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Tips to share calendars

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Share your calendar with your organization

If you use Google Calendar through your work, school, or other organization, you can make your calendar available for everyone in your organization. Sharing your calendar makes it easy for co-workers to check your availability when scheduling events with you.  

How sharing works

  • People in your organization can find your calendar.
  • People outside your organization won’t be able to find your calendar.
  • If you invite someone outside your organization to a meeting, they can view information about the meeting.
  • When you share your Calendar with everyone in your organization, you can choose between See only free/busy (hide details) or See all event details.
  • Even if you don't share your calendar, super administrators and administrators with the Google Meet hardware privilege can always see your calendar and all event details (as well as calendars and details for all the users in your organization). These administrators have access to troubleshoot problems and add events for your organization. Who is my administrator?
Learn how
  1. On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
  2. On the left, find the “My calendars” section. To expand it, click the Down arrow Down arrow.
  3. Hover over the calendar you want to share, and click More More and then Settings and sharing.
  4. Under “Access permissions for events,” check Make available for your organization
  5. At the right, click the  Down arrow Down arrow  and choose whether to share all event details or just show free/busy (hide details).

Learn more at the Google Calendar Help Center

 

 

Create & share a team calendar

Create a team calendar to track team meetings, project deadlines, vacation time, and other team-specific events.  Then share it with your team so members can help add and track team events.

Create a calendar.

Learn how

Create a team calendar

You can only create new calendars from a browser and not from the Google Calendar app. Once the calendar is created, you can find it on your browser and in the app.

  1. On your computer, open Google Calendar.
  2. On the left, next to "Other calendars," click Add other calendars Plus and then Create new calendar.
  3. Add a name and description for your calendar.
  4. Click Create calendar.
  5. If you want to share your calendar, click on it in the left bar, then select Share with specific people.

Learn more at the Google Calendar Help Center

Share the calendar with your team

  1. On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
  2. On the left, find the “My calendars” section. To expand it, click the Down arrow Down arrow.
  3. Hover over the calendar you want to share, and click More More and then Settings and sharing.
  4. Under “Share with specific people,” click Add people.
  5. Add a person’s or Google group’s email address. Use the drop-down menu to adjust their permission settings. Learn more about access permissions.
  6. Click Send.
  7. The recipient will need to click the emailed link to add the calendar to their list. Learn how to add someone else’s calendar.

Tip: To share a calendar that you don’t own, you need to ask the owner to give you “Make changes and manage sharing” permission.

Learn more at the Google Calendar Help Center

 

 

View a co-worker's calendar

You can view someone else's calendar if they've shared it with you. You can also request access if they haven't shared their calendar with you yet.

Learn how

Add a co-worker's calendar

Important: You can only search for a calendar you’d like to subscribe to when you use Google Calendar on a computer or mobile browser.
  1. On your computer, open Google Calendar.
  2. On the left, next to “Other calendars,” click Add Add other calendars and then Subscribe to calendar. If the calendar has been shared with you, you’ll get an email.
  3. In the “Add calendar” box, enter the person's email address, or select one from the list.
  4. Press Enter.
  5. Depending on whether their calendar is shared, one of the following happens:
    • If the calendar isn't shared with you, we'll prompt you to request access.
    • If the calendar is already shared with you, their calendar will be added on the left side under "Other calendars."
    • If the other person doesn't have a Google Calendar, we'll prompt you to invite them to use Google Calendar.
See calendars of others.

 

 

Easily find available meeting times with co-workers

When scheduling an event with people who have shared their calendars with you, you can easily see when people are available. You can view people's availability to select a time, or you can even have Calendar suggest times for you.

Choose from suggested times.

Learn how

Check for someone's availability when scheduling an event

  1. On your computer, open Google Calendar.
  2. On the left click Search for people.
  3. Start typing someone’s name and choose the person you want to meet with.
  4. At the top left, click Create Plusand then Event.
  5. Click Find a time. If the guest you invited has shared their calendar with you, you'll see their calendar alongside yours. Guests marked as optional won’t show up.

Note: To check if a room is available, click Add rooms or Add location. Then, choose a room.

Let Calendar suggest meeting times

If someone has shared their calendar with you, or is part of your work, school, or other organization, you can check if they're free or busy when adding them to an event.

  1. On your computer, open Google Calendar.
  2. On the left, click Search for people.
  3. Start typing someone’s name and choose the person you want to meet with.
  4. At the top left, click Create Add.
  5. Click Suggested times. If the guest you invited has shared their calendar with you, you'll see when they can attend.
 


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