46 useful answers · Page 1 of 2
Schedule events, share calendars, and manage reminders and time zones.
Search this topicOn a computer, open the calendar's menu under My calendars and choose Settings and sharing. Under Shared with, add the person's email address, choose their permission level, and send the invitation. They must follow the email link to add the calendar. Use individual sharing when you do not intend public access.
Check the email address in the calendar's sharing list and ask them to open the invitation link. They should also check spam and confirm they are using the intended Google Account. If necessary, remove and re-add their invitation. Work or school administrators may restrict sharing beyond your organization.
Open the calendar's Settings and sharing page and remove the person under Shared with. Review public, organization, and group access too, because those settings may still make the calendar visible. Removing a named person does not make a publicly available calendar private or remove copies they previously made.
No. A public calendar can be accessible through websites, subscriptions, and search results. Choose public sharing only for events intended for everyone, such as community activities. Keep personal appointments on a separate private calendar, and review whether the public calendar exposes event details or only availability before sharing it.
For a calendar intended to be public, open its settings and find Integrate calendar. Copy the public calendar URL for browser viewing. Check the calendar's public-access settings and test the link signed out. Do not publish a personal calendar just to avoid a sign-in step for one recipient.
Open Settings and sharing for the calendar and disable public availability under event-access permissions. Review any remaining people, groups, or organization access separately. Google says the public-sharing change can take up to four hours to apply. Previously copied or downloaded event information is not recalled by changing this setting.
In a browser, use the plus beside Other calendars and choose Create new calendar. Add a name and description, then create it and configure sharing. Select this calendar when adding project events. New calendars must be created in a browser, but they can appear in the Calendar app afterward.
Find the calendar under My calendars. Open its menu and Settings and sharing to change its name; use the same calendar menu's color options to adjust its appearance. Choose descriptive names as well as colors so overlapping calendars remain understandable. Renaming the calendar does not create a second calendar or move its events.
Choose the free/busy permission for the person or group rather than permission to view event details. Review broader sharing too: a public or organization setting that exposes details can take priority over a more restrictive individual setting. Test the result with the intended viewer before relying on it for privacy.
Choose an event-editing permission rather than the level that also manages sharing. Current options distinguish editors who can see private event details from editors who see private entries only as availability. Select the least access needed for the task, and check organization restrictions if the expected option is unavailable.
On a computer, open the calendar's settings, select Integrate calendar, and customize the embed code. Paste it into an HTML-capable area of your website. Visitors still need permission to see the calendar; embedding alone does not make it public. Test the page signed out if it is meant for general visitors.
Open the event on a public calendar and use More actions > Publish event to copy its link. Check that the description contains only information intended for public viewing. Google notes these links work best in desktop browsers; on mobile, open the link in a browser if the Calendar app displays it incorrectly.
Edit the event and change its visibility to Private, then save. This hides details from many viewers, but people with higher editing permissions can still see them. Guest invitations and booked resources may also expose limited scheduling information. Check calendar permissions as well as event visibility before adding confidential details.
Google applies one visibility setting to a recurring series. Changing the privacy of one occurrence or a subset can therefore affect the whole series. If one meeting needs different visibility, consider a separate event and carefully remove only the replaced occurrence. Check invitations so guests do not receive duplicate meetings.
Start creating the event, open the calendar selector in its details, and choose the shared calendar before saving. You need permission to create events there for it to appear in the list. Check the selected calendar each time, especially when your personal and project calendars use similar colors.
Create an event, set its date and time, add guests, and select the Google Meet conferencing option. Save the event and send the invitation when prompted. Some work or school accounts add a meeting automatically. Check the conferencing link and guest list before sharing the event outside your organization.
Edit the event and enable Modify event under guest permissions, then save. This gives guests broader editing ability, including changes beyond the meeting time. Use it for trusted collaborators, and agree on how schedule changes will be communicated. If guests should only suggest times, keep full event editing disabled.
Open the event for editing, change its calendar selector to the destination calendar, and save. Check the destination's sharing and notification settings before moving sensitive meetings. Google restricts transfers of events with more than 200 guests, and conferencing policies can change when events move between calendar owners.
For a secondary calendar you own, open Settings and sharing and choose the ownership-transfer option beside the intended person. They receive an email and have 60 days to accept. You remain the owner until acceptance. Primary calendars cannot be transferred, and work or school transfers must stay within the organization.
Click the calendar in the left-hand list to hide its events from your current view. If you want to remove its name from the sidebar, use Hide from list and restore it through settings later. Hiding is useful for occasional calendars because it preserves the events and other people's access.
Unsubscribing removes a calendar you do not own from your list. Deleting a secondary calendar you own removes it for everyone who shares it. If you only want less clutter, hide it instead. Before deleting a group calendar, check whether its other users still depend on its events.
Edit the event, adjust its notification timing, and use Add notification to include another reminder. Choose email or an available notification type for each, then save. These notification preferences apply to your account rather than setting everyone else's reminders, even when other people share or attend the event.
Open settings for the particular calendar and adjust Event notifications. Review the separate all-day notification settings too. These defaults guide reminders for new events unless you customize an event individually. Check an upcoming important appointment directly rather than assuming a new default has replaced every reminder you previously set.
In settings for the relevant calendar, open Other notifications and change the event-response email category to None. Leave other categories enabled if you still need updates about changed or canceled events. Review the choices per calendar; disabling RSVP emails is different from turning off your own upcoming-event reminders.
Source checks for these answers: September 21, 2026. Product instructions and local requirements can vary.