Calendar

Chapter 5: Share calendars with individuals, groups, and more

Table of Contents

Calendar sharing overview

Group calendars

Calendar sharing options in Google Apps

Set broad access sharing levels

Give others access to change a calendar

Allow others to add and edit events

Give an individual access to a calendar

Change an individual’s access settings

Remove an individual from a calendar

Shared a calendar with people outside your school

Share a calendar with the world

Share a calendar URL

Share a calendar with a Google Group

Share a calendar with staff, students, and parents

Share a calendar with your school

Share a calendar with parents or others outside your school

Share a calendar with a group

Check and change who can view, edit or add events

List of those with calendar access

Add individuals who can edit calendar events

Remove an individual from a shared calendar

Calendar sharing overview

Group calendars

Besides creating a personal calendar to help organize your own activities and priorities, it can be useful to create calendars to share information across groups of people.

Here are some examples of group calendars that could be used at your school:

Calendar sharing options in Google Apps

If you use your personal email address with Google Calendar you have the option to keep a calendar private or to share it with the entire web.  However, with Calendar for Google Apps you have a third sharing option.  You can choose to keep a calendar private, to share it with the entire world, or to share it with only members of your domain.  If you share it with members of your domain then the calendar can only be accessed with those who have an account on yourschool.edu.

With the sharing options available, it is easy to create a school calendar with varying levels of access – you can specify certain users that can make changes, others that can only see the calendar, or set a broad access setting for the public or individuals at your school.

The following are the different types of access levels you can grant to individuals, users at your school, and the public (everyone in the world).

Please note: If you don't see all of these options, you may need to speak with your domain administrator to enable these features.

  1. Completely private calendar: Do not share with everyone/everyone in my domain
    You can set your calendar to be completely private so that none of your calendar information, not even free/busy information, will be available to anyone except those people you specifically added to share your calendar.

    You can use this setting for the entire world (Do not share with everyone) and/or for your school Apps domain (Do not share with everyone in my domain).

    There are two cases that will override this:
    • If you invite someone outside your domain to a meeting, he or she can see information about the meeting, but nothing else about your calendar.
    • If you share your calendar with someone outside your domain, he or she can see free/busy information on your calendar.
  2. Limited calendar view: free/busy information
    Sometimes you want people to be able to check your schedule and see only the times you're busy. In the 'free/busy' view, someone will only see blocks of time marked as 'busy' for times when you have entries in your calendar. They will not be able to see the name of the event or any of the event details.

    This view can be useful to share as an "appointment availability" calendar that you could share with students or parents. This way the students or parents could see when you are available without knowing any of the details of your schedule.
  3. Full calendar view: show all event details
    With this setting, other users can see your calendar and events and invite you to events, but cannot see events on your calendar that have been marked as private.

    This is a common view for school-related calendars that are shared with users at your school domain. For that calendar, your colleagues or students would be able to see the events and details, but you could also add private events such as 1:1 conferences or sensitive meetings that cannot be viewed by colleagues or students at your school.
  4. Full calendar access: Make changes to events - for sharing with individuals only
    You can add specific people to a calendar who have access to see and change all events, including private ones.

    This can be useful for team calendars as it grants multiple people the ability to add and edit events on a single calendar. For example, a team project calendar could function better if each of the team members could check availability and add meetings instead of just one person. It would also allow the team members to edit the events, allowing each person to add to event descriptions (which could be an agenda).

    Please note: You cannot grant someone outside your domain this level of access to your primary calendar (this is the calendar created by default with your Google Apps account). However, any secondary calendars can be shared - such as a calendar created specifically for homework, school projects, school sports events, etc.
  5. Full calendar ownership: Make changes to events AND manage sharing - for sharing with individuals only
    The final privilege you can grant to an individual is the ability to manage sharing access for a calendar. With this setting, an individual would essentially become an owner of the calendar as they would be able to add, remove, and edit events as well as add, remove, and edit the sharing settings of the calendar.

    This is a setting to be treated with care: for example, someone with this permission setting would be able to change the sharing access level of individuals or change if the calendar is viewable to the domain or public.

    Please note: You cannot grant someone outside your domain this level of access to your primary calendar

Set broad access sharing levels

You can set a broad access level for your primary and secondary calendars that will affect either the public at large (anyone in the world) or just the users at your school (those who have a Google Apps account within your domain).

These broad access settings can save time. If you need to share a calendar with many individuals, it could be easier to use a broad access sharing setting, as long as the calendar does not contain confidential or personal information. This way, you can use a single setting to allow many people to view the calendar. You can decide if the broad access is just for those at your school or for anyone in the world.

An example of this type of calendar might be a calendar for a certain class (Ms. Smith's Literature 3b course). It could be time consuming to give calendar access to each student in the class.

