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How to Share Google Calendar Events [2025] - Complete Guide

"I want to share a Google Calendar event with others, but I don't know how." "I sent a meeting invite, but it's not showing up on their calendar."

If you've faced these challenges, you're not alone.

This article explains 5 ways to share Google Calendar events, helping you choose the best method for your situation.

5 Ways to Share Google Calendar Events

| Method | Best For | Requirements for Recipients | |--------|----------|----------------------------| | Guest Invites | Meetings | Google account recommended | | Link Sharing | Event announcements | None | | Public Calendar | Regular schedules | None | | Calendar Sharing | Teams/Family | Google account | | ICS File | Cross-platform | Any calendar app |

Method 1: Invite Guests (Most Common)

Steps

  1. Open Google Calendar
  2. Create a new event or click an existing one
  3. Enter email addresses in "Add guests"
  4. Click "Save"
  5. Select "Send" when asked about invitation emails

Pros and Cons

Pros

  • Adds directly to recipient's calendar
  • RSVP tracking available
  • Auto-generates Google Meet links

Cons

  • Limited experience without Google account
  • Time-consuming for large groups

When to Use

  • Internal team meetings
  • One-on-one appointments
  • Small events (under 10 people)

Method 2: Share Event Link

Steps

  1. Click on the event to open details
  2. Click the "⋮" (options) menu
  3. Select "Publish event"
  4. Click "Copy link"
  5. Share via social media or email

Pros and Cons

Pros

  • No Google account needed
  • Easy to share on social media
  • One-click calendar add

Cons

  • No RSVP tracking
  • Anyone with link can access

When to Use

  • Social media announcements
  • Public events
  • Open seminars and webinars

Method 3: Make Calendar Public

Best for sharing ongoing schedules and regular events.

Steps

  1. Hover over the target calendar in the left sidebar
  2. Click "⋮" and select "Settings and sharing"
  3. Under "Access permissions", check "Make available to public"
  4. Copy and share the public URL

Visibility Options

Options:
- See only free/busy (hide details)
- See all event details

When to Use

  • Studio/classroom schedules
  • Facility availability
  • Team availability sharing

Method 4: Share Calendar with Specific People

Steps

  1. Open "Settings and sharing" for the calendar
  2. Under "Share with specific people", click "Add people"
  3. Enter their email address
  4. Select permission level
  5. Click "Send"

Permission Levels

| Permission | What They Can Do | |------------|------------------| | See only free/busy | View availability only | | See all event details | View event content | | Make changes to events | Edit and delete events | | Make changes and manage sharing | Full admin access |

When to Use

  • Family schedule sharing
  • Team coordination
  • Executive assistants

Method 5: Export as ICS File

Useful for sharing with people using different calendar apps (Outlook, Apple Calendar).

Steps

  1. Click on the event to open details
  2. From the "⋮" menu, select "Publish event"
  3. Click "ICS" to download
  4. Send the file to recipient

Pros and Cons

Pros

  • Works with any calendar app
  • Can share offline

Cons

  • Updates don't sync (static file)
  • Manual import required

Limitations and Solutions

Common Challenges

  1. Recipient doesn't use Google → ICS works but doesn't sync updates
  2. Large audience → Inviting one by one is inefficient
  3. Update notifications → Only guest invites auto-notify
  4. RSVP tracking → Not available with link sharing

Solution for Event Organizers: Calen

Calen solves these challenges for event organizers.

Benefits of Calen

| Challenge | Calen Solution | |-----------|---------------| | Non-Google users | Supports Google/Apple/Outlook, no account needed | | Large audiences | Share one URL | | Update notifications | Calendars auto-update | | RSVP tracking | Registration analytics included |

Sharing with Calen

  1. Create event on Calen
  2. Share the generated URL
  3. Attendees add to any calendar with one click

Best Method by Scenario

Business Meetings

Recommended: Guest Invites

  • Auto-generated Google Meet
  • RSVP tracking
  • Reminder notifications

Seminars & Webinars

Recommended: Calen

  • No account required for attendees
  • Multi-calendar support
  • Attendee analytics

Team Schedules

Recommended: Calendar Sharing

  • Always up-to-date
  • Permission controls

Family & Friends

Recommended: Calendar Sharing or Link Sharing

  • Simple and easy
  • Good for ongoing sharing

Troubleshooting

Invites Not Received

  1. Check spam folder
  2. Verify email spelling
  3. Check recipient's email settings

Calendar Not Updating

  1. Refresh browser
  2. Restart calendar app
  3. Check sync settings

Removing Shared Access

  1. For events: Remove guests
  2. For calendars: Remove from "Settings and sharing"

Summary

There are 5 ways to share Google Calendar events, each suited for different situations.

| Situation | Recommended Method | |-----------|-------------------| | Small meetings | Guest Invites | | Event announcements | Calen or Link Sharing | | Team sharing | Calendar Sharing | | Cross-platform | ICS File |

For event and seminar announcements, use Calen to lower registration barriers and improve attendance rates.

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