Sharing a calendar
How to share your Google Calendar with colleagues, clients, or your whole organization — and how to control what they can see.
- Difficulty
- Beginner
Sharing your calendar helps your team know when you're available, plan meetings around your schedule, and coordinate without endless emails. You can share your calendar with specific people or with everyone in your organization.
Quick summary
In Google Calendar, find your calendar under "My calendars" in the left sidebar, click the three-dot More menu next to it, and choose Settings and sharing. Under "Shared with", click Add people and groups, add someone by email, pick what they can see, and click Send. To share with everyone at your company instead, use "Access permissions for events" on the same screen.
What sharing options exist?
When you share your calendar, you choose how much detail the other person can see. Google offers five levels:
| Permission level | What they see |
|---|---|
| See only free/busy (hide details) | Only when you're busy — no event or task names, and no details |
| See event details | All the details: event names, times, places and descriptions |
| Make changes (see private events as free/busy) | Can edit your events, but not private ones. A private event marked "Busy" shows as a busy block with no details; one marked "Free" doesn't appear at all |
| Make changes and see event details | Can edit your events and see who else the calendar is shared with |
| Make changes and manage sharing | Full control, including sharing the calendar with other people |
For most colleagues, "See event details" is the right choice. For people outside your organization, "See only free/busy (hide details)" is safer.
Sharing with a specific person
Open Google Calendar at calendar.google.com.
In the left sidebar, find your calendar under "My calendars." To the right of it, click More — the three-dot menu.
Click Settings and sharing.
On the left, click Shared with.
Under "Shared with", click Add people and groups, then add the person's email address or a Google group.
Choose their permission level from the list above.
Click Send. They get an email, and they have to click the link in it before your calendar shows up for them.
Sharing someone else's calendar
You can only share a calendar you own, or one you've been given the "Make changes and manage sharing" permission on. If you need to manage sharing for a colleague's calendar, they have to give you that level first.
Sharing with your whole organization
If you want everyone in your Workspace organization to be able to find your calendar:
Open your calendar's Settings and sharing (same steps as above).
On the left, click Access permissions for events.
Select "Make available for" your organization — the option is labelled with your company's name.
Next to the setting, pick the access level from the drop-down — free/busy only if you'd rather not show details.
Now anyone in your organization can find and subscribe to your calendar. People outside it still can't, although if you invite an outside guest to a meeting they can see that meeting's details.
Your admin may be able to see more than you shared
Google's note on this is worth knowing: an administrator can have special permissions that let them find your calendar and all of its event details even if you haven't shared it. Check with your admin if that matters to you.
Making a calendar public
You can also share a calendar with people outside your organization — for example, if you run a public events calendar.
In Settings and sharing, click Access permissions for events, select Make available to public, then choose the access level from the drop-down next to it. A public calendar can be found on the internet and in search results, used with other apps, and subscribed to.
Think before making a calendar public
A public calendar can be seen by anyone on the internet. Only make a calendar public if the events are meant to be public — like a venue's event schedule or a community calendar.
Creating a shared team calendar
Instead of sharing personal calendars, many teams create a dedicated shared calendar for things like team meetings, holidays, or project milestones.
In Google Calendar, on the left, next to "Other calendars," click Add other calendars (the + icon).
Choose "Create new calendar."
Add a name (for example, "Team — Marketing") and a description, then click Create calendar.
Share the new calendar with your team using the steps above.
Whoever creates the calendar owns it, and only the owner can delete it permanently or hand ownership to someone else. Anyone you give one of the "Make changes" permissions to can add events to it.
Transfer a team calendar before its owner leaves
If the person who created a team calendar leaves and their account is deleted, don't assume the calendar survives. Google's own notes contradict each other here: one says group calendars a user owns aren't deleted with them today, another says a deleted owner's secondary calendars — group and team calendars included — are deleted from early 2026 onwards. Either way, no further transfers are possible once the owner is gone, and Google's own advice is to transfer calendars before deleting anyone. Transfer ownership first. See Removing a user safely.
Common questions
The person I shared with says they can't see my calendar — what happened?
Ask them to check their email for the sharing invitation and click the link in it — that's what actually adds the calendar for them. If they can't find the email, check you used the right address, ask them to look in spam or trash, then remove them from the sharing list and add them again.
Can I stop sharing my calendar with someone?
Yes. Go to your calendar's Settings and sharing, find the person under "Shared with", and click Remove next to their name. To stop sharing with your whole organization or the public, turn off the matching option under "Access permissions for events".
Why can some people see my calendar events and others can't?
Two things to check. First, the permission level you gave each person — "See only free/busy (hide details)" hides everything but your availability. Second, whether the event is marked Private: with the "Make changes (see private events as free/busy)" level, a private event marked Busy shows as a busy block with no details, and one marked Free doesn't show at all.
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