Create and share a group calendar

As a G Suite administrator at work or school, you can create calendars to share with people in your organization. For example, you might want a shared group calendar for company holidays and another one for your organization's "All Hands" meetings.

Create a group calendar and share it with your organization

Before you begin: If you don’t want to share the calendar with everyone in your organization, create a group that contains only the people you want to share with.

  1. Sign in with your G Suite administrator account and open Google Calendar.
  2. On the left, above My Calendars, click Add Add and then New calendar.
  3. Add the name of the calendar (for example, All Hands Meetings), a description, and time zone.
  4. Click Create Calendar.
  5. On the left, click the name of your new calendar.
  6. If you want to share the calendar with everyone in your organization, under Access permissions:
    1. Check the Make available for your domain box.
    2. In the Permissions box, click the Down arrow Down Arrow and choose an option. Learn about the permission settings.
  7. If you want to share the calendar with a specific group of people, under Share with specific people:
    1. Click Add People.
    2. Add the email address of the group you want to share the calendar with. You can also add individual email addresses.
    3. In the Permissions box, click the Down arrow Down Arrow and choose an option. Learn about the permission settings.
    4. Click Send.

    Important: The settings under Access permissions override the Share with specific people settings.

    For example, you might share a calendar with everyone in your organization and give them permission to See all event details. If you also share with specific people, those users will see all event details, even if you hide the details from them (select the See only free/busy option).

Users you shared the calendar with get an email message letting them know about the calendar. The calendar is automatically added to their Other calendars list.

Tell new users about the calendar

If you add new users to the group, give them the calendar address so they can add it.

  1. Sign in with your G Suite administrator account and open Google Calendar.
  2. Under My calendars, find the shared calendar.
  3. Point to the shared calendar and click More More and then Settings and sharing.
  4. Scroll down to the Integrate calendar section and copy the Calendar ID (it will be long). Paste this ID into a document or website that you give to new users.
  5. Tell the new user to paste the Calendar ID into the Add a coworker’s calendar box and press Enter.

    The calendar then shows up in their Other calendars list.

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