Would you like to share Google Calendar with a friend, family member, coworker, assistant team, or maybe the entire world? In this video, I'm going to show you every single way you can share your calendar with others.
Sharing with Specific People
Here I am within my Google calendar, and let's say I'd like to share my main calendar with someone else. That's the one called Scott's Calendar.
So I'm going to come over here, select these three dots, and then I'm going to select settings and sharing. That's going to bring me directly to my calendar.
We can also get to this area by clicking on the gear icon up top, but to go directly to the calendar that you want to share, this is the easiest and fastest way.
Now we have a sub menu. Under this calendar, we want to come down here and select share with specific people or groups, and that's going to bring up this section here.
Now, in my example, you can see that I'm already sharing this calendar with one other individual, and to the right, I can either remove access to that individual or I can change what they get to see.
To get started with a new person, we want to come down to the bottom and select add people and groups.
And by selecting this, we will be brought to this dialogue where we can simply click on this field.
It may bring up the names and email addresses of people we have recently interacted with, or we can just go ahead and type in the email address of any individual that we like.
In my example, I'm going to choose this first one here, and I can actually add multiple people at the same time if I like.
Just note that down below we will be applying the same permissions to all of the names, all of the email addresses that we include up above.
So if you want to go ahead and paste in five or 10 other individuals, you can do that here.
Sharing Permissions
Now, down below we get to choose the level of permission that we are sharing with that individual or whoever we've included up above.
And we want to pay special attention by default. The permission is to see all event details, but if we click on this dropdown, we can see that we have three other options available to us as well.
Let me show you the differences between these four options.
Now, the default one listed here, see all event details, is pretty straightforward.
I'm going to go over to that other individual that I've already shared my calendar with, and I've shared the calendar here in blue.
If I come down here to the left-hand side, you can see that Scott's Calendar, remember that's my main calendar, but I'm sharing it with this individual, is listed.
So everything here in blue is actually my calendar.
So if I click on this event, I can see the details, I can see the title, and if there's a description for any of these events, I can see all that information as well.
But you'll notice I don't have the opportunity to edit or delete or change these events.
I can just see those details.
Now if we go back and if we look at our permissions, if we choose see only free or busy (in parentheses, high details), well, that's going to look very different.
Let me go ahead and hit cancel here.
Here is the individual that we're sharing in that other calendar.
I'm going to change it to show only free, busy.
And don't worry, when you make changes here within your calendar settings, there is no save button at the bottom.
Any changes you make will be applied immediately.
If I now go back to this individual's calendar, you can see that all of those events still exist.
They're all in the same place, of course, but now they just show busy.
If I click on any of these, I don't see anything other than the date and the time of that event.
I can see how long it is, but I don't see any of the details, the title, the description, or who else has been invited.
I only see when that person is busy.
This may be helpful if you want to share a booking calendar and just want to give people an opportunity to see when you are available, but perhaps you want to hide the privacy of your clients or what else that you are doing with that calendar.
Going back here, we also have the opportunity to give someone the ability to make changes to our events.
So let's go ahead and make that change here as well.
Once again, we can see the title and information of these events, but now you can see we have the option to edit these events because now that is the permission level that we have granted.
Now, the last level of permission that we can grant is titled "Make Changes and Manage Sharing," meaning that they will be able to add other individuals and give them permissions to my calendar.
So this is definitely the highest level of permissions that you can grant someone else.
This may be appropriate if you want to give someone the ability to manage a calendar for an entire team or an entire group.
Just be careful with whom you give this level of access to.
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Now, whenever you add someone to share your calendar or make a change to their permissions, they will receive a notification.
But just in case they've misplaced their notification or they have lost the link to that calendar, you can always come up here and select "Get shareable link."
Now, this may be a little confusing because the header up here is access permissions for events, and the first one here says "makes available to public."
We're going to come back to this in just a few moments, but this link here, if I click on this button, is already going to have it highlighted for me, so I can select copy link.
But you can see here it states with this link, only people you allow can access your calendar.
So I'm going to hit copy link in this case, and now I can share that with any of these individuals or others that I add down below.
But anyone else who is not listed within this group will not be able to view my calendar.
Sharing a Single Event
Now, before we get to sharing our calendar publicly and adding it to a website, what about sharing an individual event?
Let's say, for example, I want to share this quarterly budget review with someone else.
Well, if I click on this event and I click on edit event, you will see that we have a dropdown here that says More Actions.
But as we browse through everything here, there is nothing that states share.
The closest thing that we can come to is Change Owner, but that's not really sharing.
That's also giving up ownership of this particular event.
Now, you may want to do that; maybe you want to give someone else the ability to run this meeting or manage the attendees.
That might be appropriate to select Change Owner.
But there's one other thing you should be aware of.
Down under guest permissions, there is the option to modify an event.
So, for example, if I go ahead and add a guest here and then I select Modify event, that means my guest will also be able to edit this particular event.
They could change the title, they could change the time, and they could add other attendees as well.
