Collaborate in Calendar

On this page

• Change an event owner
• Add a co-worker’s calendar
• Create shared calendars
• Share or delegate your calendar
• Create a mailing group for events

Change an event owner

Outlook: Re-create a meeting with a new organizer

Calendar: Event owner

Outlook 2016 and 2013   Outlook 2010

If you create an event, you can make someone else its owner. After someone else becomes the owner, they can change any event details. On your computer, open Google Calendar. Click an event Options Change owner. Enter a new owner and a message to send them. Click Change owner. The new owner receives an email with a link. The link is valid for 60 days. Important: Until the new owner accepts ownership, you're the event owner.

Add a co-worker’s calendar

Outlook: Open shared calendar

Calendar: Add other calendars

Outlook 2016   Outlook 2013   Outlook 2010

Add a co-worker’s calendar to see all your events on the same page. Note: Your co-worker must have an email address on your organization’s Google Workspace account. On your computer, open Google Calendar. On the left, next to “Other calendars,” click Add Subscribe to calendar. If the calendar has been shared with you, you’ll get an email. In the “Add calendar” box, enter the person's email address, or select one from the list. Press Enter. 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.

Create shared calendars

Outlook: Create a new calendar group

Calendar: Create a shared calendar

Outlook 2016 and 2013   Outlook 2010

You can create new calendars for teams and projects. 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. On your computer, open Google Calendar. On the left, next to "Other calendars," click Add other calendars  Create new calendar. Add a name and description for your calendar. Click Create calendar. If you want to share your calendar, click on it in the left bar, then select Share with specific people.

Share or delegate your calendar

Outlook: Delegate access

Calendar: Share or delegate

Outlook 2016 and 2013   Outlook 2010

Choose whether to share your calendar publicly or only with your organization: Click Settings Settings. On the left, click your calendar. 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 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 and choose whether you want to show your free and busy times. To make your calendar available throughout Google Workspace, check the Show calendar info in other Google apps, limited by access permissions box. Let someone see your calendar in a web browser: You can get an HTML link to your calendar that you can share with people. Click Settings Settings. On the left, click your calendar. In the Access permissions section, click Get shareable linkCopy Link. Paste the link in an email and send it. 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. Click Settings Settings. On the left, click your calendar.  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. Choose a sharing permission option: See only free/busy (hide details) See all event details Make changes to events Make changes and manage sharing Click Send. Share your calendar with people who don’t use Google Calendar: In the Share with specific people section, click Add people. Enter the email address or names of the people you want to share your calendar with. Click Send. If the person you’re sharing your calendar with doesn’t use Calendar, click Invite to send them an invitation to use it.

Create a mailing group for events

Outlook: Create a distribution list

Calendar: Mailing group

Outlook 2016   Outlook 2013 Outlook 2010

You can use Google Groups to invite several people to an event at the same time. Create a mailing group: Sign in to Google Groups. At the top, click Create group. Enter information and choose settings for the group. In the Group members field, enter the members’ email addresses. Click Create group. Get help creating your group. Invite the group to an event: Current members of a group can view an event on their calendar. Go to Google Calendar. Enter the email address for a group the same way you’d add any guest. Tips: If you have "View members" access to a group and create a group event, each member receives an invitation email. If you don't have “View members” access, the group receives an invitation. For the event to display on a user’s calendar, each user has to accept the invite from the invitation email. If you invite large groups of guests to an event, in the event, you’ll see an invitation in progress message until each guest is invited.

               

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