Calendar Sharing Options for Google Apps

Within your domain, you can change how and if your calendar is shared. Choose which type of calendar you'd like to change sharing settings for:

Share your primary calendar
  1. Log in to your calendar at http://calendar.google.com/a/your_domain.com
  2. Click the gear icon at the top right > Settings.
  3. Click Calendars > Share this calendar.

You can choose from the following sharing options for your primary calendar:

  • Share this calendar with others - If you uncheck this setting, none of your calendar information, not even free/busy information, will be available to anyone (including people within your organization) except people you specifically shared your calendar with.
  • Make this calendar public- If you choose this setting, your calendar will be viewable to everyone, including people outside of your organization. Selecting See only free/busy (hide details) under this setting means that people outside your domain can see free/busy information on your calendar. They can also invite you to events.
  • Share this calendar with everyone in the organization - Your calendar will be shared only with the people in your organization. People outside your domain won't be able to see your calendar, except:
    -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. 
    • Choose from two access options:
      • See all event details means that users within your domain can view your calendar and invite you to events, but they won't be able to access the details of events marked as private.
      • See only free/busy (hide details) means that users within your domain can see when your time is booked or free, but they cannot see names or details in your events.

If you don't see these options, you may need to ask your domain administrator to enable these features. 

Give someone access to your calendar

  1. In the Share with specific people box, enter the person's email address.
  2. Select the level of access you want them to have:
    • Make changes AND manage sharing: This person will have owner rights to your calendar. You cannot grant someone outside your domain this level of access to your primary calendar.
    • Make changes to events: This person can see and change your events, including private events. 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 your 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.
  3. Click Add person.
Note:
You can give access rights to your 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.
  • You can make an individual meeting public even if it's on a calendar that's not shared.
Share your secondary calendars

Secondary calendars are great for things like creating a company-wide holiday schedule or sharing team events and milestones. Share a secondary calendar with someone by sending them a link with the calendar's address:

  1. Open Google Calendar.
  2. In the calendar list on the left side of the page, click the drop down arrow next to the calendar you want to share > Calendar settings.
  3. In the Private Address section at the bottom of the page, click the ICAL button > copy the displayed URL.
  4. Email the URL to the people with whom you'd like to share this calendar.

Once the person has your calendar's address, they will need to add your calendar to their own. Ask the person to follow these directions:

  1. Open Google Calendar.
  2. To the right of Other calendars, click the drop down arrow > Add by URL.
  3. Paste the ICAL link into the field > click Add Calendar.

People will now be able to view your calendar within their own Google calendar. Learn how to create a new calendar.