The Beginner’s Guide to Sharing Your Google Calendar
Gone are the days of flipping through the planners with color-coded appointments and meetings or haphazardly scrawling across sticky notes.
Everybody today is using Calendar apps. And never the one to be left behind, Google has launched its own version of a virtual calendar – Google Calendar.
If you have a personal Gmail account, you have Google calendar. So you don’t need to spend extra time trying to create an account too. Moreover, just like its email counterpart, setting up and using this online calendar platform is equally simple.
In this article, we’ll tell you everything you need to know about sharing your Google Calendar.
Strap on as we navigate through the different steps.
How to Share Your Google Calendar
Sharing your Google calendar with an individual hardly involves a few clicks and a couple of minutes – provided you know the right way to do it. Also, make sure you’re on your computer or are using a web browser in desktop mode to do this.
With that out of the way, let’s discuss the steps.
Step #1 Open your web browser and type in www.calendar.google.com.
Step #2 In the lower half of your screen, towards the left-hand side, you’ll find the My calendars section. Hover your cursor over the calendar you want to share.
Your options will include your Name, Birthdays, Reminders, and Tasks.
Step #3 Click on the Options part of the calendar you want to share. This will be denoted by three vertical dots.
Step #4 Once you click on it, you’ll see a dropdown box. Select Settings and sharing, after this you’ll be directed to the Settings page.
Step #5 You can choose between two different sharing options under the Access permissions field. They are as follows:
- Make available to public: This will allow you to share your Google calendar with everyone who has the shareable link.
- Share with specific people: This will allow you to share your Google calendar with a selected number of people by clicking on the ‘Add people’ option.
Step #6 Let’s assume you want to share your Google Calendar with only a specific number of people.
Click on the Add people button. Follow this up by typing in the respective email addresses of the people you want to share your calendar with, set their permissions, and then finally hit Send.
If you want to share your Google calendar by getting the shareable link, you’ll have to first copy the link and then paste it when emailing an individual or a group of people that want to share it with.
And that’s it! This is how you share a Google calendar with other people.
You also have the option to make your calendar private again by sharing it if you don’t want someone to have access to it.
If that’s the case, all you need to do is simply delete the email addresses under the Share with specific people field or simply uncheck the Make available to public box.
This will then immediately revoke access of the person you want to unshare your calendar with.
How to Share Your Google Calendar With Your Team
Google has made it incredibly easy to share your calendar with your team members or colleagues. You have full control over the level of permission your team members have, and how much of your calendar is visible to them.
You can type in the email addresses of your team members individually to share your calendar. In addition to this, you can also consider creating and sharing a group calendar.
Here’s how you do it:
Step #1 Sign in with your administrator account and open www.calendar.google.com.
Step #2 On the lower left-hand side of your screen, you’ll see the Other calendars field. Click on the + sign to add other calendars.
Step #3 Add the name of the calendar you want to add, along with the description and time zone. Once you’re done, click on the Create Calendar button.
Step #4 You’ll find your newly created calendar on the lower left-hand side of the screen under My calendars.
Click on it to share your calendar.
A. If you want to share the calendar with everyone in your organization, do the following under Access permissions:
- Check the Make available for your domain box.
- In the permission box, click the Down arrow and choose an option.
B. If you want to show the kind of the specific group of people, do the following under Share with specific people:
- Click on Add People.
- Enter the email address of the group you want to share the calendar with. You can also add individual email addresses if you want.
- In the permission box, click the Down arrow and choose the relevant option.
- Click Send.
Keep in mind that the Access permissions settings override the Share with specific people settings. So if you don’t want to give everyone access, make sure you choose correctly.
All group members will then receive notifications with links to the shared calendars.
Sharing Your Calendar on Android and iOS
In this section, we’ll discuss how to share Google Calendar on specific operating systems namely Android and iOS. Let’s take a quick look.
Sharing a New Google Calendar Event on Android
Here, you’ll first create a new event on Google Calendar. Then you can add the email addresses of people with whom you want to share the event.
Step #1 Open the Google Calendar app on your phone.
Step #2 Once the app opens, you’ll find time on the vertical column on the left side, while the date will be shown on the horizontal column at the very top.
Scroll the screen vertically and horizontally to set the date and time, respectively, for the event you want to add.
Step #3 Tap the empty box corresponding to the exact time and date and create your event.
Step #4 Once the new screen appears, add the details of the event in the spaces provided. At this point, you should enter the name of the event, location, and other relevant details.
Step #5 Tap on Add people in the details window to open other text boxes. You can then enter the email addresses of the people you want to share your calendar with.
Once you’re done, simply tap on Save.
Your event has been created, and also shared with every email address you had invited.
Sharing an Existing Google Calendar Event on Android
You don’t have to create a new event every time you want to invite other contacts, especially when you have the option to share an existing event.
Here’s what you need to do:
Step #1 Launch Google Calendar by tapping on your device’s home screen.
Step #2 Find the event you want to share by browsing to the exact date and time.
You’ll have to scroll horizontally and vertically through the displayed columns to find the event.
Step #3 After locating the event, tap on the Add People option. Enter the email addresses of the people that you want to share the event with.
Once you’re done, tap on Done.
So that’s how you share an existing event with other people. Even easier than having to create a new event, right?
Sharing Your Google Calendar on iOS
Now that we’ve covered Android, it’s only fair we also cover iOS as well. We got you, Apple loyalists!
Simply follow the below message to share your Google calendar events on iOS.
Step #1 Launch the Google Calendar app. If you haven’t downloaded it already, do so from the App Store.
Step #2 Click on the + button at the bottom right corner of your screen.
Step #3 From the list of presented options, select Event.
Step #4 Fill in the necessary details of the event like the title, date, and time.
Step #5 Scroll down a little and tap on Add guests. Then type in the names or email addresses of the guests you want to share the event with.
Once you’re finished adding guests, select Done.
Step #6 Click on Save.
And that’s it! All the names and email addresses you entered will receive a link to the event.
The Bottom Line
As you can see, sending a Google calendar from your computer, or Android or iOS device is super convenient. All you need to do is follow a few simple steps, and your intended people will receive the link inviting them to view the calendar.
Just make sure you set the permissions correctly as otherwise you may end up giving access to unauthorised people, which could be unsafe in certain cases.