Just keep in mind, anything that you select here under guest permissions will apply to everyone under the guest area.
We can't allow just one individual to modify the event and then have the other attendees not.
So this might be okay for a small group, maybe something within your own team or within a family, but this modify event checkbox will apply to all of the guests listed here.
Sharing with a Public Link
But what if you'd like to share your calendar with the entire world?
Meaning maybe you want to share your baseball practice schedule, or maybe you want to show people the events that are booked at your local theater.
Well, we can do that very easily here within Google Calendar as well.
Once again, I'm going to come up to the particular calendar I want to share.
I'm going to stick with my main calendar in this example, and I'm going to select settings and sharing.
And this time I'm going to select access permissions for events.
And here we have this checkbox, "make available to public."
By selecting this, we will be given a warning.
Making your calendar public will make all events visible to the world, including via Google search.
Are you sure?
Again, this is often best if you want to include this on a website.
If you're sharing details with a team, maybe as a business or a community group.
In this case, I'm going to select okay, and then over to the right, you can see that we still have the opportunity if we want to show all the event details or, like we saw before, if we only want to show if something is free or busy.
If this calendar, for example, is used to book a facility, maybe I just want to show when it is booked and not the details of those bookings.
So you can choose what is most appropriate here.
Now, at this stage, you may think that you should select get shareable link, and then copy this link and just paste it within an email or maybe include it on your website.
But if I go ahead and open up a new incognito window and paste it, you can see that it's actually not going to do that.
It's going to prompt me to sign into Google Calendar, and if I'm not one of the individuals listed here, I will not be able to see that calendar.
So what we want to do is come back to our side menu and select integrate calendar.
That's going to bring us a little further down on the page, and here we have the public URL to this calendar.
So this time around, I am going to copy this link.
Once again, I'm going to open up an incognito window and hit paste, and now we can share this calendar.
This is exactly what someone else would see if we shared that link.
So they can see the difference between a weekly view or a monthly view or an agenda view.
If they like, they can go ahead and click on these events to see if there's further details, but of course, they don't have the opportunity to edit those events.
Embedding into a Website
But while sharing the link to your calendar may be helpful, what is often even better is if you embed your calendar within a website.
So for example, I'm going to jump over to this website here and I've got a page called Schedule.
Maybe I'm running a number of events and I want to make sure that I can share that schedule with others.
Now, in my example, I am using Google Sites, but you can embed this code in any other website, whether it's WordPress or Wix or Squarespace or any other provider.
So I'm going to select this embed option here, and it's going to give me a prompt.
It's going to be looking for either a URL or an embed code.
Most website builders will be looking for an embed code.
So I'm going to come back over here to Google Calendar, and you will see under this integrate calendar, there is this embed code here.
So I'm going to go ahead and select that and copy.
I'm going to come back to my website maker.
I'm going to select embed code and simply paste it into this box.
I'm going to select next.
In my case, it's going to give me a preview.
Here you can see it's showing me a brief preview of what the calendar will look like, and then I'm going to select insert, and now it's going to be a part of my webpage.
Now, within Google Sites and other website builders, you may need to drag things around to make sure it fits the way that you like.
But if you don't like the look or the layout of this calendar, let me show you an even better way to embed your Google Calendar.
Back here, within our Google settings, just below the embed code, you can see that there's a button called customize.
If we select this, this will open up a brand new tab, which will show a preview of our embedded calendar here on the right-hand side.
But on the left-hand side, we can customize this calendar in a variety of different ways and also add multiple calendars, even though it's buried here at the very bottom of the screen.
This may be the best reason for using this customized button.
Let's say I have several different leagues or several different facilities that I'm using within my calendars.
I can select multiple ones here and include them in this one shareable calendar.
So going back to the top, we can even change the calendar title if we want.
We can say that this is our booking schedule, maybe something like that.
And it's going to replace my Scott's calendar.
Here you can see that there's a variety of check boxes.
Maybe I don't want to show the print icon here, and maybe I don't want to show the calendar list, for example.
I can uncheck or check that.
You can also change the dimensions of the embedded code.
We can also change things such as the background color.
So if I want to add this red color at the top, I can do so as well.
And then we can also change a few defaults.
So for example, in this case, the default view is going to be the monthly view.
Maybe for my audience, I want them to see the schedule or what is often referred to as the agenda view as the default.
I'm still giving them the option to choose other ones here, but this is the default.
Whenever you're happy with the way things are looking here, you can come to the top of the screen and select this copy to clipboard.
Once again, I'm going to go back to my website editor.
I'm going to select embed.
I'm going to paste it in and hit next.
And now you can see my customized calendar will be inserted within my website.
So a lot more flexibility when it comes to sharing your calendar publicly.
Now, if you have any questions about sharing Google Calendar, be sure to let me know in the comments down below.
And if you'd like to learn more about getting organized and getting the most out of your Google apps, join me at simplivity.com.
Thank you so much for watching.
And remember, being productive does not need to be difficult.
In fact, it's very simple.
