How to Share Your Google Calendar With Someone (Quick Guide)

You’re in the right place if you tend to share your Google Calendar with friends, family, or your work team, and it’s very easy. Sharing helps everyone know your plans and work together.

Google Calendar is like a personal assistant where you write down your plans, such as going to the office in the morning or meeting friends in the evening. Sharing means letting others see or add to your plans.

You can choose who sees what, so your secrets stay safe! Let’s learn how to do it in straightforward words, like talking to a little kid. You will also get some tips to keep your calendar safe and organized.

Overview and Google Calendar Sharing Options

Open any browser and any search engine according to your preference. Now, check if you are already logged in to your Google account. Almost every browser may find it in the top right corner, like Google Mail’s profile. If you find your profile, search for Google Calendar in the search bar. But ensure you are logged in; if not, log in first.

This is Google Calendar’s homepage. The theme color can be different according to your browser’s settings, like light, dark, or customized to any other color.

Types of Calendar Sharing Permissions

There are four types of Google Calendar sharing permissions, which are very important because of how much authority you want to give the participant to make changes on the calendar you share.

Setting path: From the home page, click on the

Settings → Settings for my calendar → Your Calendar Name → Access permission for events →Add people and groups→Add email or name→Permissions → see all event details

Now you are supposed to see a drop-down with the following four options.

• See only free/busy (hide details): When you share your calendar with someone with the permission to “See only free/busy(hide details),” they will only be able to see your free and busy times, not details of what you are doing, like conducting a meeting or something else.
• See all event details: allowing this option to someone offers visibility of all details about your events and activities. But you can’t make any changes.
• Make changes to events: This option allows you to change your calendar’s events. This is a very significant permission to give someone, so be careful before giving them the “Make changes to events” permission.
• Make changes and manage sharing: This permission offers not only visual details, edits, and making changes but also edit sharing permission, deleting, and adding.

Sharing Google Calendar With Individuals and Groups

You can share your calendar in two ways:

• Individual sharing
• organization-wide sharing

Sharing your calendar can be done with a single person or a group. For group sharing, using Google Calendar for project management is very helpful. Let’s take a visual look at the picture below.

Settings → Settings for my calendar → Your Calendar Name → Shared With → Add people and groups

By following the above path or taking help from the visual display, you can easily understand its workflow and add anyone to share your Google Calendar effectively.

Internal vs External Sharing

To share Google Calendar with someone, ensure you know the following things.

Important note:

• Use the Google Calendar web version to share because Google does not offer an executable version of this calendar.
• If you want to share the calendar, you must have “Make changes & manage sharing” permission from the owner, or it must be your calendar to share.

You can share your Google Calendar with someone who uses Google Calendar and someone who does not.

• Internal: Internal sharing refers to sharing Google Calendar with Google Calendar users.
• External sharing: External sharing refers to sharing Google Calendar with someone who does not use Calendar or may use a calendar different from yours.

Sharing Your Entire Google Calendar

You can share your Google calendar in different ways. Every method is simple and easy. Let’s focus on those methods and become masters of sharing Google Calendar.

Share With Specific People

First things first, open Google Calendar and go to Settings → Settings for my calendar → Your Calendar Name → Access permission for events →Add people and groups.

Then choose the right access level from the drop-down. This permission is a serious issue, so be aware of what you give people.

After your successful addition, people or groups click the send button, and the person you have shared with will receive an email.

In this picture, you can see that the person you share with gets two links.

• Add this calendar
• View your calendar

To add your calendar or if you get shared a calendar from someone, just click on the “Add this calendar” link, and it will redirect you to Google Calendar and will show you a pop-up window like

Adobe picture. Click the “Add” button to see the events and details.

Making Your Calendar Public

You can share or manage your Google Calendar with two types of permissions. The first is to make it public for everyone to see.

• See only free/busy (hide details)
• See all event details

Go to Settings → Settings for my calendar → Your Calendar Name → Access permission for events, then you will see the warning pop up, where you can see “Making your calendar public will make all events visible to the world, including via Google search. Are you sure?” press okay if you think you are making the permission to public.

