How to share a Google Calendar (quick & easy)

Need to share your schedule with coworkers, family, or friends? Google Calendar makes it simple. This guide walks you through sharing your entire Google Calendar (not just a single event) in a few clicks, plus our best tips from years of working with Google Calendar integrations.

Quick steps

• Open Google Calendar and pick a calendar.
• Go to Settings and sharing, then Share with.
• Enter email addresses or group IDs.
• Set the desired permission level (view only or edit).
• Click Send, then review or adjust permissions as needed.

How to share a Google Calendar with specific people

1. Open Google Calendar
   • Go to calendar.google.com or open the Google Calendar app on your device.
2. Choose the calendar to share
   • In the My calendars section on the left side (desktop) or within the sidebar menu (mobile), find the calendar you want to share.
3. Access calendar settings and sharing
   • On desktop: Click the three vertical dots or gear icon next to the calendar name, then select Settings and sharing.
   • On mobile: Open the Settings menu, look for Calendars, and choose the calendar to share.
4. Scroll to "Shared with"
   • Find the heading labeled Shared with (desktop).
   • Click + Add people and groups to open your sharing options.
5. Enter email addresses or group IDs
   • Type the Gmail addresses (or group email aliases, if you use Google Workspace) of the people you want to share with.
6. Set access permissions
   • Choose from the drop-down menu next to each address:
     • See only free/busy (hide details): Lets them see your availability without revealing event information.
     • See all event details: Allows them to view event titles, locations, and descriptions but not edit.
     • Make changes to events: Gives them the ability to add, edit, or remove events.
     • Make changes and manage sharing: Grants full control, including adjusting share settings.
7. Send the invitation
   • Click Send to finalize.
   • Recipients will receive an email with a link to add your calendar to their own list.
   • Recipients without a Google account can still view the calendar through the email link. To edit events, they'll need a Google account with the appropriate permission level.
8. Confirm or review shared permissions
   • After sharing, you'll see who has access and what level of permission they hold.
   • Return to these settings any time to modify or remove permissions.

How to share a Google Calendar with your group

A group calendar makes it simpler to coordinate events, deadlines, and meetings for a team or organization. Create a calendar for your group, grant shared access, and everyone sees the same schedule.

1. Create or identify your Google Group
   • Make sure you have an existing Google Group or set one up via Google Groups.
   • Verify that all intended team members are added to this group.
2. Open Google Calendar and create a new calendar
   • Go to calendar.google.com.
   • Under Other calendars, select the plus (+) icon, then click Create new calendar.
   • Give it a descriptive name (e.g., "Team Calendar") and click Create calendar.
3. Access settings and sharing
   • Find your newly created calendar in the left panel. Click the three vertical dots next to it and choose Settings and sharing.
4. Share with your group
   • Click on + Add people and groups and enter the email address of the Google Group you want to share with.
   • Select the permission level.
5. Notify your team
   • Click Send to finalize.
   • All members of the Google Group will receive an email notifying them about the newly shared calendar.
6. Manage updates and permissions
   • Return to Settings and sharing anytime to add or remove group members or adjust permission levels.
   • Members of the group will automatically inherit any changes, making it easy to keep your team's access current.

How to share a Google Calendar publicly

Sharing your Google Calendar publicly allows anyone with the link or embed code to view it. This is useful for organizations, events, or personal blogs where you want a broad audience to see your schedule.

1. Open Google Calendar
   • Go to calendar.google.com or open the Google Calendar app.
2. Select the calendar
   • In My calendars, find the specific calendar you wish to share.
3. Access settings and sharing
   • On desktop: Click the three vertical dots or gear icon next to the calendar name, then choose Settings and sharing.
   • On mobile: Open the app's settings, locate the calendar, and tap on its sharing settings.
4. Enable "Make available to public"
   • Under Access permissions for events, check the box labeled Make available to public.
   • Confirm you understand that anyone can now see this calendar.
5. Choose what details to show
   • Decide whether others can see only free/busy times or full event details.
   • If you select See all event details, be mindful of any private information.
6. Retrieve the public link or embed code (optional)
   • Below or near the Access permissions section, look for Get shareable link.
   • Copy the link for direct sharing or use the HTML code to embed the calendar on a website.

⚠️ Be cautious: Publicly available calendars can reveal sensitive details if not configured properly.

Google Calendar sharing permissions explained

When sharing a Google Calendar, you choose from four permission levels per person or group. Each level controls how much the recipient can see and do:

Tips for managing permissions

• Mark events as private: Even with "See all event details" access, private events show only as busy blocks. Useful for collaborative calendars that occasionally contain personal entries.
• Revoke or adjust anytime: Return to the calendar's sharing settings to update, change, or remove a person's permission level.
• Organizational restrictions: Google Workspace admins may limit sharing options. Some domains only allow internal sharing or block public calendars entirely.

