How to Share a Google Calendar With Specific People

Sharing a Google Calendar with specific people lets coworkers, family, or clients see your schedule — or even edit it — without making anything public. You control exactly who gets access and how much they can do, from free/busy only up to full management. This guide covers inviting people by email, the four permission levels, and removing access.

Share a calendar with specific people

Sharing with individuals is a web-only action — the mobile app can't add new people to a calendar's share list. You also need to own the calendar.

1. Open Google Calendar on a computer.
2. In the left sidebar under My calendars, hover over the calendar and click the three-dot menu (Options).
3. Choose Settings and sharing.
4. Scroll to Share with specific people or groups.
5. Click + Add people and groups.
6. Type the person's email address (or a Google Group).
7. Pick a permission level from the dropdown (explained below).
8. Click Send.

The person gets an email invitation. Once they accept, the calendar appears under their Other calendars list.

The four permission levels

Google offers four levels of access, from least to most powerful. Choose the smallest level that does the job.

Tips:

• Give free/busy to people who only need to schedule around you.
• Give see all event details to teammates who need context but shouldn't edit.
• Reserve make changes and manage sharing for co-owners — they can re-share your calendar and change permissions, so trust matters.

Sharing a single event vs. a whole calendar

Sharing the calendar gives ongoing access to everything on it. If you only need to share one meeting, just add the person as a guest to that event instead — open the event, add their email under Guests, and save. That keeps the rest of your calendar private.

For broader exposure (anyone, not just named people), see how to make a calendar public or private.

Change or remove someone's access

You stay in control after sharing.

1. Go back to Settings and sharing for the calendar.
2. Scroll to Share with specific people or groups.
3. To change access: click the permission dropdown next to the person and pick a new level.
4. To remove access: click the X next to their name.

Removal takes effect right away — the calendar disappears from their list, though a cached copy may briefly linger in third-party apps.

Troubleshooting

• They didn't get the invite. Have them check spam, or share the calendar's link directly from Integrate calendar.
• You don't see the share option. You probably don't own the calendar — only owners and people with "manage sharing" rights can add people.
• You need an entire team added. Share with a Google Group address once instead of adding people one by one.

If your team lives across Google and Outlook, nocal brings everyone's connected calendars into one shared timeline — see how.