Sharing with public permission can be harmful if your calendar contains sensitive data. Make sure you are 100% sure about the access permission.

Using Shareable Links

Go to Settings → Settings for my calendar → Your Calendar Name → Access permission for events → Get a shareable link,  now you will get a pop-up window with an automatically generated link.

Copy that link and give it to whoever you have permitted to access it. If you give someone you have not been allowed access to this link, they will not be able to access it if it is not public. But if you provide public access to this link, then anyone with the link can access your calendar.

Sharing Individual Google Calendar Events

Sharing individual Google Calendar events is one of the most significant features. Let’s get started on how to do it. First, open Google Calendar and look at the top left corner. There is a button called + Create → Event; now you are supposed to get a pop-up window like the picture below.

In the pop-up window, you will find the options below and fill them out according to your plan.

• Name a title for the event
• Pick a date and time
• Add guest
• Add Google Meet video conferencing
• Add location
• Add descriptions
• Add notification

After you’ve entered all that information, there is a “More options” button beside the save button. Click on that for more options, which is shown in the following picture.

The More options tab offers options for attachment, description, guest list, etc., which can be helpful.

Advanced Google Calendar Sharing Options

iCal Addresses

Google Calendar gives you special links called iCal addresses to share your calendar with other apps or people. Here’s the scoop:

• Public iCal Address: This is like an open invite for anyone to see your calendar. You can grab this link in your calendar settings from the “Settings → Settings for my calendar→Integrate calendar” section. It’s perfect for integrating Google Calendar to team schedules or public events with apps like Apple Calendar or Outlook.
• Secret iCal Address: This one’s more private. It lets only specific people see all the details of your events. You’ll find this link in the same “Integrate calendar” spot. It’s great for sharing with close teammates or family.

Embedding Google Calendar on Websites

Want to show your calendar on a website? No problem!

• You can embed your calendar on a website using an iframe (don’t worry; it’s just a fancy way to display it). This makes it easy for visitors to see your schedule.
• Or, you can share a link to a web version of your calendar that anyone can check out.

Sharing With Specific People or Groups

You don’t always want everyone to see your calendar, right? Google Calendar lets you pick who gets access:

• Add someone’s email or a Google Group to your calendar settings, and they’re in! You can decide if they can just view it or edit events.
• You can also send a special link to share your calendar with certain people.

iCal Format for Cross-platform Sharing

The iCal format is like a universal language for calendars. It lets your Google Calendar talk to apps like Apple Calendar or Outlook. Just use those iCal addresses (public or secret) to sync everything up, and your events will also appear in those apps.

Using Google Calendar APIs

Google Calendar offers API management, which allows interesting things, such as automatically updating the people with access to your calendar. You can also share your calendar and settings without tapping the app.

Google Calendar Sharing on Different Devices

Sharing on IOS App

Sharing Google Calendar on an iPhone is not fully available, but you can invite specific people to events. To share a calendar, you need to use the web version on the iPhone.

From the home screen of your app on iPhone, click on the plus icon, a floating button placed at the bottom right corner of your phone’s screen. Click on it, and you will see the above window’s visual. Here, you can add guests to specific events only.

Sharing on the Android App

You can easily sync your Google Calendar on your phone just by logging in to the app, but to share your Google Calendar on the Android app, go to settings, then add the people or groups you want to share with.

For specific events, click on the plus icon from the homepage, then add the event name and all the required information you want to input, then add participants from the “Add people” button.

An in-app version of Google Calendar does not offer all the advanced features of the web version. But this app is helpful and easy to understand.

Fun Ways to Share Google Calendar With Your Team

Sharing your Google Calendar is like sharing your favorite toy with friends! It helps everyone know what you’re doing, like going to a meeting or planning a party. When you share with your team, you can all work together and have fun. Let’s learn easy ways to share your calendar, like telling a story to a little kid. We’ll also keep it safe so only the right people see it!