💡 Recipients on iPhone or Mac? Point them to sync Google Calendar with Apple Calendar so shared events appear in Apple's app.

Beyond native permissions: per-field control

Google Calendar's four permission levels apply to every event equally. You can't, for example, let someone see meeting titles and times but hide the attendee list, or allow edits to the description while keeping the date locked.

If you need that level of control, syncing your calendar to a Notion database through 2sync gives you per-field permissions. Each field (title, date, location, attendees, description, and 11 others) can be set independently to:

• Two-way: editable in both Google Calendar and Notion
• One-way to Notion: Google Calendar drives the data, Notion is read-only
• One-way to Google Calendar: Notion drives the data, Google Calendar is read-only

This means you can keep the organizer and conference link read-only while letting team members edit titles and dates from either app. Learn more about field mapping.

Why share your Google Calendar?

With over 1.8 billion Gmail users worldwide, Google's tools are central to how people schedule and coordinate. Sharing your calendar reduces friction across several common scenarios.

Team and project collaboration

Granting colleagues access to your calendar lets them see your availability for meetings, deadlines, and events. Fewer scheduling emails, better time management.

Learn more: 11 Best Free Project Management Software

Household and family coordination

Kids' activities, appointments, errands. A shared family calendar keeps every member informed of upcoming events and obligations.

Learn more: 21 Best Organization Apps for Work and Home

Client scheduling and transparency

Freelancers, consultants, and service providers can share a calendar with clients to show real-time availability. Clients identify open slots and request meetings without guesswork.

Multi-location teams and remote work

In distributed teams, shared calendars simplify scheduling across time zones. Coworkers check when you're online or offline, and meeting requests align with everyone's working hours.

Event planning and coordination

For large events (weddings, fundraisers, conferences), sharing a calendar with organizers, volunteers, or vendors ensures tasks and deadlines are visible to all stakeholders.

Task delegation

If you have an assistant or administrative support, sharing your calendar allows them to manage scheduling on your behalf: booking meetings, adding events, and rescheduling as needed.

What native Google Calendar sharing can't do

Google Calendar sharing works well for basic visibility. But once your team grows, your tool stack expands, or you need to organize events alongside other work, native sharing hits real limits.

Adding people one by one doesn't scale

Every new team member needs to be added individually with specific permissions. When someone leaves, you go back and revoke access. For large or rotating teams, this becomes a recurring chore.

With 2sync + Notion: Sync your calendar to a shared Notion database. Team access is managed through Notion's workspace permissions, not per-person Google Calendar settings. One person sets up the shared connection, shares a link, and team members sync their personal calendars to the same Notion workspace.

No filtering: you share everything or nothing

Google Calendar sharing gives the recipient your full calendar. You can't exclude recurring standup meetings, auto-generated Gmail events, focus time blocks, or out-of-office entries. The recipient sees every event that matches their permission level.

With 2sync: Apply filters before events reach Notion. Filter by event color, event type (skip focus time and out-of-office), attendee list, calendar name, or whether the event is recurring. Example: sync only events that have attendees, are not all-day, and are of type "Default." Everything else stays in Google Calendar without cluttering your Notion database.

Multiple calendars become chaotic

Work calendar, personal calendar, team calendar, client calendar. Google Calendar stacks them in a single view with color toggles. There's no way to build custom views, add metadata, or connect events to related projects.

With 2sync: Sync multiple calendars to one Notion database. The "Calendar Name" field creates a dropdown showing which calendar each event came from. Build filtered views in Notion: one for work meetings, one for personal appointments, one for client calls. Each view shows only what matters for that context.

Shared meetings appear multiple times

When three team members each sync a shared meeting to the same Notion database, it shows up three times: once from each person's calendar.

With 2sync: Use formula-based deduplication in Notion. A "Primary Event" formula marks only the organizer's copy as the primary entry. Filter your database view to show primary events only, and each meeting appears exactly once. Alternatively, set a filter so each person only syncs events where they are the organizer.

A calendar is just a calendar

Google Calendar shows dates and times. It can't display your meeting notes, link to the project the meeting belongs to, or connect attendees to a contacts database.

With 2sync: Events become Notion pages. Each page has the full event data (title, date, location, attendees, description) plus whatever you add: meeting notes, action items, related project links. Map the attendees field to a Notion relation property, and each attendee automatically links to their contact record in a synced Google Contacts database. Your calendar becomes a workspace.

Ready to try it? Set up your first Google Calendar sync with Notion in a few clicks.

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