How to Share Google Calendar with Group?

Users often share calendar events in Google Group. If you also want to do the same. This blog will help you by providing several ways to share Google Calendar with a Google Group. Also, discover the solutions if you are having a problem sharing your calendar with Google.

Google Groups is a function in Google Workspace where you can send your emails, contacts, calendars, and other documents to a group of users using a single email address. This method replaces individual email sharing when you have to share a single email to multiple recipients. It is different than Shared Inbox, as Google Group is free and you don’t need an additional Google Workspace license.

When the user has to share Google Calendar with Group, they have to first follow the prerequisites.

Preparations Before Sharing Calendars with Google Group

It is very beneficial to share your Google Calendar with Google Group. But to properly share the events, you need to configure your administrative and group-level configurations for smooth working.

• If your group has members outside of your domain. Then, the admin must allow External sharing to see the event details.
• To share your calendar in the new group, you must be the owner of the calendar or have permission of Make changes and manage sharing.
• Your Google Group must have a valid email address.
• Always set the permission “Who can view members” when you want the calendar automatically appear for group members. If not, then the member will receive an invitation email where they have to manually add the calendar via the link.
• Make sure that all the users have active Google accounts so that they can view the shared Google Calendar.
• To transfer your complete Google Calendar, you need to use a desktop. As it is not possible through the mobile app.

Properly follow these steps before making Google Calendar public to the Group. Then, start the procedure.

How to Share Google Calendar with Google Group?

Google Workspace administrators create Group calendars to share the calendar events within their organization. Whoever creates a group calendar owns the calendar. When a group is invited to an event, a copy of the event is stored and processed according to the top organization’s data policies.

The process of sharing the Google Calendar is simple but lengthy. So, I divided it into 3 parts. I will explain all the parts in simple steps.

Part 1: Create Google Calendar to Share

Start the process by creating the Google Calendar that you are going to share with the group.

1. On your computer or laptop, open a web browser and run Google Calendar.
2. On the left panel of the Calendar, next to the other calendar, click + to add other calendars.
3. After that, select the Create New Calendar option.
4. Provide Name, description, and set Time zone. Then, press Create calendar.

Part 2: Share Google Calendar with Group

After creating the calendar, share it to group by following the steps below.

1. In the Google Calendar, click the name of the calendar that you have just created.
2. Hover the mouse on your calendar and press the More button (three dots button).
3. Select the Settings and sharing button, then choose Everyone in your organization or a specific person or group.
4. Click the down arrow in the permission section, and choose any option.
5. Hit the Send button.

All members of the group receive an email with links to the shared calendar. In the email contain add to calendar link. Click it and then Add Calendar. The new shared calendar will be visible in the Other calendars list.

Part 3: Help Users to Find Shared Calendars

If some members of the group couldn’t find the shared calendar. Send them the calendar ID.

1. Again, open the Google Calendar.
2. Go to the section where your shared calendar is located.
3. Click the More button (three dots button). Then, Settings and sharing options.
4. At the end of the Integrate calendar section, copy the calendar ID.
5. Paste this ID in a document or site where the new users can easily get it.
6. After that, click + next to other calendars. Then, subscribe to the calendar button.
7. Paste the Calendar ID in add a calendar box. Hit the Enter button.

Properly follow these steps, and you can easily share Google Calendar with Google Group. Along with this, it is also important to understand the Google Calendar permission level.

Know Google Calendar Permission Levels

Permission is an important aspect that determines what others can see or do during the sharing. Admins allow these settings to secure their important events. So, when you are sharing the calendar in Google Groups. You also need to focus on the permission levels.

• See only free/busy: This permission allows others to see when they are busy or free. But, they cannot see event titles, locations, or descriptions.
• See all event details: Here, others can view all the details of the events. Such as descriptions and guest lists, not if the event is marked as Private. They cannot edit anything.
• Make changes to events: This permission allows users to create new events and edit or delete the existing ones. The 2025 update allows users to also see the member list of the shared calendar.
• Make changes and manage sharing: This is the maximum level of access, which includes editing rights and the ability to share the calendar.

Key Considerations When Setting Up Permissions

Along with it, you must also take several points into consideration.

• Those events that are marked as Private will be hidden even to the users with See all event details access. But, those with Make changes permissions can still see the private event details.
• If you are using a work or school account. The administrator may restrict sharing the details externally.
• In early 2026, Google updated policies on group calendar ownership. If the owner of the group calendar is deleted, then the calendar is also deleted unless you transfer the calendar ownership.
• When there is a conflict between public and individual permissions. The priority is broadest permission takes priority.

These considerations are important to keep in mind while you are sharing and setting up the permission. However, users have difficulty maintaining these points while moving their domains. Also, manually setting up the permissions of hundreds of users and groups is time-consuming, and there is a leak of data or broken schedules. To avoid this issue, you have to use the next method.

Move Google Calendar Without Any Issues

Sharing the Google Calendar in a Google Group is simple, but during the manual process, there can be issues with details or permissions. So, if you want to move the calendars to multiple users. You can use SysTools Google Workspace Migration Tool, a specialized software that can bulk migrate your Google Calendar with proper details and permissions.

Download Now Purchase Now

To Be Conclude

Many people don’t know how to share Google Calendar with Google Group. But here I am explaining how to share your Google Calendar. This method provides you complete procedure with clear steps. I also explain the permissions and the key considerations, and explain a solution to help you preserve your calendar events.