Division of Information Technology

Employees – How to share your Google Calendar

  1. In Google Calendar, click the dropdown next to 鈥淢y Calendars鈥 and select 鈥淪ettings鈥.
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  2. Make sure you are in the 鈥淐alendars鈥 tab:
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  3. Locate your calendar, and to the right, click where it says 鈥Shared: Edit Settings鈥
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  4. Here is where you can set your sharing preferences, along with what information is shared.
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If you do not want to share the same information with the entire organization, untick the box that says 鈥淪hare this Calendar with Others鈥.

Below this section , you will see that you are able to share your calendar with groups or individuals. Simply type in the name of each group or individual that you鈥檇 like to share with, and set what level of access you鈥檇 like them to have – for example, if you want all Employees (Faculty, Staff, and Administrators, but not students) to see 鈥淥nly Free/Busy鈥, paste the email address 鈥employees@saintpeters.edu鈥 into the 鈥淓nter email address鈥 field, set it to 鈥淪ee only Free/Busy鈥 and then click 鈥淎dd Person鈥:

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…and they will be added! (you can delete anyone you add by clicking the trashcan icon to the right after they鈥檝e been added to the list). Remember to click 鈥淪ave鈥 when you鈥檙e done!

Here’s what people can do with each sharing option:

Make changes AND manage sharing

  • See and edit calendar events as well as modify access to the calendar.

Make changes to events

  • See and edit calendar events.

See all event details

  • See calendar events with details.

See free/busy information (no details)

  • See calendar with no event details – only an indication of whether the time slots are 鈥渂usy鈥 or 鈥渇ree鈥.