar stands out as a powerful tool for organizing and managing one’s schedule, offering a range of features that can be seamlessly integrated with other Google services. The ability to share calendars adds another layer of functionality, allowing users to collaborate, coordinate, and stay updated with family, friends, colleagues, or organizations. Our guide covers various aspects of sharing Google Calendar, from the fundamental steps of sharing with specific people to more advanced features like public sharing and integration with other services. Additionally, it provides insights into managing shared calendars, accepting shared calendars from others, and ensuring data security by updating access permissions. So, we hope that you have found all of the information that you needed in our guide today.