Set Calendar visibility and sharing options

This article is for administrators. To share your own calendar, go instead to Share your calendar with someone.

As an administrator, you can control how much calendar information people in your organization can share externally. You can also set the default level of sharing within your organization.

Set sharing options

Step 1: Set sharing options for users
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in

  2. From the Admin console Home page, go to Appsand thenGoogle Workspace and thenCalendar.
  3. Click Sharing settings.
  4. To apply the setting to everyone, leave the top organizational unit selected. Otherwise, select a child organizational unit or a configuration group.
  5. In the External Sharing options section, choose how your users can share their calendars with people outside your organization.
    • Only free/busy information (hide event details)—Users can let people outside your organization know when they're busy or available. But event details are hidden. Private addresses are hidden from users' calendars.
    • Share all information, but outsiders cannot change calendars—Users can share their calendar information with people outside your organization. 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 organization. This includes guest list, location, and description. Private addresses are shown.
    • Share all information, and allow managing of calendars—Users can fully share their calendar information with people outside your organization. They can also grant outsiders permission to manage their calendars. Private addresses are shown.

    If you lower the external sharing level, people outside your organization may lose access to calendars they could previously see.

  6. In the Internal sharing options section, choose how your users' calendars are shared by default with other people in your organization. Users can change the settings for their own calendars.
    • No sharing—Calendars aren't shared unless users share their own calendars.
      Note: If you choose No sharing, your mobile app users can't use the Find a time feature.
    • Only free/busy information (hide event details)—Only free/busy information displays.
    • Share all information—All information is public unless users change their own settings. Users can also make individual events private.

    If you change the internal sharing level, the change applies to new calendars and to existing calendars if the user hasn't customized their own calendar settings.

  7. In the Video Calls section, select whether you want to Automatically add video calls to events created by a user. If you select this option, users can still remove video calls from individual events.
  8. In the External invitations section, select whether you want to Warn users when inviting external guests. Learn more
  9. Turn Enable Working Hours OFF or ON. If Enable Working Hours is ON, users in your organization can set their working hours in their calendars. Otherwise, the setting isn't available to users. Also, if the setting is OFF for your organization and you turn it back ON, user preferences are restored. If users had previously set their working hours, those hours will be visible in their calendars again.
  10. Click Save.
  11. (Optional) To set external calendar sharing options for secondary calendars that users create, go to Google Workspace > Calendar > General.

    You'll see the same options as for primary calendars. You just can't set them for individual organizational units.

It can take up to 24 hours for your changes to take effect.

Related topics

How Google handles user information in the app 

Step 2: (Optional) Update internal sharing options for existing calendars

You can change internal sharing options using APIs to programmatically modify the default level.

To update existing calendars:

  1. Use the Directory API to retrieve and parse the list of all your users.
  2. Use the Google Calendar API to update the Access Control Lists for the calendars.

Note: You cannot update internal sharing options using the Admin console. 

How calendar sharing works

You can limit what users share externally

Once you limit external sharing for your organization, users can't exceed these limits when sharing individual events. For example, if you limit your organization's external sharing to Free/Busy, events with Public visibility are only shared as Free/Busy.

Note: External mobile users who previously synced events may keep seeing restricted details. That access stops when their device is wiped and re-synced.

Users control what they share internally

Users can choose how they share their calendars with other team members. The internal sharing options you set for your organization automatically apply if a user doesn't customize their own calendar settings.

Super administrators have access to all calendars

Super administrators can see all event details in everyone's calendars no matter how calendars are shared.
Note: After assigning the super administrator role to a user, it may take up to 24 hours for those permissions to take effect.
You must be signed in as a super administrator for this task.

To see a user's calendar:

  1. Sign in as a super administrator.
  2. Go to Google Calendar.
  3. At the left, under Other calendars, click Add "" and thenSubscribe to calendar.
  4. Enter the user's email address or Calendar ID.

The user's calendar appears in your My calendars list, regardless of how it's shared.

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