How Do You Share Your Calendar With Others in Google Calendar?

Sharing Calendar With Others in Google Calendar

Today, juggling our busy lives feels like a true art form. Balancing personal, work, social, and family commitments like conducting a complicated symphony can be overwhelming.

Coordinating schedules with friends can be like a Friends episode, with funny mishaps and missed connections. Google Calendar is your Central Perk couch, bringing everyone's schedules together like the gang, preventing conflicts and making sure everyone enjoys a stress-free hangout.

Whether you need to coordinate team meetings, make plans for dinner with friends, or make sure you don't miss your beloved yoga class, being able to share your calendar is an absolute lifesaver. It's a tool that simplifies your life and improves communication and collaboration in both personal and professional settings.

In this guide, we will talk about the amazing functionalities and step-by-step process of how to share Google Calendar. Read on!  


Sharing Google Calendars

"How do you share your Google Calendar?" This is the most common question most people have about their calendars. Google Calendar helps you share your schedule with others, allowing you to customize access levels and visibility according to your preferences.

Sharing Google Calendars

To begin sharing, simply access your Google Calendar settings. From there, you can choose which calendars to share and determine who can view or edit them. You can share calendars publicly, send invites to specific individuals using their email addresses, or even embed calendars on websites for broader accessibility.

Sharing your calendar with colleagues is especially helpful for professional settings. It promotes seamless collaboration and ensures everyone is on the same page regarding important meetings, deadlines, and project timelines.

Benefits of Sharing Your Calendar

Here are some of the benefits and reasons why you should share Google Calendar with others:

  • Effortless Coordination: By sharing a Calendar in Google feature, you can say goodbye to all that back-and-forth communication usually needed to schedule events. It lets people see your availability immediately, making it a breeze to plan meetings, events, or get-togethers without endless emails or phone calls.
  • Better Productivity: Giving your colleagues or family members visibility into your schedule helps prevent double bookings and conflicting commitments.
  • Seamless Team Collaboration: Shared calendars are incredibly useful for team coordination in a work environment. They make it easy for departments to synchronize schedules, plan meetings, and manage all the important deadlines together. This fosters a sense of unity and helps create a smoother and more efficient workflow for everyone involved.
  • Personal and Professional Segmentation: You can organize different aspects of your life by using multiple calendars in Google Calendar. Having separate calendars allows you to compartmentalize and stay focused, whether it's work, personal commitments, hobbies, or specific projects.
  • Easy Integration: Google Calendar effortlessly connects with other Google Workspace tools such as Gmail, Google Meet, and Google Drive. This fantastic integration allows you to schedule meetings, attach documents, or join video calls from the calendar interface.

How to share your Google Calendar

How to Share a Google Calendar for iPhone:

Step 1: Launch the Google Calendar: Open the Google Calendar app on your iPhone.

Step 2: Go to Settings: Look for the "Settings" button. You can find it in the top-right corner of the screen. Go ahead and tap on it.

How to share your Google Calendar

Step 3. Select the Accounts You Want to Share Your Calendar With: Now, you'll see an "Accounts" option. Tap on that and choose the Google account with which you want to share your calendar. Pick the one that suits you best.

Step 4: Choose the Calendar: Time to select the calendar you want to share. Tap the "Calendars" option and choose the specific one from the list.

Step 5: Share the Link: Look for the "Share Link" button. Tap on it, and you'll be prompted to enter the email address of the individual you want to share your calendar with. Type it in with care.

Step 6: Click Send: Finally, tap on the "Send" button and patiently wait for confirmation that your calendar has successfully been shared.

How to Share Google Calendar Android:

Step 1: Open Google Calendar App: To start, open Google Calendar on your Android device. If you haven't already, sign in to your Google account.

Step 2: Access Calendar Settings: To share a calendar, tap on the one you'd like to share. Next, tap on either the three vertical dots in the top-right corner of the "Settings" gear icon.

Step 3: Choose Share with Others: To get started, go ahead and choose either "Settings and Sharing" or "Share with others" based on the version of Android you're using. After that, simply tap "Add People" and input the email IDs of the people you wish to share the calendar with.

Step 4: Set Permissions: You can easily personalize the access permissions for each individual. For example, you can choose options like "Show only availability (hide details)" or "Grant editing abilities and sharing management."

Step 5: Send Invitations: Tap "Send" or "Done" to send invitations. Invited individuals will receive an email allowing them to access the shared calendar.

