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Understanding Google Calendar Sharing Basics

Google Calendar is a scheduling tool that lets you view, create, and manage events online. One of its most useful features is the ability to share your calendar with other people. When you share a calendar, you give specific individuals permission to view your schedule, add events, or make changes depending on the settings you choose.

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Sharing a calendar through Google Calendar works differently than sharing a document or photo. With calendar sharing, you're not sending a file or link that expires. Instead, you're granting ongoing permission to specific people or groups. This means the people you share with can see your calendar continuously, and the sharing remains active until you change the settings or remove them.

Google offers several permission levels for calendar sharing. These range from letting someone simply view your events, to allowing them to make changes to your calendar. Understanding these permission levels is important because they determine what actions other people can take with your calendar. For example, you might want a colleague to see when you're busy but not be able to create new events on your calendar.

The sharing feature works across all devices where you use Google Calendar—phone, tablet, or computer. If you share your calendar with someone, they can see it on any device they use to access their own Google Calendar. This makes it useful for teams, families, or anyone who needs to coordinate schedules regularly.

Practical takeaway: Before you share your calendar, think about what information you want others to see and what actions you want them to be able to take. This helps you choose the right permission level when you set up sharing.

Permission Levels and What Each One Means

Google Calendar provides four main permission levels when you share a calendar. Each level gives different amounts of control to the people you share with. Knowing the difference between these levels helps you protect your privacy while still allowing others to see the information they need.

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The first permission level is "See only free/busy" (also called "See only availability"). When you choose this setting, people can see the blocks of time when you're busy or free, but they cannot see event titles, descriptions, or any details about what you're doing. This is useful if you want someone to know when you're available for a meeting without telling them what you're actually doing during that time. For example, you might share your calendar this way with a client who needs to schedule time with you but doesn't need to know your internal meeting details.

The second level is "See all event details." With this permission, people can view every event on your calendar, including the event title, time, location, description, and any notes you've added. They cannot, however, make any changes to your events. This level is common in workplaces where team members need to know each other's schedules. For instance, a project manager might use this permission to see when team members are in training or on vacation.

The third permission level is "Make changes to events." This allows people to edit existing events on your calendar—they can change the time, location, description, or other details. They also have the ability to delete events. However, they cannot create brand new events on your calendar. This level is less common and should only be used with people you trust significantly, such as an executive assistant who needs to reschedule your meetings.

The fourth and most permissive level is "Make changes and manage sharing." This gives people complete control. They can view all events, create new events, edit existing events, delete events, and even change the sharing settings to add or remove other people. This level should only be used in specific situations, such as sharing a family calendar among family members or a team project calendar with project leaders.

Practical takeaway: Match the permission level to the person's actual needs. Start with the most restrictive permission that still allows them to do their job, and only increase permissions if they ask for more access or if you determine they truly need it.

How to Share Your Google Calendar with Specific People

Sharing your Google Calendar with individuals is a straightforward process that takes just a few minutes. The steps are the same whether you're using the Google Calendar website or the mobile app, though the buttons may look slightly different on mobile devices.

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To share your calendar on the web version, first locate your calendar in the left sidebar under "My calendars." Next to the calendar name, you'll see three vertical dots (called a menu or options button). Click on those dots, and a dropdown menu will appear. Select "Settings and sharing" from that menu. This opens the calendar's settings page where you can manage all sharing options.

Once you're on the settings page, scroll down until you see the "Share with specific people" section. Click the plus sign (+) button to add a person. A box will appear asking you to enter the person's email address. Type in their complete email address—this must be the email they use for their Google Account. After you enter the email, you'll see a dropdown menu where you can choose the permission level. Select the appropriate level from the options available. Finally, click "Send" or "Share" to send them an invitation.

When you share your calendar with someone, they typically receive an email notification telling them that you've shared a calendar with them. The email includes a link they can click to add your calendar to their own Google Calendar view. They don't have to accept the invitation to see your calendar if you've given them permission—they can simply click the link to add it. If they decline or ignore the invitation, they can still search for your calendar later if they know your email address and you've made it findable.

You can share the same calendar with multiple people at once by repeating this process. Each person can have a different permission level. For example, you might give your manager "See all event details" permission while giving a colleague "See only free/busy" permission on the same calendar.

To stop sharing with someone, go back to the same "Share with specific people" section, find their name in the list, and click the X or trash icon next to their name. Their access ends immediately, and they can no longer see your calendar (unless they have access through another method).

Practical takeaway: Write down the email addresses of the people you plan to share with before you start, so you don't have to stop and search for addresses while you're in the sharing settings. This makes the process faster and reduces the chance of typing an email address incorrectly.

Sharing Your Calendar Using a Public Link

Beyond sharing with specific people, Google Calendar allows you to create a special link that anyone can use to view your calendar. This method doesn't require you to know someone's email address or send them an invitation. Instead, you create a unique web address (URL) that you can share through email, messaging, a website, or any other method.

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To create a public link for your calendar, go to your calendar's settings using the same method described earlier—click the three dots next to your calendar name and select "Settings and sharing." Look for a section called "Access permissions" or "Make available to the public." In this section, you'll see an option to "Make available to the public." When you turn on this option, Google Calendar generates a unique web address.

This link has a specific permission level—people who access your calendar through the public link can see all event details (titles, times, locations, and descriptions), but they cannot make any changes. You cannot adjust this permission level for public links. Everyone who has the link sees the same level of information.

The advantage of a public link is convenience. You can share one link with many people at once, and you don't need their email addresses. This is useful for situations like sharing a team schedule with clients, publishing a class schedule for students, or making a business hours calendar available to the public. However, the disadvantage is that anyone who has the link can view your calendar—you're not limiting it to specific individuals.

An important security consideration: a public link is not completely private. While it's not easy to guess someone's calendar link (Google creates a long, random string of characters), the link is not encrypted. If you share a calendar publicly and later decide you want to make it private again, you can turn off the public sharing option in your settings. This immediately deactivates the link, and anyone trying to use it will receive an error message.

Google Calendar also provides an embed code if you create a public calendar. This code lets you display your calendar directly on a website. Website owners sometimes use this feature to show their business hours or event schedules without requiring visitors to leave their website to view the calendar.

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