How to Share Google Calendar with Another Person?

Published By Mohit Jha

Approved By Nimisha Ramesh

Published On April 20th, 2026

Reading Time 8 Minutes Reading

Google allows you to easily share your calendar with your colleagues, teams, friends, or family. The process is very easy, as I am going to explain various ways to share Google Calendar in simple steps.

Google is popular among professional users for their collaboration and management of data. So, when it comes to sharing your calendar events with someone. It is very easy to do this. Sharing your Google calendar means that you permit other users to see your calendar. There are different levels of permission you can allow.

See only free/busy option: This permission allows the user to view the calendar events when it is available for free.
See all event details: It allows users to view event titles, descriptions, location, and other information.
Make changes to events: When you shared the calendar with others with this permission. The shared person can edit, add, or delete the events on your calendar.
Make changes and manage sharing: this permission gives the user full control, which they can use to share the calendar with additional people.

These permissions are very important when you are sharing with your teams.

Things You Must Have Before Sharing Calendar

To share your Google Calendar, you must fulfil the basic requirements. Although the process is simple, some of you may have issues during the process. To avoid them, follow these requirements.

First of all, you must have an active Google or Gmail account. Without a proper account, you cannot access the calendar settings and sharing options.
Make sure that you can easily access the platform where your Google Calendar is created, managed, and shared.
You must have the correct email address of the person you are sharing your calendar with.
Ensure that during the process of sharing Google Calendar, you need a stable internet connection.
Review your permission settings whenever you are sharing your calendar in Gmail.
If you are using a Google Workspace account. Then, get permission to share the calendar from the administrator.

Before you go through the methods, follow these steps properly so that you can easily share your calendar.

How to Share Calendar in Gmail?

Gmail is a common way to share your calendar and is very easy. For this, you must have an active Gmail account.

First, log in to your Gmail account and from there, go to Google Calendar.
From the My Calendar section, hover your mouse on the calendar that you want to share.
Press the More button (three dots button). Select Settings and Sharing option.
Find the Sharee with specific people or groups option and then click the Add people and groups button.
Provide the email address of the person or group that you want to share with. Also, set the permissions level as well.
Click the Send button to send the email invitation.

While following these steps, you also take these considerations: make sure the recipient clicks the link in the invitation to add the calendar. If you want to make the calendar public. Set the make available to public settings.

Use Public Link to Share Google Calendar

If you want anyone to see your Google Calendar. Then, you create a public link to your Google Calendar. Here are the steps.

In Google Calendar, locate the My calendars section.
Hover over the calendar that you want to share. Click on the (⋮) button.
Press Settings and the sharing button. Then, Access permissions for the event.
Click on the ” Make available to public” button.
In the drop-down menu, select See only free/busy (hide details) or See all event details.
Hit the Get shareable link, then copy the link.
Paste the copied link into your email message or a website to share your calendar.

Share Gmail Calendar with Others within Organization

Sharing your Google Calendar in an organization is not simple. Sometimes the organization administrator may restrict the calendar sharing settings. So, check with your admin about the settings before going through the process.

Go to your Google Calendar site and the My Calendars section.
Hover over your calendar and click the (⋮) button. Select the settings and sharing option.
To share the calendar with a specific calendar, click + Add people and groups from the share with specific people or groups.
To share the entire organization, press the “Make available for [organization name]” from the access permission for events.
Set the permission level and then click the send button.

If you only want to share Google Calendar events, then there are two different ways to do it. The first one is to invite the people using the link. Here, you generate a Google Calendar link and invite others using the link.

Choose a Google Calendar event that you want to share. Click the “Invite via link option”.
Copy the link that was created, and send it via email or messaging apps.
From this, the recipients can view details and RSVP.

Add Guests directly to Google Calendar events. If you want to share the calendar with specific people. Follow the steps below.

In your Google Calendar event, find the “Add guests section”.
Enter the email addresses of the person you want to share the event with.
Click the Save button and then the Send button.

All the methods I explained can easily help you share your Google Calendar, but what if you no longer want to share it with others? Below are the steps to stop sharing the Google Calendar.

If you want to stop the calendar sharing of specific people, follow these steps.
1. Click My calendars on the left side.
2. Hover your cursor on the calendar that you don’t want to share.
3. Press the More button, click Settings, and the sharing button.
4. Go to the Share with specific people or groups option. Then, X next to the person or group you want to remove.
Stop Public Sharing the Calendar
1. From the Settings and sharing section of the calendar. Go to the Access permissions for events.
2. Turn off the make available to the public option.
3. Also, disable making available for [company name].

Issues in Sharing Google Calendar

Sharing a calendar in Gmail is simple, but some may face issues during the process. In this, I will discuss the common problems they face.

The recipient cannot see the shared calendar in their account. The reason why is that they did not accept the invitation, the calendar is hidden in the recipient’s calendar list, and the email address was entered incorrectly.The solution for this is that the recipients must check for the email invitation and accept it. If they can’t see the calendar, go to the Other calendars section and enable the shared calendar.
In some cases, the invitation to share the Gmail calendar with others is not received. This is because the email is in the spam folder, or you incorrectly typed the email address. Or the recipient’s email server blocked the invitation. Verify the email address and resend the invitation. Also, tell the recipient to check their spam or junk folder.
Users cannot edit or view the calendar because you set the incorrect permission settings. So, properly set the permission to the required access level.
If the shared calendar does not appear in your mobile device, that means the calendar sync is disabled on your mobile device, or your Google account is not properly synced. Make sure you have enabled the shared calendar and sync your calendar correctly.
In some organizations, the admin restricts the external calendar syncing for security reasons. Contact the administrator and ask them to enable the external calendar sharing when it is required.

As you can see, there are a number of issues you may face when you are sharing your Gmail calendar. To prevent them, you can follow these expert-recommended practices.

Practices for Secure Sharing of Google Calendar

Don’t forget to set the permission level when you are sharing a Gmail calendar with others. Always check the level before sending the invitation.
Don’t make your important calendar public. Only share with trusted coworkers, team members, or family. Because there is a huge risk of exposing your meeting schedules, event locations, and personal appointments.
Regularly monitor your shared calendar activity. Check the permission settings and see if there are any unexpected changes that you need to modify.
Many users share their calendar instead of transferring when they are swithicn the account. Sharing the calendar means that you are just providing access. If you want to properly transfer the events. Then, you must move them.When it comes to transferring your work calendar, a professional tool like FreeViewer Google Workspace Migration Tool is the perfect choice. It easily moves the events with proper permissions without any issues. This software is best for organizations or businesses that are switching their account and want their calendar in the new account.
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Final Words

Sharing your Google calendar is easy, but many users have problems during the process. Therefore, in this blog, I have provided various ways to share a Google Calendar with proper steps. To securely share them, properly follow the preparations and practices to avoid any issues.