How to Set Up and Share Your Google Calendar

Category: Google Workspace
Applies to: Windows 10/11, macOS, iPhone, iPad, Android, and Web Browsers
Difficulty: Beginner
Estimated Time: 5–10 minutes

Overview

Google Calendar is included with Google Workspace and allows you to manage appointments, schedule meetings, invite coworkers, and share your availability. You can access your calendar from a computer, smartphone, or tablet. Events automatically synchronize across your devices when you are signed into the same Google Workspace account. This guide explains how to access Google Calendar, create and manage events, send meeting invitations, configure reminders, and share your calendar with coworkers.

Before You Begin:

  • Make sure you have your Google Workspace work email address and password.
  • Have your Two-Step Verification method available if required.
  • Confirm that your device is connected to the internet.
  • Make sure Google Calendar is available through your organization’s Google Workspace subscription.
  • Determine whether you want to share your calendar availability or full event details.

Important: Calendar sharing permissions may be restricted by your organization. True Synergy Networks manages administrator-level Google Workspace sharing policies.

Windows or Mac — Access Google Calendar

Step 1: Open Google Calendar

  1. Open your preferred web browser, such as Google Chrome, Microsoft Edge, Safari, or Firefox.
  2. Visit https://calendar.google.com.
  3. Sign in using your Google Workspace work email address.
  4. Enter your password.
  5. Complete any required Two-Step Verification.

Step 2: Review Your Calendar

Once signed in, Google Calendar displays your appointments and scheduled events.

You can switch between different calendar views, including:

  • Day: Displays events scheduled for a single day.
  • Week: Displays your appointments for the week.
  • Month: Displays events throughout the month.
  • Schedule: Displays upcoming appointments in a list.
  • Custom Views: Additional viewing options depending on your settings.
  1. Locate the view selector near the upper-right corner.
  2. Select your preferred view.
  3. Use the navigation arrows to move between dates.
  4. Click Today to return to the current date.

Note: If you have multiple Google accounts, confirm that your work calendar is selected.

Windows or Mac — Create a Calendar Event

Step 1: Create a New Event

  1. Open Google Calendar.
  2. Click Create in the upper-left corner.
  3. Select Event.
  4. Enter a title for your appointment.

Example: Weekly Team Meeting

Step 2: Set the Date and Time

  1. Select the event’s starting date.
  2. Enter the starting time.
  3. Select the ending date and time.
  4. Confirm that the correct time zone is being used.
  5. If the event lasts all day, select All day.

Important: Double-check the time zone when scheduling meetings with people in different locations.

Step 3: Add Event Details

You can include additional information such as:

  • Meeting location.
  • Event description.
  • Conference room.
  • Video meeting link.
  • Guest email addresses.
  • Notifications and reminders.
  1. Enter the relevant event information.
  2. Add a physical location if necessary.
  3. Include a brief description explaining the purpose of the meeting.
  4. Review the details.

Step 4: Save Your Event

  1. Click Save.
  2. If you added guests, choose whether to send invitation emails when prompted.
  3. Confirm that the event appears on your calendar.

Note: If you are the event organizer, you can generally edit or cancel the event later.

How to Invite People to a Calendar Event

Google Calendar allows you to invite coworkers, customers, and other contacts to meetings.

Step 1: Open an Event

  1. Open Google Calendar.
  2. Click an existing event or create a new one.
  3. Select the Edit pencil icon if necessary.

Step 2: Add Guests

  1. Locate the Guests section.
  2. Enter the email address of the person you want to invite.
  3. Select the person from the suggested contacts or complete the email address.
  4. Repeat for any additional guests.
  5. Review the guest list.

Note: You can invite people who do not use Google Calendar, provided they have an email address and your organization’s policies permit the invitation.

Step 3: Save and Send Invitations

  1. Click Save.
  2. When prompted, select Send to email the invitations.
  3. Wait for the event to update.

Guests may respond with:

  • Yes: They plan to attend.
  • No: They cannot attend.
  • Maybe: Their attendance is uncertain.