Make Special Calendars for Your Team

Don’t share your one big calendar with everyone. It’s like giving all your toys to everyone! Instead, make new calendars for extraordinary things. For example, create one calendar for “Team Meetings” and another for “Fun Projects.” It’s like having different boxes for your toys.

To make a new calendar, open Google Calendar on your computer. Look at the left side.

• See a “+” button near “Other calendars”?
• Click it and pick “Create new calendar.”
• Give it a fun name, like “Team Party Plans.”

Then, share it with your friends by going to Settings → Settings for my calendars → [Your Calendar Name] → Share with specific people. Pick who can see it or change it. Some friends can only look, and some can add new plans. Easy, right?

Share With a Group, Not One by One

If you have a big team, don’t share with each person. That takes too long! Use a Google Group. It’s like a big hug for all your friends at once. A Google Group is a list of emails. Share your calendar with the group’s email, like “team@digifea.com.”

Everyone in the group sees the calendar. If someone new joins, just add them to the group. Go to Settings → Share with specific people, type the group email, and choose what they can do. This is super for big teams, like when planning a school party and wanting everyone to know the plan!

Plan Team Fun Together

When you make a team plan, like a meeting or a game day, make it clear.

• Click the “+ Create” button on Google Calendar.
• Give the plan a fun name, like “Super Team Meeting.”
• Add the time and place. If it’s online, add a Google Meet link.
• Invite your team by typing their emails in “Add guests.”
• A cool “Find a time” tool checks when everyone is free. No one misses the fun!

If you have a meeting every week, like a story time, make it repeat. Choose “Every Monday” or any day. Add a reminder so everyone remembers. You can pick an email a day before or a pop-up 10 minutes before. Keep it secret by selecting “Private” so only your team sees it.

Use Other Fun Tools

Google Calendar can play with other apps, like a toy that fits other toys! For example, add a Google Meet link to talk online. Or use Google Tasks to write down jobs. You can also connect to apps like Slack or Trello to make plans for your work. If your friends use Apple Calendar or Outlook, share a special link called iCal. Find it in Settings → Integrate calendar. It’s like giving them a magic key to see your plans.

Tips to Keep Your Calendar Safe and Nice

Keep Google Calendar Private

You can easily make your Google Calendar private. To do that, create an event by clicking on the plus icon or editing the event, then find the visibility option and make it “Private.”

More tips on keeping privacy on your calendar:

• Share only what’s needed.
• Hide details
• Use simple names
• Check events

Stay Safe

• Pick the Right Permission: Only let close friends or team members change your calendar. Others should just see it.
• Check Who’s Looking: Every few months, go to “Settings” and see who can view your calendar. Remove people you don’t need.
• Strong Password: Use a complex password for your Google account, like “johnny123!Star.” Also, turn on two-step verification.
• Don’t Share with Everyone: Don’t make your calendar “Public” unless it’s for a big party. Anyone can see public calendars!

Stay Organized

• Name Calendars Clearly: Call them “office plans” or “family dinner” so everyone knows what’s what.
• Use Colors: Make each calendar a different color, like blue for work and red for home.
• Group Them: Put all work calendars together to see them all together.
• Clean Up: When a calendar is old, save and delete it so it’s not messy.

Final Words

Sharing your Google Calendar is like giving someone a peek at your notebook. You can decide what they see and who can write in it. Follow these easy steps and tips to keep your plans safe, organized, and fun to share. If you don’t have enough time to manage your calendar because of the daily rush hour, you can leave all your work to YessAssistant, which provides virtual assistance to manage your calendar. Happy planning!

FAQs

How Do I Share My Calendar?

Open Google Calendar on a computer. Click the three dots next to your calendar, then “Settings and sharing.” Under “Share with specific people,” add people’s emails, choose what they can see, and click “Send.”

How Do I Let People Only See My Calendar?

Share their email and pick “See only free/busy” or “See all event details.” You can also make it public, but only for significant events.

How Do I Invite People?

It’s like sharing! Add their emails in “Settings and sharing,” choose permissions, and send the invite.

How Do I Let Many People Edit My Calendar?

Add each person’s email in “Share with specific people” and choose “Make changes to events.” They can now edit!