How to Share Google Calendar for Desktop:

Step 1: Open Google Calendar: Go to the Google Calendar website ( and sign in to your Google account if you haven't already.

Step 2: Select Calendar Settings: To share a calendar, simply navigate to the left panel and click on the three dots next to your chosen calendar. From there, select "Settings and Sharing" from the dropdown menu.

Step 3: Share with Specific People: Keep scrolling until you find the "Share with specific people" section. Give it a click and choose "Add People." Type in the email addresses of the people you want to share the calendar with.

Step 4: Set Permissions: Personalize the access permissions for each individual by choosing their desired level of access. For instance, you can allow them to make changes and manage to share or restrict them to viewing only free/busy information while hiding specific details.

Step 5: Send Invitations: Click "Send" to send invitations. Invited individuals will receive an email notification prompting them to view the shared calendar.

Sharing Events and Meetings

Sharing Events and Meetings

Creating a Google Calendar Event or Meeting:

  • Open your Google Calendar.
  • Click on the desired date and time to schedule the event. You can also choose the "Create" option from the top left corner of the screen.
  • Fill in the event details, like the title, location, and time, and choose the calendar where it should be saved.
  • Add or invite guests to the event.
  • Finally, click "Save" at the top of the page.

Sharing Events and Meetings with Others:

  • Simply click on the event you want to share on your calendar.
  • Look for the pencil "Edit event" icon and give it a click.
  • You'll see an "Add Guests" bar on the right side of the event details. That's where you can enter your invitee's email address.
  • Next, decide what you want your invitees to be able to do by checking the appropriate boxes. They can modify event details, invite others, or see the guest list.
  • Once your invitee's email address is added, they appear on the guest list. To mark them as an optional attendee, just click the person icon next to their name.
  • And if you change your mind and no longer want them to attend, just click the X to remove them from the event.

Sharing Out Of Office Dates

Follow these simple steps if you need to inform others about your out-of-office schedule. First, head over to the Create section on Google Calendar. Once there, select "Out of Office" from the options.

Next, input your absence's specific date, time, and duration. It's worth noting that choosing this option will automatically decline any meeting invitations you receive during that period if that's what you prefer.

Creating a Group Calendar

Prepare the Group

To make sharing your calendar with a specific group easier, organizing them into their designated group within your organization is a good idea. Once you have done that, follow these steps to create the group and make sharing seamless.

Go to Google Calendar and Create a Fresh One

Open Google Calendar in either your web browser or app. To create a new calendar:

  1. Simply navigate to the left-hand side of the screen.
  2. Look for the "Other calendars" section and click "Add."
  3. From there, select "Create new calendar" to begin the process.

Fill the Details

Simply fill in the calendar's name, like "Operations Team Calendar." Next, you can provide a brief description of your calendar. Lastly, don't forget to select the correct time zone for accurate scheduling.

Create the Calendar

After entering all the necessary details, click the "Create Calendar" button to generate a brand-new calendar that you can easily share with others.

Share the Calendar with the Group

Choose the new calendar that you have just created. Click on "More" and select "Settings and Sharing."

To share with a group, click "Share with specific people" and click "Add People." From there, enter the email address of the individual or group you wish to share the calendar with. Finally, all you have to do is click "send."

Understanding permission settings for shared calendars

In the settings of your shared calendar, you can set general "Access permissions" and specific permissions for certain individuals. Regarding these permissions, the broader one takes priority when applied to particular people.

To illustrate, let's say you make your calendar available to the public and choose "See all event details." Then, if you also share the calendar with a specific person and choose "See only free/busy," that person will still be able to see all the details of your events.

Pro Tips for Sharing Google Calendars

Now that you know how to share Google Calendar with others, let's look at some of the best tips for the same:

  • Easy-to-understand Names: When creating shared calendars, it's important to use descriptive titles. Opt for clear and concise names, like "Marketing Meetings" or "Family Events." This way, others can quickly grasp the calendar's purpose.
  • Personalize Access Levels: Adapt access levels to fit people's roles and requirements. For instance, allow colleagues to edit work-related events while restricting sensitive information for external partners to uphold confidentiality.
  • Sharing Events Selectively: You don't have to show every event to everyone. Use the "Private" setting for certain events in a shared calendar to keep things confidential or limit visibility to specific people.
  • Color Code for Clarity: Make things easier to read and keep organized by assigning unique colors to different events or calendars. This simple visual cue helps you quickly distinguish between personal, work-related, or shared events.

