Calendar Sharing Options for Google Apps
To set the access levels in a personal calendar:
- Log in to your calendar at http://calendar.google.com/a/your_domain.com.
- Click Settings at the top.
- Click Calendars.
- Click Share this calendar.
- Select the checkbox next to Share this calendar with others. To show only your free/busy information, select Share only my free/busy information (hide details).
If you don't see all of these options, you may need to speak with your domain administrator to enable these features.
To add someone to your calendar (to give calendar access to a particular person):
- Type the person's full email address in the Share with specific people box.
- Select a level of access for that person.
- Click Add person.
Share with others
Share with my domain
- Share this calendar with everyone in the organization...
No one outside your domain can see anything at all about your calendar. There are two cases that will override this:
- If you invite someone outside your domain to a meeting, he or she can see information about the meeting, but nothing else about your calendar.
- If you share your calendar with someone outside your domain, he or she can see free/busy information on your calendar.
- Selecting Make this calendar public and choosing See only free/busy (hide details)
People outside your domain can see free/busy information on your calendar. They can also invite your calendar to events.
My domain means everyone within my domain. You have three choices for how much access users within your domain have to your calendar:Share with specific people
- Deselecting Share this calendar with everyone in the organization... means that users within your domain have no access whatsoever to your calendar.
- Selecting Share this calendar with everyone in the organization... and choosing See all event details means that users within your domain can view your calendar and invite you to events, but they cannot see the details of events marked as private.
- Selecting Share this calendar with everyone in the organization... and choosing See only free/busy (hid details) means that users within your domain can see when your calendar is booked and when it has free time, but they cannot see the names or details of any of your events.
You can also grant the following levels of access to particular people for a particular calendar:A few examples:
- Make changes AND manage sharing
This person has owner rights to this calendar. Please note that your domain admin may restrict granting someone outside of your domain this level of access to your primary calendar.
- Make changes to events
This person can see and change all events, including private ones. You cannot grant someone outside your domain this level of access to your primary calendar.
- See all event details
This person can view the details of all events except those marked as private.
- See free/busy information (no details)
This person can see when your calendar is booked and when it has free time, but will not be able to see the names or details of any of your events.
Access rights can be assigned to a calendar as a whole, or to individual meetings. Event rights override calendar rights, so for example:
- An individual meeting can be made private, even if the calendar as a whole is shared. Private meetings can only be viewed by the calendar's owner and individuals to whom the owner has granted Make changes AND manage sharing privileges.
- Similarly, you can make an individual meeting public even if it's on a calendar that's not shared
Share secondary calendars
Only users' primary calendars can be added in the 'Add a friend's calendar' box, but it's possible to share secondary calendars that users create by sending out a link with the calendar's address. To learn more about creating new calendars, please visit creating a new calendar. Additional calendars are great for things like posting a company-wide holiday schedule and sharing team events and milestones.
To find a calendar's address:
Once you have this address, you can email it out to anyone with whom you would like to share the calendar. Recipients will need to add this calendar to their own calendar by following these steps:
- In the calendar list on the left side of the page, click the down-arrow next to the appropriate calendar and select Calendar settings
(Alternatively, click the 'Settings' link at the bottom of the calendar list, then click the appropriate calendar.)
- Click the ICAL button in the Private Address section at the bottom of the page, and copy the displayed URL.
Everyone who added the link will then be able to easily view this calendar within their own Google calendar.
- Click the Add down-arrow button at the bottom of the calendar list on the left side of the page, and select Add by URL.
- Paste the ICAL link into the Public Calendar Address box and then click Add.