Using Google Calendar can greatly improve your time management and a general sense of organization. It allows you to make plans, remind yourself of them, and show off your schedule to the world with various personalization options.
It also has an automatically synced feature, allowing every user to be up-to-date with newly added events. Sharing multiple calendars would be extremely helpful in many personal and professional settings.
We’ll take you through the steps to easily share Google Calendars with others in this guide and provide tips for effective collaboration. By the end of this guide, you’ll be able to unlock the full potential of Google Calendar and enhance your productivity.
How to Create a Google Calendar?
Before you can share a Google Calendar, you need to create one. Whether you’re using the Google Calendar website or app, this process is quick and easy, and you’ll be able to start adding events to your new calendar in no time. This is how you do that:
- Go to the web Google Calendar or Google Calendar app.
- A “+” button will appear next to “Other Calendars” on the bottom left side of the screen.
- Select “Create New Calendar” from the drop-down menu.
- Name your calendar, describe it, and set the time zone and description.
- Click “Create Calendar” to finalize your new calendar.
Now that you’ve created your calendar successfully, let’s move on to how to share Google Calendar.
How to Share Google Calendar?
You can collaborate more effectively with others and simplify your scheduling using the sharing option of Google Calendar. You can choose between sharing your calendar with a specific person or with the public.
Managing sharing permissions is also just a click away. Here’s how you can set up and manage sharing your Google Calendars:
Sharing With Multiple Users
Sharing your Google Calendar and collaborating with multiple users is the default setting. To make a shared calendar link with multiple users:
- Open Google Calendar and find “My calendars” on the left side of the screen.
- Go to the calendar you want to share and click the three dots that say “More,” and click “Settings and sharing.”
- Under the section “Share with specific people,” click “Add people” and enter the person’s email address or Google group you want to have access to your calendar.
- Use the drop-down menu to set their access levels, such as whether they can edit or view your calendar events.
- Hit “Send” to invite the person to view the calendar. The recipient can add the calendar to their list by simply clicking on the emailed link.
Sharing Your Calendar Publicly
If you want to make sure that your colleagues or family are always up-to-date with your schedule, you can simply use Google Calendars’ public sharing option. To do so, follow these steps:
- Open Google Calendar and find the “My calendars” section on the left side.
- Go to the calendar you want to share and click the three dots that say “More,” followed by “Settings and sharing.”
- Under permission settings, select the “Make available to public” box so everyone can view your calendar.
- Select from the down arrow whether you want others to view your Google Calendar event details or make changes to them.
- Generate a shareable link and then share it with your family and friends.
Sharing With Your Team
While using a school or work Google account, you can seamlessly share your Google Calendar with your team and others in the organization using Google Workspace.
For this, navigate to “Access permissions” using the same steps as above. Instead of using a personal calendar, use the one your organization set you up with. There, you can choose to make your work calendar accessible to your colleagues.
This option allows you only to share your calendars with people in your organization after you access the shareable link by clicking “Get Shareable Link.” Furthermore, you can manage sharing by choosing between “See only free/busy (hide details)” or “See all event details.”
Tips for Effective Google Calendar Sharing
You can share your calendar to collaborate with colleagues, schedule meetings with friends and family, and keep everyone on the same page. Here are some tips to manage calendar sharing even more effectively!
Establish Clear Guidelines and Expectations
To avoid miscommunication, it’s best to lay out some ground rules before you start sharing your Google Calendar. This means deciding:
- Who do you want to share your schedule with?
- What information do you want to share?
- How often do you want to update your calendar?
It’s also important to be upfront about any time constraints or conflicts you may have.
Maintain Privacy and Security
While it’s true that sharing your personal schedules with others can save time and effort, prioritizing your privacy and security in shared Google Calendars is important.
You should only share your Google Calendar with trusted individuals and establish a proper permission level. Additionally, ensure that only those individuals you have authorized to view your schedule can access it. You can edit these settings in your shared Google Calendar.
Set Reminders and Notifications
Setting reminders and notifications is one of Google Calendar’s best features. You can choose to be notified whenever there are upcoming events or when specific persons make changes to events, and you can also set reminders for meetings, deadlines, and other important personal events.
Integrate With Other Productivity Tools
Finally, you should consider integrating your shared calendars with other productivity tools. One way to streamline the process of scheduling meetings and sending invitations is to link your Gmail account and calendar. You can use various tools like Google Tasks, ClickUp, Slack, Zapier, etc., to further automate and simplify your processes.
When you share your Google Calendar with others, it opens up a world of possibilities for collaboration and organization. It’s a powerful tool that can help you achieve your goals, whether it’s scheduling a meeting with colleagues, planning a family vacation, or simply staying on top of your to-do list.
By following the tips in this article, you can easily collaborate on scheduling, communicate expectations, protect personal information, automate your scheduling process, and enhance your productivity.