Sharing an Google Calendar

Audience: Clubs, Faculty, Researchers, Staff, Students and Teaching Assistants

This KB Article References: Google Calendar
This Information is Intended for: Clubs, Faculty, Researchers, Staff, Students, Teaching Assistants
Last Updated: December 10, 2021
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Google Calendars can be shared with others giving them various levels of access depending on how you share the calendar.

Restrictions on Sharing Google Calendars

You can share your Google calendars within Stony Brook University and outside. However, there are some restrictions for sharing your primary Stony Brook Google Calendar outside of the Stony Brook domain. 

Primary Calendars

  • You can share your primary work calendar (the one with your name on it) with other Google email addresses at any level of sharing. So you can give others at Stony Brook access to view or edit your events, for example.
  • You can share your primary calendars with those outside the Google domain only at the free/busy level. That is, if you want to share your Google Calendar with a gmail account, the gmail account will only be able to see when your calendar is busy, not any specific events.
  • If you want to view a personal gmail calendar and your primary calendar on the same screen, share your personal calendar with your account.  We cannot share details of our primary work calendars with accounts outside of Stony Brook (only free/busy level access).

Secondary Calendars

  • Secondary calendars that you've created (e.g., a project calendar) can be shared within or outside the Google domain at any level. So you can share a Google Calendar you created with a gmail account so the gmail account can see all events details or even edit events.

Share a Calendar

  1. Go to your Google Calendar at and hold your mouse over the name of the calendar you want to share. Click the 3-dots and then Settings and sharing.
    hold mouse over calendar > ⋮ > Settings and sharing
  2. On the left, click Share with specific people and then click + Add people. Then, for Add email or name, enter the email address of the person you want to share with.
  3. Then click the down-pointing ▼ arrow next to Permissions, and choose a permission level:
  4. Click Send. This will send an email notification to the person you shared with that your calendar was shared with them. They'll need to click on the link in that email to gain access to your calendar.

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