Instead, you can share this calendar with everyone at your school

To set the broad access levels in a personal calendar, follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click the Settings link at the bottom of the calendar list, select a calendar and click the Share this calendar link.)
  2. The first option is to set broad access to your calendar based on two buckets: the public (anyone in the world) and your domain (anyone who has a Google Apps account at your school).
  1. If you choose to share with either of the 2 groups, you can select a sharing option:

Give others access to change a calendar

Allow others to add and edit events

Sometimes it is easier to share the responsibility of a calendar with other individuals. With Google Calendar, you can allow others to add and edit events, at any time, by modifying your calendar sharing settings.

This can be helpful for a department calendar, in which you may want every person in the department to be able to add or edit events. This way if there's a room change, you are not the only person who can change the details - anyone who you have given access will have the ability to make that change.

Another useful setting may be for students working on a group project. They might want to give the other group members access to add and edit events, so everyone can collaborate on agenda, or certain people can book the necessary rooms or locations. They might also want to add a faculty advisor or teacher to have viewing access of the calendar so the faculty member could check on the progress and activities of the group project.

As reviewed previously, you can allow invited guests to make changes to individual events. Changing the settings of your calendar would allow specific individuals to make changes to ANY event in the calendar, or even add new events.

Give an individual access to a calendar

For a more selective shared calendar, it may be necessary to grant individuals – faculty, students, or group members – a level of access so they can add, view, or edit the calendar events.

A few examples:

Access rights can be assigned to a calendar as a whole, or to individual meetings. Event rights override calendar rights, so for example:

To add someone to your calendar (to give calendar access to a particular person):

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click the Settings link at the bottom of the calendar list, select a calendar and click the Share this calendar link.)
  2. Type the person's full email address in the Share with specific people box.
  3. Select a level of access for that person. Sharing access to allow an individual to make changes are the first two options.
  1. Click Add.

Once you click Add, the person you selected to share the calendar with will receive an email invitation to view your calendar.

Please note: You can currently share your calendar with up to 75 users per day. If you'd like to share your calendars with more users, please wait 24 hours before trying again.

If you're having trouble sharing your calendar, remove the shared person from your calendar settings and share your calendar again to resolve the problem.

Change an individual’s access settings

To change someone's sharing access to your calendar (to give calendar access to a particular person), follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click the Settings link at the bottom of the calendar list, select a calendar and click the Share this calendar link.)
  2. Find the person's name in the Share with specific people box.
  3. Select a different level of access for that person from the drop down menu.
  4. Click Save.

Remove an individual from a calendar

You can remove someone from your shared calendar at any time by following these steps.  For example, if you had a teaching assistant who had access to the calendar, you may want to remove their access if they are no longer working with you.

To remove someone from a shared calendar, follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click on Settings at the bottom of the calendar list, then click the appropriate Share this calendar link.)
  2. Click the trash-can icon to the right of the email address you'd like to remove.
  3. Click Save.

Shared a calendar with people outside your school

Share a calendar with the world

If you would have a calendar that doesn't contain sensitive information and can be shared with anyone in the world, you can share your calendar with the public.

With this setting, anyone – including parents or other individuals who do not have school Apps accounts – will be able to add your calendar to a Google Calendar account, view an HTML version of the calendar, or subscribe to the calendar using the iCalendar format.

To share your calendar with everybody and make it public for the world, follow these steps:

  1. In the calendar list on the left, click on the down-arrow button next to the appropriate calendar, then select Share this calendar.
  2. Select Make this calendar public.
  3. If you don't want others to view the details of your events, select Share only my free/busy information.
  4. Click Save.

To make sure others know about your newly public calendar, you can send them an email with the calendar URL (see the next step).

Share a calendar URL

Once you have shared a Google Calendar with the public, you will need to inform people how to access the calendar.

You can distribute a calendar URL that will display your calendar in a readable format. This way, anyone can subscribe or bookmark that URL to save your calendar for later viewing.

For those outside your school Apps domain (such as parents, individuals from other schools), you will need to provide a calendar URL.

A 'Calendar Address' is the public address for your calendar. When you make your calendar public, others can view it in one of these formats:

To find your calendar's address in the HTML, XML, or iCalendar format, follow these steps:

  1. In the calendar list on the left, click the down-arrow next to a calendar and select Calendar settings. (Alternatively, click Settings at the bottom of the calendar list, then click the name of the appropriate calendar.)
  2. In the Calendar Address section, click the HTML icon (or the XML or iCalendar icon, depending on what you want). You'll see a pop-up window with your calendar's public URL.
  3. Copy this URL. This URL can be used to access your calendar information
  4. Paste and share this URL with anyone who may not use Google Calendar. You can paste the link into a class newsletter for parents to access, or add it to your website.

Please note: you can change the amount of information available on your calendar's address by clicking the Change sharing settings link in the Calendar Address section.

If you don't want to make your calendar publicly available to others, but you still want to share it with individuals who don't use Google Calendar, you can share your calendar's 'Private Address.' Keep in mind that this address was designed for private use only, so don't share this address with others unless you want them to see all the events -- including private events -- on your calendar.

