How to Share Your Google Calendar Easily
21 août 2025
Learn how to easily share your Google Calendar with others, manage permissions, and ensure seamless collaboration for better scheduling and organization.
With over 500 million monthly users as of 2025, Google Calendar is widely used, yet many struggle with sharing calendars effectively. Miscommunication can waste hours when team members overlap meetings or are unaware of each other’s availability.
In this blog, we’ll walk you through the simple yet effective ways to share your Google Calendar with others. You’ll learn how to adjust permissions, control who can view or edit your events, and ensure smooth collaboration with minimal effort. Let’s get started.
In A Nutshell:
Simple Sharing Options: Easily share your Google Calendar with specific people, via links, or embed it on your website.
Set Permissions: Control visibility levels with options like free/busy information, event details, and editing rights for others.
Privacy Settings: Adjust calendar-wide or individual permissions to ensure privacy and avoid unnecessary exposure of event details.
Sync Across Devices: Keep your calendar synced between work and personal accounts to prevent conflicts and ensure seamless scheduling.
Enhanced Collaboration: Use Google Calendar’s sharing features to improve communication, avoid scheduling conflicts, and streamline team workflows.
What is Google Calendar?
Google Calendar is a versatile scheduling tool that helps individuals and teams organize events, set reminders, and manage time effectively. It provides a centralized platform for all your scheduling needs, whether it's personal appointments or work-related meetings.
Here are some key benefits of sharing your Google Calendar:
Improved Communication and Coordination: Shared calendars ensure everyone is on the same page. This reduces miscommunication and helps teams stay aligned on important dates.
Prevent Conflicting Scheduling: With shared access, you can avoid overlapping meetings and double bookings, ensuring smoother coordination.
Simplify Teamwork and Project Management: Sharing timelines, deadlines, and milestones makes collaboration more efficient. It’s easier to track progress and keep everyone updated.
Enhanced Time Efficiency: When calendars are shared, team members can quickly check each other’s availability, saving valuable time on back-and-forth scheduling.
Better Transparency and Accountability: Sharing calendars promotes transparency, allowing everyone to see tasks, deadlines, and responsibilities. It creates a more accountable and organized environment.
Google Calendar's ability to promote clear communication, reduce conflicts, and streamline workflows makes it a crucial tool for both personal and professional use.
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Now that you understand what Google Calendar is, let’s explore how to create your first event.
How to Create a Google Calendar Event
Google Calendar makes event creation simple and intuitive, with an easy-to-use interface that allows you to stay organised. Here's a step-by-step guide to creating your Google Calendar event:
Log In: Open Google Calendar by logging into your Google account.
Create an Event:
Click the Create button in the top-left corner of the desktop.
Alternatively, click on your desired date directly on the calendar to start an event.
Enter Event Details: A pop-up window will appear, where you can:
Add the title, date, and time of the event.
Include a location and description if needed.
Invite Guests: If you'd like to invite others, simply enter their email addresses in the "Add Guests" field.
Save the Event: Once all details are filled out, click Save. Your guests will receive an email invitation if you added them.
Make sure you select the correct calendar when creating an event to avoid mixing personal and professional schedules.
Once your event is set up, the next step is learning how to share it with others.
How to Share Google Calendar Events
Once you've created an event, sharing it with specific individuals or groups is simple. Here's how:
1. Add a New Guest to Your Event
Open Google Calendar and click on the event you want to share.
Click the Edit Event pencil icon to modify the event.
In the Guests section, enter the email addresses of the individuals or groups you'd like to invite.
Choose whether each guest is a Required or Optional attendee.
Adjust permissions for each guest. Decide if they can modify the event, invite others, or view the guest list.
After making your selections, click Save. Your guests will receive an email invitation with event details.
2. Share Your Event Link via Email
Open the event you want to share in Google Calendar.
Click Email Event Details.
Add the recipient's email address, write a subject line, and include a message if necessary.
Hit Send to share the event invitation instantly.
Additionally, if you'd like to embed the event on a website, click the three dots on the event page and select Publish Event.
You can copy either an HTML code or an event link to share or embed on your website.
These two methods make it simple to manage and share Google Calendar events, ensuring that everyone stays on the same page.
Also Read: How to Set Up Effective Meeting Reminder Emails
If you frequently share events, creating a secondary calendar can help keep things organised and separate.
How to Create a New Secondary Google Calendar
You can also create a secondary Google Calendar for specific events like PTO, team schedules, or a content calendar without needing a new Google account. Here’s how:
Step 1: In Google Calendar, navigate to the Other calendars section in the left sidebar.
Step 2: Click the + icon and select Create new calendar.
Step 3: Name your calendar (e.g., “Team PTO,” “Content Calendar”) and add a description if desired.
