On this page
- Share your calendar with your organization
- Create and share a team calendar
- View a co-worker's calendar
- Easily find available meeting times with co-workers
Share your calendar with your organization
If you use Google Calendar through your work, school, or other organization, you can make your calendar available for everyone in your organization. Sharing your calendar makes it easy for co-workers to check your availability when scheduling events with you.
How sharing works
- People in your organization can find your calendar.
- People outside your organization won’t be able to find your calendar.
- If you invite someone outside your organization to a meeting, they can view information about the meeting.
- When you share your Calendar with everyone in your organization, you can choose between See only free/busy (hide details) or See all event details.
- Even if you don't share your calendar, super administrators and administrators with the Google Meet hardware privilege can always see your calendar and all event details (as well as calendars and details for all the users in your organization). These administrators have access to troubleshoot problems and add events for your organization. Who is my administrator?
- On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
- On the left, find the “My calendars” section. To expand it, click the Down arrow
.
- Hover over the calendar you want to share, and click More
Settings and sharing.
- Under “Access permissions for events,” check Make available for your organization.
- At the right, click the Down arrow
Create & share a team calendar
Create a team calendar to track team meetings, project deadlines, vacation time, and other team-specific events. Then share it with your team so members can help add and track team events.
Create a team calendar
You can only create new calendars from a browser and not from the Google Calendar app. Once the calendar is created, you can find it on your browser and in the app.
- On your computer, open Google Calendar.
- On the left, next to "Other calendars," click Add other calendars
Create new calendar.
- Add a name and description for your calendar.
- Click Create calendar.
- If you want to share your calendar, click on it in the left bar, then select Share with specific people.
Learn more at the Google Calendar Help Center
Share the calendar with your team
- On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app.
- On the left, find the “My calendars” section. To expand it, click the Down arrow
- Hover over the calendar you want to share, and click More
- Under “Share with specific people or groups,” click Add people and groups.
- Add a person’s or Google group’s email address. Use the drop-down menu to adjust their permission settings. Learn more about access permissions.
- Click Send.
- The recipient will need to click the emailed link to add the calendar to their list. Learn how to add someone else’s calendar.
Tip: To share a calendar that you don’t own, you need to ask the owner to give you “Make changes and manage sharing” permission.
View a co-worker's calendar
You can view someone else's calendar if they've shared it with you. You can also request access if they haven't shared their calendar with you yet.
Add a co-worker's calendar
- On your computer, open Google Calendar.
- On the left, next to “Other calendars,” click Add other calendars
Subscribe to calendar.
- In the “Add calendar” box:
- Enter the person's email address.
- Select a calendar from the list
- After you request access:
- If the calendar isn't shared with you: The owner of the calendar gets an email that requests to give you access.
- If the calendar is already shared with you: In your primary calendar, on the left, it shows under "Other calendars."
Easily find available meeting times with co-workers
When scheduling an event with people who have shared their calendars with you, you can easily see when people are available. You can view people's availability to select a time, or you can even have Calendar suggest times for you.
Check for someone's availability when scheduling an event
- On your computer, open Google Calendar.
- On the left click Search for people.
- Start typing someone’s name and choose the person you want to meet with.
- At the top left, click Create
- Click Find a time. If the guest you invited has shared their calendar with you, you'll see their calendar alongside yours. Guests marked as optional won’t show up.
Note: To check if a room is available, click Add rooms or Add location. Then, choose a room.
Let Calendar suggest meeting times
If someone has shared their calendar with you, or is part of your work, school, or other organization, you can check if they're free or busy when adding them to an event.
- On your computer, open Google Calendar.
- On the left, click Search for people.
- Start typing someone’s name and choose the person you want to meet with.
- At the top left, click Create
.
- Click Suggested times. If the guest you invited has shared their calendar with you, you'll see when they can attend.
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