How to share Google Calendar with someone (Easiest method)

In today's age, digital scheduling tools have become commonplace, both for busy professional life and day-to-day happenings. With more and more features being released, tools like Google Calendar have opened up a world of possibilities to make your schedule more organized. But, it isn't perfect, especially when it comes to sharing and collaboration.

There's hope! If you’ve ever wanted to collaborate with someone without having to send emails back and forth, then learning how to share a Google Calendar is one of the easiest ways to do just that! By collaborating on a calendar, you can easily keep track of events and tasks for everyone involved.

Learning how to share a Google Calendar with someone is simple, but there some important steps involved. We'll walk through some manual methods, as well as quicker ways to share calendars with other platforms with the power of IFTTT, our powerful automation platform.

IFTTT allows you to connect Google Calendar to over 1000 other apps and services, and build your own custom workflows that do tasks for you. It's free to start, so join today!

Table of Contents

• How does Google Calendar work?
• Why you should share your Google Calendar
• 9 easy steps to sharing your Google Calendar
• Automating your Google Calendar with IFTTT
• Our favorite Google Calendar Applets on IFTTT

How does Google Calendar work?

Google Calendar is a cloud-based scheduling tool that helps you organize events, appointments, and reminders in one place. Because it’s tied to your Google account, your calendar automatically syncs across devices like phones, tablets, and computers so your schedule is always up to date.

At its core, Google Calendar is built around calendars and events:

Calendars act like containers. You can have multiple calendars for different parts of your work, personal, family, or projects. Events are like individual items on your schedule. These can be one-time meetings or recurring reminders, and they can include details like location, notes, links, and attachments.

Google Calendar also supports notifications and reminders, helping you stay on track with alerts via email, push notifications, or both. One of its most powerful features is sharing and collaboration. You can invite others to individual events or share an entire calendar with specific permission levels, such as view-only access or full editing rights. However, there are some limitations with Google's native system. Integrations are limited to a handful of Google products, and syncing calendars with details can be sluggish.

Next, we'll cover how to share your Google Calendar with others with two methods; manually and by integrating with IFTTT.

Sharing your Google Calendar manually

Step 1:

The first step in sharing your calendar is logging into your Google account. Once logged in, hover over the Apps menu (at the top right), which will display all of the Google Apps.

Step 2:

Select and open "Google Calendar"

Step 3:

Now click on the Settings gear icon located at the top right of the page.

Step 4:

Click settings again.

Step 5:

Select which calendar you wish to share.

Step 6:

Click "+ Add people and groups."

_Step 7: _

Add the person or persons you would like to share with. This controls access permissions, or who can view your calendar.

Step 8:

Select Permission Settings - Some may choose to share all of their event details, but most people choose "See only free/busy (hide details)" This will allow the recipient to see when you are free or busy but not let them know any other personal information about your meetings.

Step 9:

Click "Send."

Why should you consider automation?

While manually sharing your Google Calendar works well for basic collaboration, it can quickly become time consuming. Automation helps bridge the gaps where Google Calendar’s native features fall short. Automation helps save you time, reduces errors, and keeps everything in sync without constant updates.

For example, instead of remembering to add events from emails, project management tools, or messaging apps, automations can create or update calendar events for you the moment something changes. This means fewer missed meetings and less double-booking.

Automation is also great for when collaborating with people who don’t use Google Calendar. By connecting Google Calendar to apps and services outside of the Google ecosystem, you can share updates seamlessly, regardless of what tools others use.

Lastly, automated workflows take repetitive tasks off your plate. Maybe you're tired of always adding reminders, syncing schedules, or triggering follow-ups after an event. Automation lets your calendar work for you so you can focus on what actually matters.

Automating your Google Calendar with IFTTT

Using IFTTT (If This Then That), is the best way to automate your Google Calendar to do various tasks. For example, you can set up IFTTT to automatically add events to your calendar based on certain criteria such as location, time of day, or even keywords in emails.

Getting started with IFTTT is super easy, and doesn't require any programming knowledge. Here’s how to get started:

Create an IFTTT account: If you don’t have an account, sign up on the https://ifttt.com.

Connect Google Calendar: Use the search bar to find Google Calendar . Click the “Connect” button and link your account by signing in.

Browse Applets: Head to the Applets tab in IFTTT and search through our library for an Applet that works for you. Don’t worry, we have over a million (and counting) Applets for you to choose from. You can also create your own with our easy-to-use Applet builder.

To learn more about building your own Applets, check out our guide here. It's got everything you need to know to get started!

How IFTTTers automate their Google Calendar

Automatically create calendar events

Manually adding events can be annoying, especially when they come from other apps. With IFTTT, you can automatically create Google Calendar events based on triggers like receiving an email, adding a task to a project board, or arriving at a specific location.

Get smarter reminders and notifications

Google Calendar reminders are useful, but integrating them with IFTTT takes them a step further. In just a few minutes of setup, you can receive custom notifications before events via email, push notification, or even messaging apps.

Sync Google Calendar with your favorite apps

Many people manage their work across multiple tools. IFTTT makes it easy to keep everything in sync by connecting Google Calendar with apps like Trello, Slack, Evernote, and more.

Share events and updates automatically

Sharing calendars can be tricky if you have to keep everyone aware of changes, especially with teams or families. With IFTTT, you can automatically notify others when new events are added or existing ones change.

We hope this guide has given you some insight into the importance of keeping your calendar updated, either manually or with the power of automation. For those looking to get more done, join IFTTT for free today and see why we are the most trusted automation platform for millions worldwide.