Note: External guests may need to respond to the email invitation before the event appears on their calendars.

How to Add a Google Meet Video Conference

You can add a Google Meet link to a Google Calendar event when your organization permits Google Meet.

Step 1: Open Your Event

  1. Open Google Calendar.
  2. Create a new event or edit an existing event.
  3. Locate the video conferencing option.

Step 2: Add Google Meet

  1. Click Add Google Meet video conferencing.
  2. Wait for Google Calendar to create the meeting link.
  3. Add the people you want to invite.
  4. Click Save.
  5. Send the invitations if prompted.

Note: Depending on your organization’s settings, Google Calendar may automatically add a Google Meet link when you invite guests.

Step 3: Join Your Meeting

When the meeting time arrives:

  1. Open Google Calendar.
  2. Click the scheduled event.
  3. Select Join with Google Meet.
  4. Allow access to your microphone and camera if prompted.
  5. Join the meeting.

Important: Only share meeting links with authorized participants, especially when discussing confidential company or customer information.

How to Create a Recurring Calendar Event

Recurring events are useful for weekly meetings, monthly appointments, or other repeating activities.

Step 1: Create an Event

  1. Open Google Calendar.
  2. Click Create → Event.
  3. Enter an event title.
  4. Select the starting date and time.

Step 2: Set the Recurrence

  1. Locate the repetition dropdown, typically displaying Does not repeat.
  2. Click the dropdown.
  3. Select a recurring schedule, such as:
    • Daily
    • Weekly
    • Monthly
    • Annually
    • Custom
  4. Configure additional options if necessary.

Step 3: Save Your Recurring Event

  1. Review the schedule.
  2. Add guests if needed.
  3. Click Save.
  4. Send invitations if prompted.

Note: When editing a recurring event, Google Calendar may ask whether your changes should apply to one event, this and following events, or the entire series.

How to Share Your Google Calendar

Calendar sharing allows coworkers to see your availability or, if authorized, additional appointment information.

Step 1: Open Calendar Settings

  1. Open https://calendar.google.com on your computer.
  2. Locate My calendars in the left navigation menu.
  3. Find the calendar you want to share.
  4. Click More (three dots) next to the calendar.
  5. Select Settings and sharing.

Step 2: Add a Person

  1. Locate the Shared with section, or the available section for sharing with specific people.
  2. Click Add people and groups.
  3. Enter the coworker’s email address.
  4. Select the person you want to share with.

Step 3: Select Sharing Permissions

Google Calendar provides different levels of access.
See only free/busy (hide details): Allows coworkers to see when you are available or unavailable without displaying appointment details.
See all event details: Allows the person to view event titles, locations, descriptions, and other details, subject to private-event restrictions.
Make changes to events: Allows the person to modify events according to the permissions displayed.
Make changes and manage sharing: Grants extensive control over the calendar, including the ability to change sharing permissions.
Recommendation: For most coworkers who only need to schedule meetings with you, select See only free/busy (hide details).

Important: Do not grant editing or sharing-management permissions unless the recipient specifically needs that access and your organization permits it.

Step 4: Send the Calendar Invitation

  1. Review the email address and permission level.
  2. Click Send.
  3. The recipient will receive an invitation to access your calendar.
  4. They may need to open the email invitation to add your shared calendar.

Note: Your organization may restrict sharing with people outside your company.

How to Stop Sharing Your Calendar

You can remove previously granted calendar access when it is no longer needed.

Step 1: Open Sharing Settings

  1. Open Google Calendar on your computer.
  2. Locate your calendar under My calendars.
  3. Click More → Settings and sharing.
  4. Open Shared with.

Step 2: Remove Access

  1. Locate the person whose access you want to remove.
  2. Click Remove next to their name.
  3. Confirm the change if prompted.