Step 4: Click Create calendar.
Step 5: Your new calendar will now appear in your My calendars list.
To share this calendar:
Click the three-dot menu (⋮) next to your new calendar → Settings and sharing.
Follow the same steps mentioned above to add people or groups to your new calendar.
Pro tip: Keep different calendars for various teams or projects to avoid cluttering your calendar.
With a secondary calendar ready, you can now explore multiple ways to share it effectively.
6 Methods to Share a Google Calendar
Sharing your Google Calendar can be an efficient way to collaborate with your team, assistant, or clients. Instead of sending individual event invites, sharing your whole calendar streamlines the process and keeps everything organized.
Here are six simple methods to share your Google Calendar:
1. Share Your Google Calendar with Specific People or Groups
Log in to Google Calendar on your desktop.
Find the calendar you want to share in the My Calendars list on the left.
Click the three dots (⋮) next to the calendar and select Settings and Sharing.
Under Share with specific people or groups, enter the email addresses of the people you want to share the calendar with.
Set permissions based on the level of access you want to provide:
View Only: Recipients can see your availability but not event details.
See All Event Details: Recipients can view full event information.
Make Changes to Events: Recipients can edit or delete events.
Make Changes and Manage Sharing: Full access to edit and share your calendar.
Click Send. The recipients will receive an invitation to access your calendar.
2. Share Your Calendar via Link
To share your calendar with anyone, go to Access Permissions for Events and enable Make Available to Public.
Copy the Shareable Link and send it to others via email, social media, or messaging platforms.
Anyone with the link can view and save the calendar to their own Google Calendar.
3. Add Someone Else’s Calendar to Your Own
By Email Invitation: If someone shares their calendar with you, you’ll get an email notification. Click Add Calendar in the email to integrate it with your Google Calendar.
By URL: Go to Other Calendars, click the + icon, select From URL, and paste the shared calendar link.
4. Use Public URL to Share Your Calendar
In your calendar settings, under the Integrate Calendar section, you’ll find a Public URL to your calendar if it’s set to public.
Copy this URL and share it through email or messaging apps.
Anyone with the URL can view your calendar in a read-only format.
5. Embed Your Calendar on Your Website
You can embed your Google Calendar on your website for easy access to your events.
Go to your Google Calendar settings, select your calendar, and under Integrate Calendar, copy the Embed Code.
Customize the iframe code (width, height, or view mode) to fit your website’s layout.
Paste the code into the HTML of your website and Publish it.
6. Share Your Calendar via iCal Format
In the Integrate Calendar section, you’ll find a Public Address in iCal format.
Copy the iCal URL and share it, or use it to import the calendar into apps like Apple Calendar or Outlook.
When you or others open the iCal URL, it will automatically download the calendar in ICS format, which can be imported into various calendar applications.
These methods make it easy to share your Google Calendar with anyone, ensuring smooth coordination and a more organized workflow.
With NewMail AI, all your shared calendar events and email updates appear in a concise daily briefing. This lets you quickly review, respond, and manage appointments without switching between multiple apps, keeping your workflow smooth and your schedule under control.
Also Read: Best Calendar Management Tools for Improved Productivity
These sharing methods work across platforms, but here’s how to manage sharing directly from your mobile device.
How Do I Share My Google Calendar on Mobile?
While sharing directly through the Google Calendar app isn’t possible, there’s a simple workaround for you to use your mobile device for sharing.
For Android Users
Google Calendar on Android doesn't allow direct sharing through the app, but you can easily share your calendar using a mobile browser. Here’s how:
Open the Google Calendar app.
Tap the three horizontal lines (menu) in the top-left corner.
Go to Settings, then select the calendar you want to share.
You’ll notice limited sharing options in the app, but don’t worry, you can do it from a browser.
Open Chrome (or any mobile browser).
In the browser menu, tap Request Desktop Site.
Once the desktop version loads, follow the steps for sharing your calendar as you would on a computer.
For iOS Users (iPhone or iPad)
Sharing your calendar on iOS follows the same process as Android. The Google Calendar app on iOS doesn’t offer sharing directly, but you can work around it with your browser:
Open Safari (or another browser).
Visit calendar.google.com.
Tap the Aa icon in the top bar and select Request Desktop Site.
Once the desktop version appears, follow the usual steps to share your calendar.
While it's not as seamless as on a desktop, this method allows you to share your Google Calendar effectively from your mobile device when you're away from your computer.
Also Read: Pro Tips for Effective Calendar Management Best Practices
If you want to integrate your calendar with other apps like Outlook, here’s how you can do it.