Virtual Assistance for Expert Calendar Sharing

A virtual assistant is an essential helper who can provide valuable support to individuals or businesses by taking care of various administrative tasks remotely.

Remember the kids in Stranger Things battling monsters and navigating Upside Down timelines? A virtual assistant can be your Eleven, manipulating your Google Calendar like telekinesis, scheduling across different time zones, adjusting deadlines during unexpected events, and keeping your schedule organized even in the Upside Down of daily challenges.

Virtual Assistance for Expert Calendar Sharing

When it comes to managing Google Calendar, here's how a friendly VA can lend a hand:

  • Assistance with Calendar Organization: A VA can help you categorize and streamline your calendars, ensuring that similar events are grouped and eliminating redundancies to enhance organization.
  • Management of New Calendar Creation: Delegate the task of creating dedicated calendars for specific purposes to your VA. They will set them up with appropriate titles, descriptions, and color-coding, making it easier to differentiate between them.
  • Setting up Permissions and Access Management: VAs will configure access levels for different users, defining permissions such as viewing or editing rights.
  • Assistance with Individual Calendar Sharing: A VA can handle sending calendar invitations to individuals. They will ensure that the relevant contacts receive access and understand how to use the shared calendar effectively.
  • Facilitating Team Calendar Sharing: Assign the task of efficiently sharing calendars with entire teams or departments to the VA. This way, you can expect seamless collaboration and shared access to schedules.
  • Creation and Control of Public Links: A VA can generate and manage public access links for your calendars. They will regulate external access while maintaining privacy and security.
  • Maintenance and Updates of Calendars: VAs can add, edit, or remove events to ensure that all the relevant information remains current and accurate.
  • Resolution and Troubleshooting of Sharing Issues: If you encounter any problems with calendar sharing, a skilled VA will promptly troubleshoot and resolve the issues.
  • Stakeholder Communication: A VA can inform all stakeholders about the benefits of calendar sharing and ensure that everyone involved understands it clearly.
  • Expectation Setting: They will establish clear calendar access and usage guidelines, ensuring all parties understand their roles.
  • Activity Monitoring: You can ask your VA to closely monitor calendar updates to ensure a smooth flow and proactively address any conflicts that may arise.
  • Inquiry Response: A VA can promptly address any inquiries related to calendar sharing and provide assistance as needed.
  • Advanced Features Utilization: A VA will optimize the advanced features of Google Calendar to enhance efficiency and productivity.
  • Group Creation and Management: They can organize calendar groups to simplify sharing and collaboration among individuals or teams.
  • Automated Processes Implementation: A VA can also automate sharing protocols to reduce manual effort and maintain consistency in sharing practices.
  • Training and Support Provision: You can also request your VA to offer training sessions and ongoing support to help users master the intricacies of calendar sharing.

Wishup: Share your calendar efficiently 

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So that was all about how to share Google Calendar! By sharing your Google Calendar, you can experience a boost in collaboration and productivity. Enjoy the effortless coordination, customizable access, and improved planning that comes with it.

And if you're looking for even more convenience, Wishup is here to help. Our top-notch virtual assistant services seamlessly integrate into your routine, making calendar management and sharing a breeze. With our easy onboarding, exceptional talent pool, and reliable services, Wishup simplifies the process, ensuring you maximize Google Calendar's features.

Schedule a free consultation with Wishup or contact us at [email protected] to learn more about our services!

FAQs: How To Share Google Calendar

How do I share my Google Calendar with others?

To share your Google Calendar, start by opening Google Calendar. Next, choose the calendar you want to share and click "Settings and sharing." In the "Share with specific people" section, simply put the email addresses of people with whom you want to share your calendar. Click "Send," and it's done!

How do I share my Google Calendar again?

You can follow these steps if you need to share your Google Calendar again. Return to the calendar settings, adjust the sharing preferences, and update permissions or add new people. After making the changes, simply click "Send" to send invitations to the updated contacts again.

How do I use Google Calendar with family?

Start by setting up a special calendar just for family events. Simply share this calendar with your loved ones by providing their email addresses in the "Share with specific people" section. From there, you can easily add all your family gatherings, appointments, and other important moments to this shared calendar.