Note: Removing calendar sharing does not automatically remove invitations to individual meetings you previously sent that person.

iPhone or iPad — Install and Set Up Google Calendar

Step 1: Download Google Calendar

  1. Open the App Store.
  2. Search for Google Calendar.
  3. Confirm that the application is published by Google.
  4. Tap Get.
  5. Wait for the application to install.
  6. Tap Open.

You can also download Google Calendar here:

Download Google Calendar for iPhone or iPad

Step 2: Sign In to Your Work Account

  1. Open Google Calendar.
  2. Tap Get started or the available sign-in option.
  3. Select Add account if your work account is not already listed.
  4. Enter your Google Workspace work email address.
  5. Enter your password.
  6. Complete any required Two-Step Verification.
  7. Allow access to notifications if desired.

Step 3: Create a Calendar Event

  1. Open Google Calendar.
  2. Tap the + button.
  3. Select Event.
  4. Enter an event title.
  5. Set the date and time.
  6. Add guests or a meeting location if needed.
  7. Tap Save.

Note: If you have multiple calendars, make sure you are saving the event to your Google Workspace work calendar.

Step 4: Enable Calendar Notifications

  1. Open Settings on your iPhone or iPad.
  2. Select Notifications.
  3. Locate Google Calendar.
  4. Turn on Allow Notifications.
  5. Configure sounds, banners, and Lock Screen notifications as desired.

To customize reminders inside Google Calendar:

  1. Open Google Calendar.
  2. Tap Menu → Settings.
  3. Select your work calendar.
  4. Adjust the available notification settings.

Note: Full calendar-sharing configuration is best completed using Google Calendar on a computer.

Android — Install and Set Up Google Calendar

Step 1: Open Google Calendar

  1. Open the Google Play Store.
  2. Search for Google Calendar.
  3. Confirm that the application is published by Google LLC.
  4. Tap Install if necessary.
  5. Open the application.

You can also download Google Calendar here: Download Google Calendar for Android

Note: Google Calendar may already be installed on your Android device.

Step 2: Add Your Work Account

  1. Open Google Calendar.
  2. Tap your profile picture in the upper-right corner.
  3. Select Add another account if necessary.
  4. Enter your Google Workspace work email address.
  5. Enter your password.
  6. Complete any required Two-Step Verification.

Step 3: Create an Event

  1. Tap the + button.
  2. Select Event.
  3. Enter an event title.
  4. Choose the correct work calendar.
  5. Set the date and time.
  6. Add guests or other details if necessary.
  7. Tap Save.

Step 4: Configure Notifications

  1. Open Google Calendar.
  2. Tap Menu → Settings.
  3. Select your Google Workspace calendar.
  4. Review the available event notification settings.
  5. Adjust the reminder timing as desired.

You can also enable device notifications through:

Settings → Apps → Calendar → Notifications

Note: The exact Android settings may vary depending on your device.

How to Change Calendar Reminders

Google Calendar allows you to customize when you receive reminders before scheduled events.

Windows or Mac

  1. Open Google Calendar.
  2. Click Settings.
  3. Select Settings.
  4. Under Settings for my calendars, choose your calendar.
  5. Locate Event notifications.
  6. Select Add notification or edit an existing reminder.
  7. Choose the notification method and timing.

Example: Set a notification to remind you 15 minutes before a meeting.

iPhone, iPad, or Android

  1. Open Google Calendar.
  2. Tap Menu → Settings.
  3. Select your work calendar.
  4. Open the available notification settings.
  5. Adjust the reminder time.
  6. Save your changes if prompted.

Note: Your notification preferences are personal and do not change the notification settings of other meeting participants.

How to Change Your Calendar Availability

When creating or editing an event, you can control whether that time appears as busy or available.

Step 1: Open an Event

  1. Open Google Calendar.
  2. Create an event or edit an existing one.
  3. Locate the availability setting.

Step 2: Choose Your Availability

Select one of the available options:

  • Busy: Indicates that you are unavailable during the scheduled time.
  • Free: Indicates that the event does not block your availability.
  1. Select the appropriate availability.
  2. Save the event.

