How to Share Your Calendar With Others

Sharing your calendar has never been easier. Whether you are working remote or in an office, accessing or sharing calendars makes it convenient to manage and plan meetings, conference calls, and other events.

When you are working on projects with your colleagues or other remote members from different countries, sharing your calendar will reduce the time spent writing emails back and forth or calling each other for planning meetings, meeting deadlines or other stuff related to your project. Having a calendar with all that information available at any time will help you be more efficient and productive while waisting less time.

If you take in consideration the time you will have spent finding the best time to plan a meeting so that every team member can participate, you will notice that having everybody’s shared calendar will make it way easier to quickly locate the best open time slot that everyone can agree on.

Although there are a lot of calendar apps to choose from, not all of them have a share feature available or that can be enabled. The apps showcased below will not be for everyone, but you can choose one if you’re not sure which calendar app to go with. With any of them you will be able to improve your time management by spending time on the activities that will reflect better results.

How To Share A Google Calendar

One of the biggest feature of Google Calendar is that you can share your calendar schedule with as many people that have email addresses. As it doesn’t have a limit of emails you can share to you will have to give different permissions depending who those persons are. While you can let others make changes to your Google calendar like adding events or notes you might want to limit those action in order for your calendar schedule to be less cluttered and be more streamlined.

Depending what you want Google Calendar to be used for, whether is personal or for work, you can make it so it fits perfectly to your need. If you want to use the calendar for your family’s interests, it can help keep track of doctor’s appointments, school events, your kids activities or work schedules in order to be more organized. If you want to use it for work, especially if your working remote, this will enable you and your colleagues to be more in sync when working on projects or having meeting. This will help streamline your schedules as much as possible giving you time to do other things in between.

Whether you are using the web or Android version, there are three ways you can share your Google Calendar: with specific people, with your team or with others(publicly). Before doing any of the steps below, go to calendar.google.com.

After opening the Google Calendar web app, on the left bottom side you will find “My calendars” and “Other calendars”
After hovering your preferred calendar you will see a vertical ellipsis icon ⋮. Click on it.
Choose “Settings and sharing” option.
Go to “Settings for my calendars” > “Calendar settings”.
Select the sharing option you want for your calendar:

In the “Access permissions” section you can choose “Make available to public”to share your calendar publicly. You can share it with anyone through a shareable link. If you don’t want to share all event details “See all event details”, you can always choose to only show specific details by using the “See only free/busy (hide details)” option.
In the same section, if you are using “Google Workspaces” you can choose “Make available to company name” to share your calendar with your team. You will only have two options available, “See all event details” and “See all event details”.
To share your calendar with certain people go to the “Share with specific people” section and add as many emails as you want using the “Add people” button. You will have four options available, “See only free/busy (hide details)”, “See all event details”, “Make changes to events” and “Make changes and manage sharing”.

After you have chosen the suitable sharing option for your calendar, you can exit Google Calendar since all changes are automatically saved.

If you want to share your calendar using a website you can always use the “Integrate calendar” option that‘s available in the “Settings for my calendars”. Using this option allows you to embed your Google Calendar events onto your website.

Google Calendar let’s you sync or import different calendars from specific apps in the “Other calendars” section. In this way you can easily sync(share) your Outlook or Apple calendar with Google Calendar.

How To Share A Calendar In Outlook

If you are a Windows user, you are probably using Outlook with or without Office365 or Exchange plans to share an Outlook calendar with others. The app has options that let do actions such as manage your events, change events, sync with Google and many more.

Below I’ll show you some of the steps required for sharing your Outlook calendar with others.

After opening the Outlook app, on the bottom left side you will see a calendar icon. Click on it the choose “Share Calender” and select the calendar you want to share.
In the “Calendar Properties” window, click on the “Add” button to add people you want to share your calendar.
You can add users by searching in the address book or type in their email address.
After selecting the users, click “OK” and you’ll see the added people with a default permission level. You can then choose to change their permission level.
The invited users will receive an email with the calendar invite where they have to select “Accept” for the calendar to be visible in their calendar list.

You can always share your Outlook calendar publicly either via WebDAV or using an email.

The WebDAV Server(web app) Way

Click on the bottom left “Calendar” icon.
Go to Home > Publish Online > Publish to WebDAV Server
For the “Location” box, enter the location of the WebDAV server found in your setup letter.
To access the calendar, go to the address of the WebDAV server.

The E-mail Way

Click on the bottom left “Calendar” icon.
Go to Home > E-mail Calendar.
You can choose which “Calendar” or “Date Range” you want to share with others.
After clicking OK you can select or type the email recipients you want to share the calendar with. Click Send and you’re done.

How To Share Calendar On iPhone

If you want to share your iPhone calendar with your family or others, you will need an iCloud account. The iCloud calendar can be shared with other iCloud users or publicly. Depending on the permission set, your shared calendar events on iPhone can be viewed, managed or changed by others. There’s also an option of read-only where your public calendar can be accessed by anyone but not be changed.

To share your iCloud calendar using iPhone is pretty straightforward. Before starting to share your calendar, turn on “Calendars” in Settings > [your name] > iCloud if it’s not.

In the iPhone Calendar app, tap “Calendars” at the bottom of the screen.
Next you will be able to see or add calendars. Tap the i icon next to the calendar you want to share.
In the Edit Calendar window you can start adding people by tapping the “Add Person”.
You can choose from existing list or you can their iCloud email manually using the + icon, then tap the “Add” to finish adding them.

You can change the permissions of a calendar from person to person. You can turn on or off their ability to make changes to a calendar or stop sharing all together. To make these changes is quite easy.

In the iPhone Calendar app, tap “Calendars”.
Tap the i icon next to the share calendar.
After tapping on the person’s name you will have two options:

Toggle “Allow Editing” on or off.
Tap on the “Stop Sharing” then tap “Remove” for that person to lose access to a calendar.

To share your iPhone calendar and be publicly accessible you will have to make it read-only. The process is quite quick.

In the iPhone Calendar app, tap “Calendars” then i icon next to the desired calendar.
Tap the toggle button and turn on “Public Calendar”, then tap “Share Link…” to copy or send the URL for your calendar.
You can choose the method of sending the calendar URL to anyone in order for them to subscribe, even if they don’t have iCloud accounts, by using apps such as Messages, Mail, social media apps and many more.

How To Share Your Apple Calendar

Depending on the version of macOS you are using, there are different steps to take to share your Apple calendar with others. Starting with macOS Sierra(10.12) and up until macOS Catalina(10.15) the share button was like a “RSS icon” while starting with macOS Big Sur the share button is a “person icon”.

On Mac, open the Calendar app.
On the left side select a calendar, hover it and a share button(icon) will appear on the right side. This may look like “RSS icon” or “person icon”. CLick it!
A window will appear where you can click on the “Share With” to enter names or email addresses of people you want to invite to share your calendar. To limit permissions to your shared calendar, Control + Click the person’s name or email address in the “Shared With:” list, then choose “View Only”.
To make your calendar viewable to anyone, check the “Public Calendar” option. This will generate a link where people can subscribe to see your calendar. To share the link click the “Share” button and choose which method you want.

Calendar Tricks