Share your calendar

Choose whether to share your calendar publicly or only with your organization:

1. Click Settings Settings.
2. On the left, click your calendar.
3. In the Access permissions section, choose an option:
   • To make your calendar available publicly on the web, check the Make available to public box. Next to each sharing permission, click the Down arrow and choose whether you want to show your free and busy times.
   • To make your calendar available only to your organization, check the Make available for My Organization box. Next to each sharing permission, click the Down arrow and choose whether you want to show your free and busy times.
   • To make your calendar available throughout G Suite, check the Show calendar info in other Google apps, limited by access permissions box.

Share your calendar with specific people and choose how much they can see:

When you share your calendar with someone, you can decide how they see your events and whether they can also make changes, such as adding or editing events.

1. Click Settings Settings.
2. On the left, click your calendar.
3. In the Share with specific people section, click Add people and enter the email address or names of the people you want to share your calendar with.
4. Choose a sharing permission option:
   • See only free/busy (hide details)
   • See all event details
   • Make changes to events
   • Make changes and manage sharing
5. Click Send.

View other people's calendars

Wondering if someone is available to meet? Add a team member’s calendar so you can instantly check their schedule.

Add a team member's calendar:

1. On the left, next to Other calendars, click Add other calendars Subscribe to calendar.
2. Start entering the person’s name or email address and select the person from the list.
3. If the person set up their calendar for sharing, it appears in your list of calendars. That person's events also appear on your calendar.
4. If the person doesn’t have Google Calendar, add a request and click Send invite.
5. Quickly schedule events by checking your co-workers’ availability:
   • To view a co-worker’s calendar next to yours, check the box next to their name.
   • To view several co-workers calendars at once, check the boxes next to their names, or go to Meet with... and enter their names. At the top right in the view switcher box, click Day. The calendars appear next to each other so you can easily see when everyone is free at the same time.
6. (Optional) To view only your calendar, point to your calendar name and click MoreDisplay this only.

Create shared calendars

In addition to your own calendar, you can create shared calendars to track group activities, such as project schedules or co-worker vacations.

Create a shared calendar:

1. Open Calendar, and on the left next to Other calendars, click Add other calendars Create new calendar.
2. Name the calendar and add a description.
3. Click Time zone and select your time zone.
4. Click Create calendar. Your new calendar appears under My calendars.
5. (Optional) To update any calendar preferences, point to it and click More Settings.

Share a calendar:

1. Open Calendar and under My calendars, point to the calendar you want to share, and click More Settings and sharing.
2. Choose an option:
   • To share with individuals—Under Share with specific people, click Add people and add the person or the email address of the person you want to share with. Click Send.
   • To change wider sharing settings—Under Access permissions, select Make available to public or Make available for organization name.Import and export events and calendars

Delete a calendar

Click Settings Settings.

1. Click settingsSettings.
2. Select the calendar you want to delete and scroll to the bottom.
3. In the Remove calendar section, choose an option:
   • Click Unsubscribe if you want to unsubscribe from calendars that are read-only.
   • Click Delete if you want to delete calendars that you own.

Add out-of-office dates to your calendar

1. In your calendar grid, click the first day that you're away from work.
2. Click Out of office and select a time period.
3. (Optional) To explain you're away from work, enter a message in the Decline message section.
4. In the Visibility section, choose an option:
   • Public
   • Default visibility
   • Private
5. Click Save. Any new and existing meetings during this time will be automatically declined.

Manage event notifications

You can decide how you want to manage your incoming event notifications.

Turn notifications on or off:

1. In Calendar, click Settings Settings.
2. On the left under General, click Event settings.
3. Click Notifications and select an option:
   • Off
   • Desktop notifications
   • Alerts
4. (Optional) To set up a sound for your incoming notifications, check the Play notification sounds box.
5. (Optional) To manage your notifications, on the left, click your calendarGeneral notifications.
6. Next to each option, click the Down arrow and select None or Email.

Set event-specific notifications:

1. When you're creating your event, at the bottom, click More options.
2. Click Add notification.
3. Select a time period for notifications.
4. (Optional) To add another notification, click Add notification and repeat steps 2-3.

Choose your calendar view

You can choose how many days you see at a time in your calendar view. Select the option that’s best for you at the top of your calendar.

Choose your calendar view:

1. At the top right in the calendar view box, click the Down arrow and choose an option:
   • View a calendar by day, week, month, or year
   • View your schedule
   • Hide or show weekends
   • Hide or show declined events
2. To view multiple calendars side-by-side in day view—select Day view and check the boxes next to the calendars you want to see.
3. To view the next or previous day’s calendar—next to Today, click Next or Previous .

Manage your calendar view settings:

1. Click Settings Settings.
2. On the left under General, click View options.
3. Depending on the view you want, check or uncheck the following boxes:
   • Show weekends
   • Show declined events
   • Show week numbers
   • Reduce the brightness of past events
   • View calendars side by side in Day View
4. Click Start week on and choose when to start the week.
5. Go to the Set custom view field and click the Down arrow to choose the number of days or weeks you want to appear in your calendar view.
6. Go to the Alternate calendars field and click the Down arrow to choose an alternate calendar.

Change your calendar's look

Changing the way your calendar appears can help you when you have several calendars layered on the same screen.

Change your calendar’s density and color set:

1. Click Settings Density and color.
2. Click Color setModern (with white text) or Classic (with black text).
3. Click Information densityCompact or Responsive to your screen.
4. Click Done.

Change your calendars’ color set:

1. On the left under My calendars, point to the calendar.
2. Click More and select a color or click Add to choose a custom color.

Change an event’s color:

1. Right-click an event.
2. Select a new color.

Note: If you change the color of an event, the original color is represented as a vertical line on the left side of the event.