Example: A personal reminder that should not prevent coworkers from scheduling a meeting may be marked as Free.

Important: Before sharing your calendar, review whether event details contain sensitive information. You can also mark appropriate events as Private, although visibility may still depend on organizational permissions.

Troubleshooting

My Calendar Is Not Synchronizing

If events appear on one device but not another:

  1. Confirm that your device is connected to the internet.
  2. Verify that you are signed into the correct Google Workspace account.
  3. Close and reopen Google Calendar.
  4. Check whether the correct work calendar is enabled for display.
  5. Open https://calendar.google.com on a computer to confirm whether your events appear online.

If the problem continues, contact True Synergy Networks.

Important: Do not remove company-managed Google accounts or work profiles without support assistance.

I Cannot Share My Calendar

If the sharing option is unavailable:

  1. Confirm that you are using Google Calendar on a computer.
  2. Verify that you own the calendar or have permission to share it.
  3. Open Settings and sharing.
  4. Review the available sharing options.

If the sharing controls are restricted, contact True Synergy Networks.

Note: Your organization’s administrator controls certain internal and external calendar-sharing permissions.

My Calendar Events Show the Wrong Time

If meetings appear at the wrong time:

  1. Open Google Calendar.
  2. Click Settings → Settings.
  3. Locate Time zone.
  4. Verify that the correct time zone is selected.
  5. Save any changes as needed.
  6. Review the affected event.

Note: Meetings scheduled across time zones may display different local times for different participants.

I Am Not Receiving Calendar Notifications

If reminders are not appearing:

  1. Confirm that notifications are enabled in Google Calendar.
  2. Check the notification settings for the affected event or calendar.
  3. Review your device’s notification permissions.
  4. Check whether Do Not Disturb or Focus mode is enabled.
  5. Verify that your device is connected to the internet.

If notifications continue to fail, contact True Synergy Networks.

My Coworker Cannot See My Shared Calendar

If someone cannot access your shared calendar:

  1. Open Settings and sharing.
  2. Confirm that the correct email address was added.
  3. Verify that the appropriate permission level is selected.
  4. Ask the recipient to check for the calendar invitation email.
  5. Have the recipient review Spam or Trash if necessary.

If access is still unavailable, contact True Synergy Networks.

I Accidentally Deleted a Calendar Event

If you deleted an event by mistake:

  1. Open Google Calendar on your computer.
  2. Click Settings.
  3. Select Trash.
  4. Locate the deleted event.
  5. Select Restore if the option is available.

Note: Google Calendar generally retains deleted events in Trash for 30 days. Recovery options depend on the calendar, your permissions, and how the event was deleted.

If you cannot locate or restore the event, contact True Synergy Networks.

I Cannot Invite Someone to a Meeting

If an invitation is not being delivered:

  1. Verify that the recipient’s email address is correct.
  2. Confirm that the event was saved.
  3. Check whether you selected Send when prompted.
  4. Ask the recipient to check their email invitation.
  5. Verify that your organization permits the invitation.

If invitations continue to fail, contact True Synergy Networks.

Additional Information

  • Google Calendar synchronizes events across supported devices.
  • You can create individual or recurring appointments.
  • Calendar invitations can be sent to coworkers and external contacts.
  • Google Meet links can be added to supported events.
  • Calendar sharing permissions determine what other people can see or change.
  • Free/busy sharing is generally appropriate when coworkers only need to see your availability.
  • Notification settings can be customized for individual events or entire calendars.
  • Sharing and external access may be restricted by your organization’s security policies.
  • True Synergy Networks manages administrator-level Google Workspace calendar settings and permissions.

Security Reminder: Only share calendar information with authorized people. Avoid granting editing or sharing-management permissions unless they are necessary. Be careful when including confidential customer information, internal meeting details, or sensitive company data in calendar events. If you notice unfamiliar calendar access, unexpected meeting invitations, or unauthorized changes, contact True Synergy Networks immediately.