How to share Google Calendar: sharing appointments and tasks in a Gmail calendar

Google Calendar is a free-to-use Google account feature. Anyone who has signed up for a Google account can use this calendar tool. Since all account data is saved online, you can access your Google Calendar from anywhere. This gives you full control over your appointments regardless of which device you are using, or your location.

In addition to having the classic calendar functions, Google Calendar can be shared with others. This makes it possible, for instance, to have a family or employee calendar which all members can view. In addition, you can also assign individual access permissions. Depending on what permissions are granted, members can either only view the calendar or they can edit it. If they have been granted the right to edit the calendar, members can also add their own appointments or modify existing events.

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How to share a Google Calendar

Step 1: Open Google Calendar.

Overview of Google features
Open the Google menu by clicking on the square of tiny boxes and select Calendar from there.

Step 2: Select the calendar you want to share.

Selecting “My calendars” for sharing
To the left of your main calendar, you will find all the calendars you have created under “My calendars”. To share a Google Calendar, click on the three dots next to the desired calendar and select “Settings and sharing”.

Step 3: Go to “Calendar settings”.

Opening “Calendar settings”
A new page will open with the “calendar settings”. On this page, use the “Share with specific people” option.

Step 4: Share the Gmail calendar using an email address.

Sharing Google Calendar with others
To share the Google Calendar with other people, go to the “Share with specific people” menu option and click on the button under it labelled “Add people”. Then, enter the email address of the person with whom you would like to share the Gmail calendar.

Step 5: Assign access permissions.

Using the drop-down menu labelled “Permissions”, you can also assign individual permissions to each person. By doing so, you can, for instance, specifically define who can only view the shared Gmail calendar and who can add or remove appointments themselves.

Managing access permissions
Click on “Permissions” to open the drop-down menu. This will allow you to grant read or edit permissions to the calendar member.

Step 6: Finish the sharing process

Once you have entered the email(s) of the person(s) and assigned the access permissions, finish sharing the calendar by clicking “Send”. You can specify multiple people in order to share the Google Calendar with many people at the same time. After clicking send, each person entered will receive a notification email.

Sharing the calendar
When you click “Send”, each recipient entered will receive a notification email. The recipient will immediately be granted the access and editing permissions you defined in your calendar.
Tip

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How do I share my Google Calendar publicly?

When working in an office, it can sometimes be useful to publicly share a calendar. If you and your colleagues want to manage a vacation time calendar, it is much easier to create a new calendar and make it public than to invite individual members personally and grant each of them individual permissions.

Step 1: Create a new calendar.

Creating a new calendar
To the left of your main calendar, you will find a section labelled “Other calendars”. Click on the plus sign found next to “Other calendars” and then click “Create new calendar”.

Step 2: Set up the calendar.

Setting up the calendar
Give a name to the calendar you want to share with colleagues in your department as well as a description if needed. Then, select a time zone and click on “Create calendar”.

Step 3: Get the shareable link.

Getting the shareable link
Click on “Get shareable link”. A link will then be displayed which you can forward to your colleagues. This link will provide them with access to the created calendar at any time.
Note

Are you missing certain features on Google services? Other collaboration tool providers may have more suitable options for you in their portfolio.

Google Workspace (formerly G Suite)
Working smarter, together
  • Familiar Google tools all in one place
  • Configure business Gmail for your domain
  • FREE domain included for 12 months
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