How To Share Google Calendar

Dianna Russini

3 min read

·

Apr 07, 2025

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How To Share Your Google Calendar: A Complete Guide

Sharing your Google Calendar is a simple yet powerful way to improve collaboration, coordination, and communication. Whether you need to share your availability with colleagues, family, or friends, this guide will walk you through the entire process, covering different sharing options and addressing common issues.

Understanding Google Calendar Sharing Options

Before diving into the specifics, it's crucial to understand the various ways you can share your Google Calendar:

• Sharing your entire calendar: This grants recipients full access to all your events, including details like titles, descriptions, and locations. This is ideal for close collaborators or family members.

• Sharing specific events: This allows you to selectively share individual events without revealing your entire schedule. This provides more privacy while still enabling collaboration on specific tasks or projects.

• Sharing a "Free/Busy" view: This option only shows recipients your availability without revealing specific event details. It's perfect for scheduling meetings without exposing sensitive information.

Step-by-Step Guide to Sharing Your Google Calendar

Here's how to share your Google Calendar using different methods:

1. Sharing Your Entire Calendar

1. Open Google Calendar: Navigate to your Google Calendar account.
2. Select the Calendar: Click on the calendar you wish to share from the left-hand sidebar.
3. Click the three vertical dots: Locate the three vertical dots (More actions) to the right of the calendar's name.
4. Choose "Settings and sharing": Select this option from the dropdown menu.
5. Find the "Share with specific people" section: Scroll down until you locate this section.
6. Add email addresses: Enter the email addresses of the people you want to share your calendar with. You can also add groups.
7. Select Permission Level: Choose the appropriate permission level:
   • See all event details: Grants full access to all event details.
   • See only free/busy information: Only shows availability.
8. Click "Add Person": This adds the recipients and sets the chosen permission.
9. Save your changes: Ensure you save your settings to finalize the sharing process.

2. Sharing Specific Events

1. Open the Event: Navigate to the specific event you wish to share.
2. Click the three vertical dots: Find the three vertical dots (More actions) on the event.
3. Select "Guest List": This opens the guest invitation interface.
4. Add Guest Email Addresses: Enter the email addresses of the people you want to invite to this specific event.
5. Set Permissions (if necessary): The default is often "See all event details". Adjust if needed.
6. Send the Invitation: Click "Save" or the equivalent to send the invitations.

3. Creating and Sharing a Public Calendar

For a more controlled public-facing approach:

1. Create a new calendar: In your Google Calendar settings, create a new calendar specifically for public information.
2. Share with Public: Follow steps 3-9 from sharing your entire calendar above, but instead of adding specific email addresses, select "Make available to public". Choose the appropriate visibility settings (e.g., "Free/Busy" or "See all event details").
3. Obtain the Public Calendar Link (iCal Link): After making it public, this option will appear allowing others to view your calendar using the link.

Troubleshooting Common Issues

• Recipient can't see the calendar: Double-check the email address and permissions. Ensure the recipient has accepted the invitation (if required).
• Calendar is not updating: Refresh the calendar in your browser. There may be a slight delay in updates.
• Permission issues: Verify the permission level is correctly set.

By following these steps, you can effectively share your Google Calendar and streamline your collaboration. Remember to always consider the privacy implications and choose the appropriate sharing level for each recipient or situation. Properly managing your calendar permissions will improve both your productivity and the efficiency of your collaborative efforts.