Create and share a group calendar

As an 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 & 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 administrator account and open Google Calendar.
  2. On the left, next to Other calendars, click Add ""and thenCreate 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 "" and choose an option. For details, see 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 "" and choose an option. For details, see 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).

The calendar is shared. Group members receive notifications with links to the shared calendar as follows:

  • Individual users and existing group members—Users get email notifications when calendars are shared.

  • New group members—After joining a group, new group members get email notifications about the calendars they can access. These email notifications are typically sent within an hour. If a group has more than 100 shared calendars, however, email notifications are not sent 

Help people find shared calendars

To help people find shared calendars, you can send them the calendar address.

  1. Sign in with your administrator account and open Google Calendar.
  2. Under My calendars, find the shared calendar.
  3. Point to the shared calendar and click More ""and thenSettings 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 new users to do the following:
    1. Next to Other calendars, click Add ""and thenSubscribe to calendar.
    2. Paste the Calendar ID into the Add a calendar box and press Enter.

The calendar then shows up in their Other calendars list.

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