Granting calendar access permissions is essential for collaboration and efficiency in an organization. This guide will explain how to provide another user with varying levels of access to a calendar in Google Workspace, allowing for better schedule coordination and planning.
Requirements:
- You must have access to Google Calendar with the ability to modify sharing settings.
- The user to whom you’re granting access must have a Google Workspace account.
Step-by-Step Guide:
Step 1: Open Google Calendar
- Navigate to Google Calendar in your web browser.
- Log in with your Google Workspace account credentials.
Step 2: Access Calendar Settings
- On the main calendar interface, find the calendar you want to share in the left sidebar under “My calendars.”
- Hover over the calendar name, click the three-dot menu icon that appears, and select Settings and sharing.
Step 3: Share with Specific People
- Scroll down to the section labeled Share with specific people.
- Click on Add people and enter the email address of the user you wish to grant access to.
Step 4: Set Permissions
- After adding the user’s email, select the level of permissions you wish to grant from the dropdown menu next to their email address. Options typically include:
- See only free/busy (hide details): The user can see when you are free or busy but cannot see any event details.
- See all event details: The user can view the details of all events but cannot edit them.
- Make changes to events: The user can edit existing events and add new events.
- Make changes and manage sharing: The user can edit events and also modify sharing settings.
Step 5: Save and Send Invitation
- Click Send to save the settings and send an invitation to the user. The user will receive an email notification allowing them to access your calendar at the specified permission level.
Step 6: Confirm Calendar Access
- Communicate with the user to ensure they have received access and confirm that the appropriate permissions are working as intended.
Best Practices:
- Review Permissions Regularly: Periodically review who has access to your calendar and adjust permissions as needed to ensure security and relevance.
- Educate Users: Ensure that users understand how to use shared calendar features responsibly and efficiently.
- Limit Sensitive Information: Be cautious about sharing calendars that contain sensitive or confidential information.