How to Share Your Google Calendar and Manage Permissions

If you are working with a team, organising family events, or simply trying to coordinate meetings with clients, constantly emailing back and forth to find an open time slot is incredibly frustrating. The easiest solution is to share your Google Calendar directly with the people who need to see your schedule.

Google Calendar allows you to control exactly how much information others can see—from simply showing whether you are “free” or “busy,” to allowing them to read all the details of your appointments, or even giving them permission to manage the calendar on your behalf.

How to Share a Google Calendar with Specific People

You can only share your calendar from a desktop web browser; you cannot adjust sharing permissions from the Google Calendar mobile app.

1. Open Google Calendar on your computer.
2. On the left side of the screen, find the “My calendars” section and click it to expand the list of your calendars.
3. Hover your mouse over the specific calendar you want to share.
4. Click the three vertical dots (Options for [Calendar Name]) that appear next to it.
5. Select Settings and sharing from the menu.
6. Scroll down to the section titled “Share with specific people or groups”.
7. Click the Add people and groups button.
8. Type the email address of the person you want to share your calendar with.
9. Click the Permissions dropdown to choose what they can see or do.
10. Click Send. The person will receive an email invitation containing a link to add your calendar to their own list.

Understanding Google Calendar Permission Levels

When you share your calendar, selecting the correct permission level is critical for your privacy. Here is what each option means:

• See only free/busy (hide details): This is the best option for colleagues or clients. They can see blocks of time where you are busy, but they cannot see the titles, locations, or descriptions of your meetings.
• See all event details: The person can read everything about every event on your calendar (except events you have manually marked as “Private”). Ideal for close family members or direct managers.
• Make changes to events: The person can add, edit, or delete events on your calendar. This is useful for project collaborators or partners.
• Make changes and manage sharing: The person has full administrative control. They can edit events, completely delete the calendar, and share it with other people. Only give this permission to a trusted personal assistant or a spouse.

How to Share a Calendar Publicly with a Link

If you want to share an event schedule (like a sports team roster or a public lecture series) with a large group of people without typing in their individual email addresses, you can make the calendar public.

1. Go to Settings and sharing for the calendar you want to share.
2. Scroll down to the “Access permissions for events” section.
3. Check the box next to Make available to public.
4. A warning will appear explaining that anyone on the internet will be able to see the calendar. Click OK.
5. Ensure the dropdown next to the checkbox is set to “See all event details” (or “See only free/busy” if you prefer).
6. Click the Get shareable link button just below the checkbox.
7. Click Copy link and paste it into an email, WhatsApp message, or website.

How to Stop Sharing Your Calendar

If you ever need to revoke someone’s access:

1. Go back to the Settings and sharing menu.
2. Scroll down to the “Share with specific people or groups” section.
3. Find the person’s name on the list.
4. Click the “X” icon on the far right side of their name. Their access will be removed immediately.