Share a calendar with a Google Group

You can easily share your calendar with a Group created in Google Apps (a single email address that includes a group of Google Apps users) or a regular Google Group (a single email address that includes a group of anyone with an email address).

If there is a regular Google Group created for parents or for others outside your school Apps domain, you can easily share with those members.

All you need to do is add the Google group address as an individual email address – review how to add an individual to a shared calendar. The calendar sharing settings will automatically adjust to any changes in the group's membership over time.

Learn more about regular Google Groups

Share a calendar with staff, students, and parents

Share a calendar with your school

Some calendars are appropriate to be viewed by anyone in your school, including other teachers and students. In this case, instead of adding each email address of everyone at the school individually, you can set a broad access setting for your entire school domain. With this setting, anyone who is logged in with a school Apps account will be able to view the calendar as you specify (either with all event details, or with only free/busy information).

To share your calendar with your school domain, follow these steps:

  1. In the calendar list on the left, click on the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click on Manage Calendars at the bottom of the calendar list, then click the appropriate Share this calendar link.)
  2. Select Share this calendar with others.
  3. Select Share this calendar with everyone in the domain myschool.org 
  4. If you don't want the people at your school with Google Apps accounts to view the details of your events, select Share only my free/busy information from the drop-down Permission settings menu.
  5. Click Save.

Share a calendar with parents or others outside your school

If you would like to share your calendar with people who do not have accounts at your school, you can choose to either:

1. Share a calendar with the public, then provide the relevant people with the calendar URL as reviewed in the previous lesson.

2. Share a calendar with a regular Google Group (which can include members with emails of any type) as reviewed previously.

Share a calendar with a group

If there is a Google Group created for parents or for others outside your school Apps domain, you can easily share with those members.

You can also share with groups created within your school Apps domain. Groups within your Apps domain can be created by the domain administrator or by individuals with school Apps accounts. These groups will have a unique email address, such as math-department@myschool.org, or ms-smith-language-arts-2@myschool.org. Learn more about creating groups within your Apps domain in the Module 1 Chapter 3 or Module 6 Chapter 5.

To share with a Google Group, Google Apps User Managed Group or a Google Apps created contact group, follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click the Settings link at the bottom of the calendar list, select a calendar and click the Share this calendar link.)
  2. Type the Google Group or Google Apps created contact group email address in the Share with specific people box.
  3. This sharing access setting will now affect anyone who is included in that Google Group or the Google Apps created contact group.
  4. Select a level of access for the group. Sharing access to allow any individuals in the group to make changes are the first two options.
  1. Click Add Person.

All you need to do is add the Google Group address as an individual email address – see previous lesson on how to add an individual to a shared calendar. The calendar sharing settings will automatically adjust to any changes in the group's membership over time.

Check and change who can view, edit or add events

List of those with calendar access

For calendars that you own or for which have owner privileges, you can check to see the sharing settings at any time.

To check the sharing settings, follow these steps:

  1. Click the down-arrow in the left column next to the appropriate calendar.
  2. Select Share this calendar. Alternatively, you can get here by clicking Settings in the top right corner, click the Calendars tab, then click the associated link under the Shared column next to the calendar name (either Shared: edit settings, or Share this calendar).
  3. Here you will see the broad sharing settings (Share this calendar with others) and the individual sharing settings (Share with specific people). You will also see a dropdown next to each individual with the sharing access level.

For a full explanation of the sharing access options, review the first lesson in this chapter.

Add individuals who can edit calendar events

When you specifically share a calendar with an individual, you can set the sharing access to be able to make changes to event.

To add an individual who can add or make changes to events within a specific calendar, follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click the Settings link at the bottom of the calendar list, select a calendar and click the Share this calendar link.)
  2. Type the person's full email address in the Share with specific people box.
  3. Select a level of access for that person. For individuals to be able to make changes, there are 2 options:
  1. Click Add.

Once you click Add, the person you selected to share the calendar with will receive an email invitation to view your calendar.

Remove an individual from a shared calendar

You can remove someone from your shared calendar at any time. If you had previously given them access to make changes to events or to make changes to events AND manage sharing, they will no longer be able to do so.

Please note, however, that if you have set broad access sharing levels for your calendar in the 'Share this calendar with others' category, the individual may still be able to view the calendar. For example, if your calendar has the setting 'Make this calendar public' checked, any individual will be able to access the calendar, regardless of if you added or removed them from the individual access list. In addition, if you have set your calendar to be visible to your school domain, any individual with a school Google Apps account will still be able to access your calendar (via a URL).

If you wish to make it so that no one can view your calendar, review how to make a calendar completely private.

To remove someone from your shared calendar, follow these steps:

  1. In the calendar list on the left, click the down-arrow button next to the appropriate calendar, then select Share this calendar. (Alternatively, click on Settings at the bottom of the calendar list, then click the appropriate Share this calendar link.)
  2. Click the trash-can icon to the right of the email address you'd like to remove.
  3. Click Save.