Protect Your Account
While Making Scheduling Easy!
We’ve all been in one of those situations we are trying to compare our schedules with a friend or colleague to find a suitable time for an appointment or meeting…
Or maybe we needed a VA (virtual assistant) to be able to schedule appointments for us…
Or a way for the entire organization to “see” all of the upcoming events for the month in an easy to visualize layout.
That’s where Google Calendar sharing comes in!
You can easily make your whole calendar public, or only your busy times public, or share the whole calendar with someone (such as your VA) for scheduling, or share just your busy times with a colleague to make it easier to schedule a meeting!
Lots of flexibility and it’s super easy to set up…. without ever having to reveal (or risk) your Google profile password!
How To Share Your Google Calendar
1. Visit Google Calendar at: https://www.google.com/calendar/ and sign in so that you see all of your calendars displayed.
2. In the left-hand sidebar, under the section labeled “My Calendars” hover over the name of the calendar you wish to share, until a little drop-down arrow appears to the right of the name. Now, in this drop-down arrow, select the link that says “Share this calendar”.
3. Now you are in the “Share This Calendar” tab of the settings for that particular calendar.
Here, you want to specify via checkbox if the calendar should be public or not. The calendar is not generally set to public if you are only sharing it with a few people. However, for everyone in your organization to view it, it’s often simpler to set it to public than it is to give everyone individual permissions.
Under “Share with Specific People” you type in the individual’s username and select the permission setting that they need. The email you enter for them needs to already be one they use for Google calendar or they will receive an invitation to Google calendar.
a. “See only free/busy (hide details)” is useful when giving a colleague access to a personal-life calendar so that they can only tell when you are NOT available.
b. “See all event details” – This is useful when someone needs to see everything you have going on in the calendar but is given no editing, adding or changing rights.
c. “Make changes to events” – This is a typical setting given to a low ranking or singular VA. This enables the individual to add, edit, change … but not share the calendar with anyone else.
d. “Make changes AND manage sharing” – This is a typical setting given to a low ranking or singular VA. This enables the individual to add, edit, change … AND share the calendar with anyone else. If you have an office manager that may need to grant/revoke permissions to/from other teammates this may be appropriate for a work calendar. This is generally also appropriate for a calendar you share with your spouse so they can grant limited permissions to it to the babysitter, etc.
4. Remember to click Save! You are done!
5. The individual that was just granted sharing access needs to wait on an email from Google that will let them know they’ve received rights. Sometimes this is immediate and sometimes it takes an hour to arrive. Once it arrives, they can either open or refresh their calendar to see the shared calendar. It will be under the “Other calendars” section in their left side-bar unless they were given full control.
Just like you, the individual can easily toggle on or off the visibility of the calendar by clicking on it’s title in the left sidebar.
Calendar Shared and Google makes it easy!
There’s actually a lot of power and flexibility in this tool without it being cumbersome to use… Enjoy!
~ Kim ~
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PS: Remember to go into the same area to revoke permission as soon as the other individual no longer requires access. This prevents trouble and minimizes the impact of bugs.