July 21, 2024
Having trouble keeping up with your busy schedule? Learn how to share a calendar to improve productivity, organization, and teamwork in your daily life, integrate with third-party scheduling tools, and use creative ways to stay on top of your schedule.


Sharing a calendar is an essential tool in keeping our personal and professional lives organized, connected, and stress-free. There are various approaches to writing about how to share a calendar, but this guide focuses on how to tackle it through the most popular platforms, specific groups of people, and privacy concerns while providing creative ways of use.

Benefits of Using A Shared Calendar

Sharing a calendar provides numerous benefits that can significantly enhance our daily lives and relationships. It facilitates efficient scheduling, removes conflicting events, color codes important events, reminds us of them through notifications, and much more.

Staying Organized and on Top of Important Events

A shared calendar ensures that everyone is on the same page and no one misses essential events. It can be synced with multiple devices, allowing individuals to stay updated regardless of their location or work schedule.

Improving Team Collaboration

A shared calendar enhances teamwork by allowing colleagues to schedule meetings, appointments, and deadlines together. It keeps everyone informed of when colleagues are available, avoiding scheduling conflicts, and enhancing productivity.

How Sharing a Calendar Can Lead to Better Time Management

With a shared calendar, individuals can prioritize their responsibilities and use their time effectively. It reduces double bookings and time spent trying to arrange a meeting, leading to reduced stress levels and increased efficiency in our daily lives.

How to Share A Calendar Through Popular Platforms
How to Share A Calendar Through Popular Platforms

How to Share A Calendar Through Popular Platforms

Sharing a calendar on popular platforms like Google and Apple is an easy and convenient process. Here is a step-by-step guide on how you can share your calendar with friends and colleagues:

Step-by-step guide on sharing a calendar through Google or Apple Calendar

  • Open Google or Apple calendar and select the calendar you wish to share.
  • Click on the Settings button next to the calendar name, then select Share this Calendar.
  • Enter the email address of the person or group you want to share with in the ‘Share with specific people’ box or create a shareable link and share it with them.
  • Select their permission; they can view only or view-and-edit.
  • Click ‘Add person’ or ‘Share’ and the calendar will be shared.

How to manage and customize permissions for each person

You can control the visibility and accessibility of your calendar using permissions. Depending on their role, you can permit peers to view specific events without editing them, collaboration, or even full editing rights and the ability to add events to your calendar. To adjust their permissions, you need to access the calendar settings and scroll to the permissions section. From there, you can customize their access level and pick which events they can see and whether they can make changes.

How to Share A Calendar with Specific Groups of People

Sharing a calendar with specific groups of people such as friends, family, or coworkers need not be complicated. Follow these simple steps:

Instructions on creating a shared calendar for friends, family, or coworkers

  • Open your Google or Apple calendar and click ‘Create New Calendar.’
  • Fill in the name of the calendar and its description.
  • Click ‘Share with specific people’ and add the people you want to share with.
  • Pick the level of permission you want to grant them
  • Click on ‘Create Calendar,’ and you are done!

How to add or remove people from a shared calendar

If you want to add or remove individuals from a shared calendar, you must access the Google or Apple calendar privacy settings in the same way. You can either add or remove persons by email addresses or share a sharable link. If you are a creator of the calendar, you have full control over who can view and modify the calendar, which you can adjust via their permissions according to their activities on the calendar.

How to customize permissions based on roles or responsibilities

Suppose you are sharing the calendar within a group for work purposes, such as co-workers or students. In that case, it is best to assign permissions based on the relevant roles or responsibilities. For example, granting editors the authority to add new events if they need to schedule a team meeting or prohibiting viewers from making any modifications whatsoever to any scheduled events.

Privacy Concerns When Sharing a Calendar

Sharing a calendar may involve potentially sensitive data that must be protected. Here are different ways to address the privacy concerns:

How to protect sensitive information

To prevent someone from accessing sensitive information, one option is to set up a separate calendar for specific groups of people or private events not accessible by everyone, such as personal data. Furthermore, individuals can share multiple calendars and synchronise them with their specific devices.

How to set up separate calendars for different groups of people

Sometimes you might have overlapping schedules among different groups of people. This situation calls for the creation of separate calendars for each person or group, to ensure different events do not overlap.

Best practices for maintaining privacy when sharing a calendar

  • Regularly check the shared calendar to ensure that permission settings are correct and privacy is maintained.
  • Use discretion when adding event descriptions and information to ensure that sensitive data is not compromised.
  • Enable two-factor authentication on all shared accounts to improve the security of the shared calendar.

Scheduling Tools that Can Integrate with a Shared Calendar

Here are different scheduling tools that integrate well with a shared calendar:

Different scheduling tools that can help with scheduling meetings or events

  • Doodle – a scheduling tool that allows groups to schedule meetings or events.
  • Calendly – a popular scheduling tool that integrates itself with your calendar and can input availability for people.
  • Microsoft Bookings – another scheduling tool that can sync with Outlook to schedule and book appointments across your team.

Which tools work best for different scenarios

The choice of scheduling tool depends on the context and type of activities you are performing. For example, Doodle is great for scheduling a date for an event or a meeting, Calendly works well for scheduling individual appointments, and Microsoft Bookings is perfect for multiple appointments with clients or patients across the team.

Creative Ways to Use Shared Calendars

A shared calendar is not only useful for basic scheduling but can be used to facilitate group events, family activities, or project management. Here are some creative ways to use shared calendars:

Ideas on how to use shared calendars for group events, family activities, or project management,

  • Creating a group event calendar for concerts, festivals, or sporting events that you want to attend with your friends or family.
  • Establishing a family activity calendar for tracking birthdays, school schedules, weekend plans, and other family activities.
  • Using a shared calendar for project management to establish task deadlines, reminders, and milestones.

Tips on how to use features like reminders, recurring events, and color coding to stay organized

Reminders, recurring events, and color coding can drastically improve the efficiency and organization of the shared calendar. You can establish reminders for important events or deadlines, use recurring events to eliminate the need for constant scheduling and deadlines, and color code events for faster identification and context.


In conclusion, sharing a calendar is an essential tool in improving productivity, organization, and teamwork in our daily lives. This guide has explored the benefits of a shared calendar, the methods of sharing through popular platforms, with specific groups, and privacy concerns. We have also examined how to integrate third-party scheduling tools into shared calendars and creative ways to improve our use of the calendar. Practising these tips can help us better maintain relationships, keep up with busy schedules and have a better overall quality of life.

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