Step-by-Step Guide to Setting Up a Shared Google Calendar

Are you looking to streamline scheduling and improve collaboration among your team or family members? Setting up a shared Google Calendar is the perfect solution. In this step-by-step guide, we will walk you through the process of creating and sharing a Google Calendar that can be accessed and updated by multiple users.

1. Create a New Google Calendar

The first step in setting up a shared Google Calendar is creating a new calendar specifically for this purpose. To do this, log into your Google account and navigate to Google Calendar. Click on the “+” icon next to “Add a coworker’s calendar” and select “Create new calendar”. Give your calendar a name and description, and choose the time zone that you want the calendar to be in.

2. Share the Calendar

Once you have created your new calendar, it’s time to share it with the users who will be collaborating on it. Click on the three dots next to the calendar name and select “Settings and sharing”. Under “Share with specific people”, enter the email addresses of the users you want to share the calendar with. You can choose to give them permission to make changes to the calendar or just view it.

3. Customize the Calendar

Now that your calendar is set up and shared, you can customize it to meet your needs. Add events by clicking on the desired date and time, entering the event details, and selecting which calendar to add it to. You can color code events, set reminders, and even create recurring events to make scheduling easier.

4. Access the Shared Calendar

Once the shared Google Calendar is set up and customized, the users you shared it with will be able to access and edit it. They can view the calendar on their own Google Calendar app or website by adding it to their list of calendars. Any changes made by one user will be reflected in real-time for all users, ensuring everyone is on the same page.

Personal Experience

As a content writer, I often need to coordinate with multiple team members to schedule meetings, deadlines, and content deliverables. Setting up a shared Google Calendar has been a game-changer for our workflow, allowing us to easily see each other’s availability and avoid scheduling conflicts. This step-by-step guide has helped me navigate the process smoothly and I hope it does the same for you!


Setting up a shared Google Calendar is a simple yet powerful way to improve collaboration and organization within your team or family. By following these step-by-step instructions, you can create a centralized hub for scheduling and keep everyone on the same page. Have you tried setting up a shared Google Calendar before? Share your experience in the comments below!

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