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4. Share and view calendars

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Calendar

Share your calendar with co-workers, family, and friends so they can easily see when you’re available. You can look at other people’s calendars to do the same.
 

In this section:

4.1 Share your calendar
4.2 View other people's calendars
4.3 Create shared calendars
4.4 Import and export events and calendars
4.5 Delete a calendar
4.6 Add out-of-office dates to your calendar

4.1 Share your calendar

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1

Choose whether to share your calendar publicly or only with your organization:

  1. Click Settings Settingsand thenSettings.
  2. On the left, click your calendar.
  3. In the Access permissions section, choose an option:
    • To make your calendar available publicly on the web, check the Make available to public box. Next to each sharing permission, click the Down arrow Down arrow and choose whether you want to show your free and busy times.
    • To make your calendar available only to your organization, check the Make available for My Organization box. Next to each sharing permission, click the Down arrow Down arrow and choose whether you want to show your free and busy times.
    • To make your calendar available throughout G Suite, check the Show calendar info in other Google apps, limited by access permissions box.
2

Let someone see your calendar in a web browser:

You can get an HTML link to your calendar that you can share with people.

  1. Click Settings Settingsand thenSettings.
  2. On the left, click your calendar.
  3. In the Access permissions section, click Get shareable linkand thenCopy Link.
  4. Paste the link in an email and send it.
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Share your calendar with specific people and choose how much they can see:

When you share your calendar with someone, you can decide how they see your events and whether they can also make changes, such as adding or editing events.

  1. Click Settings Settingsand thenSettings.
  2. On the left, click your calendar. 
  3. In the Share with specific people section, click Add people and enter the email address or names of the people you want to share your calendar with.
  4. Choose a sharing permission option:
    • See only free/busy (hide details)
    • See all event details
    • Make changes to events
    • Make changes and manage sharing
  5. Click Send.
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Share your calendar with people who don’t use Google Calendar:

  1. In the Share with specific people section, click Add people.
  2. Enter the email address or names of the people you want to share your calendar with.
  3. Click Send.
  4. If the person you’re sharing your calendar with doesn’t use Calendar, click Invite to send them an invitation to use it.

Share a calendar

4.2 View other people's calendars

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Wondering if someone is available to meet? Add a team member’s calendar so you can instantly check their schedule.

Add a team member's calendar:

  1. On the left, next to Other calendars, click Add other calendars Addand thenSubscribe to calendar.
  2. Start entering the person’s name or email address and select the person from the list.
    If the person set up their calendar for sharing, it appears in your list of calendars. That person's events also appear on your calendar.
  3. If the person doesn’t have Google Calendar, add a request and click Send invite.
  4. Quickly schedule events by checking your co-workers’ availability:
    • To view a co-worker’s calendar next to yours, check the box next to their name.
    • To view several co-workers calendars at once, check the boxes next to their names, or go to Meet with... and enter their names. At the top right in the view switcher box, click Day. The calendars appear next to each other so you can easily see when everyone is free at the same time.
  5. (Optional) To view only your calendar, point to your calendar name and click MoreMoreand thenDisplay this only.
See calendars of others

4.3 Create shared calendars

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In addition to your own calendar, you can create shared calendars to track group activities, such as project schedules or co-worker vacations.

Create a shared calendar:

  1. Open Calendar, and on the left next to Other calendars, click Add other calendars Addand thenCreate new calendar.
  2. Name the calendar and add a description.
  3. Click Time zone and select your time zone.
  4. Click Create calendar. Your new calendar appears under My calendars.
  5. (Optional) To update any calendar preferences, point to it and click More Moreand thenSettings.

Create a calendar

Share a calendar:

  1. Open Calendar and under My calendars, point to the calendar you want to share, and click More Moreand then Settings and sharing.

  2. Choose an option:
    • To share with individuals—Under Share with specific people, click Add people and add the person or the email address of the person you want to share with. Click Send.
    • To change wider sharing settings—Under Access permissions, select Make available to public or Make available for organization name.

4.4 Import and export events and calendars

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You can import event information to your calendar or export your calendars. Learn more about importing events to Calendar.

Import event information:

  1. Click Settings Settingsand thenSettings.
  2. On the left, click Import & Export.
  3. Click Select file from your computer, select your file, and click Open.
  4. Click Import.
    The imported event or events will appear in your calendar.
     

Export your calendars:

  1. Click Settings Settingsand thenSettings.
  2. On the left, click Import & Export.
  3. In the Export section, click Export.

A ZIP file downloads to your computer. If you open it, you'll see individual ICS files for each of your calendars. To import the files back into Calendar, take the individual ICS files out of the ZIP file and import them one at a time.

Import and export calendars and events

4.5 Delete a calendar

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Click Settings Settingsand thenSettings.

  1. Click settingsand thenSettings.
  2. Select the calendar you want to delete and scroll to the bottom.
  3. In the Remove calendar section, choose an option:
    • Click Unsubscribe if you want to unsubscribe from calendars that are read-only.
    • Click Delete if you want to delete calendars that you own.

Delete a calendar

4.6 Add out-of-office dates to your calendar

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  1. In your calendar grid, click the first day that you're away from work.
  2. Click Out of office and select a time period.
  3. (Optional) To explain you're away from work, enter a message in the Decline message section.
  4. In the Visibility section, choose an option:
    • Public
    • Default visibility
    • Private
  5. Click Save. Any new and existing meetings during this time will be automatically declined.

Mark days out of office

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