Set calendar sharing options

As the administrator, you can set sharing options in the Admin console for all new calendars created in your domain. You can also use APIs to update the sharing options in batch for existing calendars in your organization. For personal calendar sharing options, see Share your calendar.

Set calendar sharing options for new calendars in your organization

Previously, when a Calendar user set an event’s visibility to Public, this would override the domain’s external sharing settings. To better control calendar event visibility, now users can only share events at the maximum visibility allowed for the domain. 

For example:

  • You set your domain’s external sharing option for calendar events to Free/Busy only.
  • Your user creates an event with visibility set to Public.
  • Your user’s calendar is shared with an external user. 

Previous behavior: An external user could see details of all the events with Public visibility.
 
Current behavior: All events in your domain, regardless of the event’s visibility setting, will always respect the maximum visibility set for your domain’s external sharing. Events with Public visibility will be shared as “Free/Busy” only if the domain’s external sharing is limited to Free/Busy. 

Note: External users who previously had events synced to their mobile device will continue to see the details of the events until all calendar data on their mobile device is wiped and re-synced. However, their web calendar will reflect the current behavior, and they will not see details of the events.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console dashboard, go to Appsand thenGoogle Appsand thenCalendar.
  3. Click Sharing settings.
  4. If you have multiple organizational units, select the organization for which you want to set calendar sharing options.

  5. In the External Sharing options for primary calendars section, select how you want to allow users to share their primary calendar outside your domain:

    Note that lowering the external sharing options may cause people outside your domain to lose access that they previously had to calendars in your domain.

    • Only free/busy information (hide event details): Users can allow people outside your domain to know when they are busy or available, but event details are hidden. Private addresses are hidden from users' calendars.
    • Share all information, but outsiders cannot change calendar: Users can share their calendar information with people outside your domain. This includes guest list, location, and description. Private addresses are hidden from users' calendars.
    • Share all information, and outsiders can change calendars: Users can fully share their calendar information with people outside your domain. This includes guest list, location, and description. Private addresses are displayed.
    • Share all information, and allow managing of calendar: Users can fully share their calendar information with people outside your domain, and they can grant outsiders permission to manage their calendars. Private addresses are displayed.
  6. In the Internal sharing options section, select the default internal sharing level for primary calendars.

    When you set internal calendar sharing options, changes you make affect new calendars in your organization, but they don't update existing calendars. See the section at the bottom of this page to learn how to set sharing options in batch for all existing users in your domain.

    Note: If you choose the No sharing option, your mobile app users will not be able to use the Find a time feature. Choose the Share only free/busy or share all information option to make the feature available for mobile users in your Premium, Education, or Government domain.
    • No sharing: Calendars aren't shared by default, but users can change the settings.
    • Only free/busy information (hide event details): Only free/busy information is displayed by default, but users can change the settings.
    • Share all information: All information is public by default, but users can change the settings. Users can also make particular events private.
  7. In the Video Calls section, select whether you want to Automatically add video calls to events created by a user. This setting is checked by default, but note that users can still remove video calls from individual events.
  8. To set external calendar sharing options for secondary calendars, click Google Apps > Calendar > General.

    The options for secondary calendars are the same as described for primary calendars in step 4. Secondary calendar sharing settings can only be set at the domain level, not at the organizational level.

It can take up to 24 hours for sharing setting changes to propagate throughout your organization.

Administrators with full administrative rights (Super Admins) have full access to all calendars in a domain, and can see all event details, regardless of whether individual users have shared calendars. They're able to access the calendars via the private calendar addresses. For example, to access a user's calendar as a Super Admin, access your calendar and type the user's email address into the box under Other calendars. The user's calendar will then appear in your My calendars list, regardless of how it's shared.
Set calendar sharing options in batch for all existing calendars

When you set internal calendar sharing options in the Admin console, changes you make affect new calendars in your organization, but they don't update existing calendars. However, you can use APIs to programmatically modify calendar sharing options in batch for all existing users in your domain.

Use the Directory API to retrieve the list of all users in your domain, parse through the list, and then use the Google Calendar API to update the calendar Access Control Lists.

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