Quick Answer: Share Google Calendar in 5 Steps
Open calendar.google.com on a computer → Hover over your calendar → Click the three dots → Select "Settings and sharing" → Add people under "Share with specific people" and choose their permission level. Note: You cannot share calendars from the mobile app.
Google Calendar is one of the most popular calendar tools, but sharing it with others isn't as straightforward as you might expect. This guide walks you through every step, explains the confusing permission levels, and helps you troubleshoot common problems. We'll also show you an easier alternative if Google Calendar's limitations frustrate you.
In This Guide
How to Share Google Calendar from Desktop
The full calendar sharing feature is only available on the web version of Google Calendar. Here's exactly how to do it:
Open Google Calendar on Your Computer
Go to calendar.google.com in your web browser. Make sure you're logged into the Google account that owns the calendar you want to share.
Find Your Calendar in the Sidebar
Look at the left sidebar under "My calendars." You'll see a list of all your calendars. Hover over the calendar you want to share.
Open Settings and Sharing
Click the three vertical dots (⋮) that appear when you hover. Select "Settings and sharing" from the dropdown menu.
Add People to Share With
Scroll down to the section labeled "Share with specific people or groups." Click the "+ Add people and groups" button. Enter the email address of the person you want to share with.
Choose Permission Level and Send
Select an appropriate permission level from the dropdown (see section below for details). Click "Send" to send them an email invitation. They must click the link in the email to add your calendar to their account.
How to Share Google Calendar from Mobile
To share your calendar from a phone or tablet, you have two options:
Understanding Google Calendar Permission Levels
One of the most confusing parts of Google Calendar sharing is choosing the right permission level. Here's what each option actually means:
Making Your Calendar Public
If you want anyone with the link to view your calendar (without adding them individually), you can make it public:
- Go to Settings and sharing for your calendar
- Find the section "Access permissions for events"
- Check the box "Make available to public"
- Choose whether to share "See only free/busy" or "See all event details"
- Copy the public URL or embed code to share
Troubleshooting Common Google Calendar Sharing Issues
Recipient can't see my calendar after I shared it
- They haven't clicked the acceptance link in their email
- Wrong permission level selected (free/busy instead of details)
- Email went to spam folder
Re-send the sharing invitation and ask them to check spam. Verify the permission level in Settings > Share with specific people.
Can't share calendar with people outside my organization
- Workspace admin has blocked external sharing
- Organization policy restricts sharing to internal users only
Contact your IT administrator to enable external sharing in the Google Workspace Admin Console under Apps > Google Workspace > Calendar.
"You've reached your sharing limit" error
- Google limits calendar sharing to 75 accounts per day
- Too many sharing requests in a short period
Wait 24 hours before sharing with additional people. For larger teams, consider a dedicated shared calendar or alternative like BCalendar.
Can't share from the mobile app
- Google Calendar mobile app doesn't support calendar sharing
- Full sharing features require the desktop web interface
Open calendar.google.com in your mobile browser, switch to Desktop Site mode, then follow the standard sharing steps.
Shared calendar shows "Busy" instead of event details
- Known Google Calendar bug that persists even with correct settings
- Admin-level restrictions overriding individual settings
Remove the person's access completely, wait a few minutes, then re-add them with the correct permissions.
Google Calendar Sharing Limitations
Before relying on Google Calendar for team sharing, be aware of these limitations:
No Mobile Sharing
You cannot share calendars from the iOS or Android apps. Desktop browser required.
Daily Sharing Limit
Limited to sharing with 75 accounts per day. Large teams hit this limit quickly.
Account Required
Recipients need a Google account for the best experience. Non-Gmail users have limited access.
Admin Restrictions
Workspace admins can block external sharing entirely. Individual users can't override this.
Complex Permissions
Four different permission levels cause confusion. Wrong settings lead to "can't see calendar" issues.
Email-Based Invites
Sharing requires email invitations that can go to spam. No simple link-based sharing.
