Google Calendar is a free-to-use Google account feature. Anyone who has signed up for a Google account can use this calendar tool. Since all account data is saved online, you can access your Google Calendar from anywhere. This gives you full control over your ap­point­ments re­gard­less of which device you are using, or your location.

In addition to having the classic calendar functions, Google Calendar can be shared with others. This makes it possible, for instance, to have a family or employee calendar which all members can view. In addition, you can also assign in­di­vid­ual access per­mis­sions. Depending on what per­mis­sions are granted, members can either only view the calendar or they can edit it. If they have been granted the right to edit the calendar, members can also add their own ap­point­ments or modify existing events.

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How to share a Google Calendar

Step 1: Open Google Calendar.

Image: Overview of Google features
Open the Google menu by clicking on the square of tiny boxes and select Calendar from there.

Step 2: Select the calendar you want to share.

Image: Selecting “My calendars” for sharing
To the left of your main calendar, you will find all the calendars you have created under “My calendars”. To share a Google Calendar, click on the three dots next to the desired calendar and select “Settings and sharing”.

Step 3: Go to “Calendar settings”.

Image: Opening “Calendar settings”
A new page will open with the “calendar settings”. On this page, use the “Share with specific people” option.

Step 4: Share the Gmail calendar using an email address.

Image: Sharing Google Calendar with others
To share the Google Calendar with other people, go to the “Share with specific people” menu option and click on the button under it labelled “Add people”. Then, enter the email address of the person with whom you would like to share the Gmail calendar.

Step 5: Assign access per­mis­sions.

Using the drop-down menu labelled “Per­mis­sions”, you can also assign in­di­vid­ual per­mis­sions to each person. By doing so, you can, for instance, specif­i­cal­ly define who can only view the shared Gmail calendar and who can add or remove ap­point­ments them­selves.

Image: Managing access permissions
Click on “Per­mis­sions” to open the drop-down menu. This will allow you to grant read or edit per­mis­sions to the calendar member.

Step 6: Finish the sharing process

Once you have entered the email(s) of the person(s) and assigned the access per­mis­sions, finish sharing the calendar by clicking “Send”. You can specify multiple people in order to share the Google Calendar with many people at the same time. After clicking send, each person entered will receive a no­ti­fi­ca­tion email.

Image: Sharing the calendar
When you click “Send”, each recipient entered will receive a no­ti­fi­ca­tion email. The recipient will im­me­di­ate­ly be granted the access and editing per­mis­sions you defined in your calendar.

How do I share my Google Calendar publicly?

When working in an office, it can sometimes be useful to publicly share a calendar. If you and your col­leagues want to manage a vacation time calendar, it is much easier to create a new calendar and make it public than to invite in­di­vid­ual members per­son­al­ly and grant each of them in­di­vid­ual per­mis­sions.

Step 1: Create a new calendar.

Image: Creating a new calendar
To the left of your main calendar, you will find a section labelled “Other calendars”. Click on the plus sign found next to “Other calendars” and then click “Create new calendar”.

Step 2: Set up the calendar.

Image: Setting up the calendar
Give a name to the calendar you want to share with col­leagues in your de­part­ment as well as a de­scrip­tion if needed. Then, select a time zone and click on “Create calendar”.

Step 3: Get the shareable link.

Image: Getting the shareable link
Click on “Get shareable link”. A link will then be displayed which you can forward to your col­leagues. This link will provide them with access to the created calendar at any time.
Note

Are you missing certain features on Google services? Other col­lab­o­ra­tion tool providers may have more suitable options for you in their portfolio.

Google Workspace (Formerly G Suite)
Work smarter, together.
  • All your favorite Google pro­duc­tiv­i­ty tools
  • Business Gmail for your domain
  • Using Gmail with your domain from IONOS
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