Start with a new calendar or use your existing one

You can share a calendar you already have or create a new one just for the group. If you want to keep work separate from personal events, create a new calendar — this keeps your private schedule private while letting others see only what you choose.

To create a new calendar, open Google Calendar on your computer. Click the plus sign next to "Other calendars" on the left side. Name it something clear like "Team Projects" or "Family Schedule". Then click "Create". The calendar appears in your list when ready and is ready to share.

If you want to share a calendar you already use, you can do that too — just move to the sharing step below. You do not have to create anything new.

Key Takeaways

  • Share a calendar by right-clicking it, selecting "Settings and sharing", and entering the email addresses of people you want to add.
  • You can let people view only, edit events, or make changes to the calendar itself — choose the permission level that matches what they need to do.
  • Shared calendars appear in the other person's calendar list once they accept the invite, and they see events in real time as you add them.
  • You can stop sharing with someone at any time by removing their email from the sharing settings, and they lose access when ready.
  • Google Calendar works on phones and computers, so shared events show up everywhere the other person checks their calendar.

Find your calendar and open the sharing settings

Locate the calendar you want to share in the left sidebar under "My calendars" or "Other calendars". Hover your mouse over the calendar name until three dots appear on the right. Click those dots and select "Settings and sharing".

A new page opens with the calendar name at the top. Scroll down until you see the "Share with specific people" section. This is where you add the email addresses of people who should see this calendar.

Add people and choose what they can do

Click "Add people" in the sharing section. Type or paste the email address of the person you want to share with. Google Calendar suggests matches as you type — click the right person if you see them.

Next to their email, a dropdown menu appears with permission options. The choices are:

  • See all event details — they view your events but cannot change anything. Use this for read-only calendars like a company holiday schedule.
  • Make changes to events — they can edit or delete events you created, and add new events. Use this for team calendars where everyone contributes.
  • Make changes and manage sharing — they can do everything above plus add or remove other people from the calendar. Use this only for people you trust completely, like a co-organizer.

Select the permission level that matches what the person actually needs to do. Click "Send" and Google Calendar emails them an invite to view the calendar.

What happens after you send the invite

The person receives an email with a link to the calendar. They click "Add to calendar" in the email or follow the link to accept. Once they accept, the calendar appears in their calendar list on the left side, and they see all events when ready.

If they do not accept the invite within a few days, you can send it again. The calendar does not show up in their list until they accept, but you can still see whether they have opened the invite by checking the sharing settings page.

Changes happen in real time. When you add an event to a shared calendar, everyone with access sees it within seconds on their computer or phone. If someone with edit permission changes an event, you see the update right away too.

Remove someone from the calendar

Go back to the calendar's "Settings and sharing" page. Under "Share with specific people", find the person you want to remove. Click the X next to their email address. They lose access when ready — the calendar disappears from their list, and they cannot see any events.

You can remove someone without warning, but in a work setting it is usually better to tell them first. If you are removing someone from a team calendar, they may be looking for events in it.

Share with everyone in your organization

If you work for a company or school that uses Google Workspace, you can share a calendar with your entire organization at once instead of adding people one by one. Scroll down in the sharing settings until you see "Share with your organization". Click the dropdown next to it and choose the permission level you want everyone to have.

This is useful for company calendars like office closures or meeting room schedules. Anyone in your organization can see the calendar without you sending individual invites. New employees automatically get access too.

Make a calendar public on the internet

You can also make a calendar visible to anyone with the link, even people outside your organization. In the sharing settings, look for "Make available to the public". Click the dropdown and choose "Make public". Google Calendar generates a link you can share in an email, on a website, or anywhere else.

Anyone who has the link can view the calendar and see all events. They cannot edit anything or add events. Use this for things like a public class schedule, community event calendar, or business hours. Be careful not to share a calendar with private information this way.

Frequently Asked Questions

Can someone see my personal calendar if I only want to share one calendar with them?

No. When you share a specific calendar, only that calendar is visible to them. Your other calendars stay completely private. You control exactly which calendars each person can see.

What if I change my mind about sharing and want to stop?

Go back to the sharing settings and click the X next to their email. They lose access when ready and the calendar disappears from their list. You can also change their permission level at any time by clicking the dropdown next to their name.

Do I need a Google account to share a calendar with someone?

Yes. The person you share with needs a Google account (Gmail or a Google Workspace account through their employer). You cannot share directly with someone who does not have a Google account, but you can make the calendar public and give them the link instead.

Can someone edit a shared calendar on their phone?

Yes, if you gave them edit permission. They can add, change, or delete events using the Google Calendar app on Android or iPhone the same way they would on a computer. Changes sync when ready across all devices.

What if I accidentally shared with the wrong person?

Remove them when ready by clicking the X next to their email in the sharing settings. They lose access right away. If you shared sensitive information, you may want to delete those events or create a new calendar for future use.