A Simpler Alternative: BCalendar
If Google Calendar's sharing process feels too complicated, or you're hitting its limitations, BCalendar offers a simpler approach to shared calendars.
| Feature | Google Calendar | BCalendar |
|---|---|---|
| Time to share | 5-10 minutes | 30 seconds |
| Account required | Yes (Google account) | No account needed |
| Share from mobile | Not supported | Works anywhere |
| Permission levels | 4 confusing levels | Simple: link = access |
| Daily sharing limit | 75 accounts/day | Unlimited |
| External sharing | May be blocked by admin | Always allowed |
| Email invitations | Required (can go to spam) | Just share a link |
| Non-Google users | Limited experience | Full experience |
| Cost | Free (with Google account) | Free forever |
How BCalendar Works
Create a calendar - Click one button, no signup required
Add team members - Enter names, each gets a unique color
Share the link - Send via Slack, email, text - anything
Everyone's in - Instant access, no invitations to accept
When to Use Google Calendar vs BCalendar
Use Google Calendar if:
- Everyone already has Google accounts
- You need integration with Gmail and Google Meet
- You're in a Google Workspace organization
- You need complex recurring event rules
- You want calendar sync with other Google services
Use BCalendar if:
- You need to share with non-Google users
- You want the simplest possible setup
- Team members shouldn't need accounts
- You're sharing with contractors or clients
- You're frustrated with permission issues
- You need to share from mobile quickly
Frequently Asked Questions
How do I share my Google Calendar with someone?
To share your Google Calendar: 1) Open calendar.google.com on a computer, 2) Hover over the calendar you want to share in the left sidebar, 3) Click the three dots and select "Settings and sharing", 4) Scroll to "Share with specific people" and click "Add people", 5) Enter their email and choose a permission level, 6) Click Send. They'll receive an email invitation to accept.
Can I share my Google Calendar from my phone?
No, the Google Calendar mobile app doesn't support calendar sharing. You must use a computer or open calendar.google.com in your mobile browser with "Desktop Site" mode enabled. This is one of Google Calendar's biggest limitations for mobile users.
Why can't someone see my shared Google Calendar?
Common reasons include: they haven't accepted the email invitation, you selected "free/busy" instead of "all event details", the email went to spam, or your organization's admin has blocked external sharing. Check your sharing settings and re-send the invitation if needed.
How many people can I share my Google Calendar with?
Google Calendar has a daily sharing limit of 75 accounts. If you need to share with more people in a single day, you'll need to wait 24 hours or use an alternative like BCalendar which has no sharing limits.
Can I share Google Calendar with non-Gmail users?
Yes, you can share with any email address. However, non-Gmail users will have a limited experience - they can view the calendar via a link but may not be able to add it directly to their calendar app. For seamless sharing with non-Google users, consider BCalendar which requires no accounts at all.
What's the difference between sharing a calendar and sharing an event?
Sharing a calendar gives ongoing access to all events on that calendar (past and future). Sharing an event only invites someone to one specific meeting. For team scheduling, you typically want to share the entire calendar, not individual events.
How do I stop sharing my Google Calendar?
Go to Settings and sharing for the calendar, scroll to "Share with specific people", find the person you want to remove, and click the X next to their name. Their access is revoked immediately.
Is there an easier way to share a calendar than Google Calendar?
Yes, BCalendar offers a simpler alternative. Create a shared calendar in 30 seconds, share a single link with your team, and everyone can view and add events immediately - no Google accounts required, no permission levels to configure, no mobile restrictions.
Summary
- Desktop sharing: Settings and sharing → Add people → Choose permissions → Send
- Mobile sharing: Not supported in app - use mobile browser with "Desktop site"
- Permission tip: Start with "See all event details" for most team sharing
- Common fix: If someone can't see your calendar, re-send the invitation
- Easier option: BCalendar offers link-based sharing with no accounts required
Google Calendar sharing works well once you understand the steps, but it's not the simplest solution for everyone. If you find yourself constantly troubleshooting permission issues or need to share with people outside the Google ecosystem, give BCalendar a try - it's free and takes 30 seconds to set up.