How to Share Your Google Calendar with an Outlook Calendar
If you use Microsoft Outlook but also want to share your calendar with Google, the process is simple:
Step 1: Open Outlook Calendar in your browser or desktop app.
Step 2: Click the Share button at the top of your calendar.
Step 3: Enter your Google email address.
Step 4: Choose the desired permission level:
Can view when I’m busy
Can view all details
Can edit (if allowed by your organization)
Step 5: Click Share.
To accept the calendar in Google:
Step 1: Go to your Gmail inbox.
Step 2: Find the invitation to accept the shared Outlook calendar.
Step 3: Click Add this calendar.
Your Outlook calendar will now appear under “Other calendars” in your Google Calendar sidebar.
Note: This sync is one-way. You’ll see Outlook events in Google Calendar, but you can’t sync them back to Outlook.
Similarly, Apple users can sync their calendars for cross-platform access. Here’s how.
How to Share Your Google Calendar with an Apple Calendar
Want to view your Apple Calendar events in Google Calendar? You can sync them by using a public calendar URL:
Step 1: Open the Apple Calendar app on your Mac or iOS device.
Step 2: In the left sidebar, hover over the calendar you want to share.
Step 3: Click the share icon next to the calendar name.
Step 4: Check the Public Calendar box.
Step 5: Copy the generated iCloud calendar URL.
To add it to Google Calendar:
Step 1: Open Google Calendar in your browser.
Step 2: In the left sidebar, click the + icon next to Other calendars.
Step 3: Select From URL.
Step 4: Paste the iCloud URL into the field and click Add calendar.
Your Apple Calendar will now show up in the “Other calendars” section of Google Calendar.
Note: When you make your Apple Calendar public, anyone with the link can see all event details, so be cautious when sharing the URL.
After sharing, it’s important to review your privacy and visibility settings to maintain control over your calendar.
How to Set Privacy & Visibility Settings for Your Google Calendar
Once you’ve shared your Google Calendar with others, it’s important to manage how your events are seen. Depending on your chosen permissions, details like meeting titles, attendees, or private notes might be visible to others.
Set Calendar-Wide Permissions:
To adjust how your calendar appears to everyone you’ve shared it with, follow these steps:
Open Google Calendar and hover over the calendar name under My calendars.
Click the three-dot menu (⋮) and select Settings and sharing.
Scroll down to the Access permissions for events section.
Choose one of these options:
Make available to public (personal accounts only): Makes your calendar visible to anyone with the link.
Make available for [organization name] (Google Workspace accounts): Shares your calendar within your organization.
Then, select your visibility level:
See only free/busy: Shows your availability without event details.
See all event details: Displays full event details, including titles, times, guests, and locations.
Make changes to events: Lets others edit events but not reshare the calendar.
Make changes and manage sharing: Full access to edit and reshare the calendar.
Set Custom Permissions for Specific People:
If you want to customize visibility for specific individuals or groups:
Scroll down to Share with specific people.
Next to each person’s name, use the dropdown menu to adjust their permissions (same options as above).
Many users choose to give their accounts full access for easy cross-device management, especially when balancing work and personal schedules.
Important Notes on Google Calendar Privacy:
Admins Can See More Than You Think: If you’re using Google Workspace, your company’s IT admins can view your calendar, even if you didn’t share it with them directly. This is a lesser-known feature and cannot be disabled. Be cautious when sharing private information on your calendar.
Shared ≠ Synced: If you share your calendar with your work account, Google’s “Find a Time” and “Find People” tools only check your primary calendar. You’ll need to sync both calendars to avoid scheduling conflicts, especially for personal events that you don't want coworkers to book over.
This way, you can ensure your calendar is visible only to those you want and control exactly what they can see.
Conclusion
Managing your Google Calendar’s privacy and visibility settings is key to maintaining control over your schedule while collaborating efficiently with others. Customizing who can see your events and adjusting the level of detail shared protects your privacy and prevents unnecessary conflicts.
Understanding these settings ensures that your calendar works for you, whether you’re working with teammates, clients, or simply syncing across devices. If you're looking to streamline your calendar management and stay organized, NewMail AI offers features that complement and enhance your Google Calendar experience.
Here’s how:
Simplified Scheduling: Automatically sync and manage calendar events without toggling between multiple apps, ensuring seamless scheduling.
Daily Briefings: Receive summaries of your calendar and email updates each morning, so you're always prepared for meetings and tasks.
Intelligent Tagging: Keep your calendar organized with automatic categorization, making it easier to find events and follow-ups.
Personalized Priority: Organize and prioritize your emails and calendar reminders based on urgency, helping you stay focused on what matters most.
NewMail AI makes it easier to manage your Google Calendar while saving time and staying organized. Ready to simplify your workflow? Try NewMail AI today!
