How to Share a Google Calendar with Your Team

Sharing Your Google Calendar

Sharing calendars helps your team see your availability and coordinate meetings effectively.

Understanding Permission Levels

Before sharing, understand what each permission level allows:

• See only free/busy: Others see when you are busy but not event details
• See all event details: Others can see event names, times, and details
• Make changes to events: Others can add, edit, and delete events
• Make changes and manage sharing: Full control including sharing settings

Share with Specific People

Step 1: Open Google Calendar Settings

• Go to calendar.google.com
• Find your calendar in the left sidebar
• Hover over it and click the three dots
• Select Settings and sharing

Step 2: Add People

• Scroll to Share with specific people or groups
• Click Add people and groups
• Enter email addresses of colleagues
• Choose the permission level
• Click Send

The person will receive an email invitation to view your calendar.

Share with Your Entire Organisation

If you want everyone in your company to see your calendar:

• Go to calendar settings (as above)
• Find Access permissions for events
• Check the box next to your organisation's name
• Select the permission level

Creating a Shared Team Calendar

For team events that everyone should see:

Step 1: Create a New Calendar

• In Google Calendar, click the + next to "Other calendars"
• Select Create new calendar
• Name it (e.g., "Team Meetings" or "Office Events")
• Click Create calendar

Step 2: Share the Calendar

• Go to the new calendar's settings
• Add your team members
• Give them appropriate permissions

Viewing Shared Calendars

When someone shares a calendar with you:

• Check your email for the invitation
• Click Add this calendar
• The calendar appears in your sidebar

Or manually add:

• Click + next to "Other calendars"
• Select Subscribe to calendar
• Enter the calendar owner's email

Tips for Team Calendars

• Use consistent naming conventions for events
• Include meeting links in event descriptions
• Set appropriate reminders
• Regularly review who has access

Need Help?

Contact our helpdesk at helpdesk@netlumait.com.au or call 1300 521 162.