How to Create and Share Multiple Google Calendars

by Vanessa Hayes

in Office Tech,Organizing,Productivity

OK…first things first.  Yes that’s me in the video.  I know it doesn’t sound like me but I’m nursing a bit of a cold.  Sorry, if I sound a little stuffy or “over pronounce” a word or two.

I think I’ve mentioned in the past how much I like (eh-hem…love) Google.  One of my favorite features is Google Calendar.  I like that I can create multiple calendars for different events, for example: special events, kid’s games, kid’s practices, classes, work appointments, fitness calendar, family fun, holidays, etc. I can view my calendars one at a time, a few at a time, or all of them at once.  I also like that I can share my calendars with others like my friends, family and co-workers.  This feature comes in extremely handy when I have to schedule an appointment for my kids or husband…I just simply view their calendar events along with mine to avoid any conflicts in scheduling.  I especially like that I can view my calendars from any computer with internet access and from my mobile phone.  Gone are the days of printing out my calendar, retyping events from notes, waiting to get home to sync my mobile calendar with my laptop calendar, or having to say, “let me check my calendar and get back to you.”  Woo-hoo!  Anyhoos…if you are a Google fan I’m sure you can appreciate my fondness for Google Calendar. I put together a quick 3 and 1/2 minute tutorial on how to set up a calendar.

I’ll be doing more videos and posts soon on Google Calendar functions that I’m sure you’ll love to use.  Things like emailing and/or texting yourself reminders, easy searches for appointments, inserting Google Labs functions (like showing the weather on your calendar), and more!

If you’re not a Google Calendar user currently, you should give it some serious consideration.  It’s free and has definitely simplifized my life…hopefully it will simplifize yours too!  If you already use Google Calendar I’d love to hear how it has helped you.  Leave a comment, send me an email, or leave a message on the Get Simplifized! Hotline at 210/692-4063…I’d love to hear from you!

{ 32 comments }

Gregg Fasbinder March 23, 2012 at 10:07 AM

Please help…

I use a gmail calendar for everyday use and have it synced with several family members. I recently entered into a partnership who uses Google for Business (ie. gregg@sagatica.com). I requested from my partners to share their calendar with my gmail calendar, however, I can only see ‘free/busy’ for their events. Is there a work around so i can continue to use my default gmail calendar and see my partners events? Thanks in advance and have a terrific day.
Gregg

Vanessa Hayes March 23, 2012 at 1:02 PM

Hi Gregg and welcome to GetSimplifized! Here’s what I think the problem is: The sharing settings in Google Apps defaults to the “see only free/busy” setting. He’ll need to change that to the “see all event details” setting. Here’s a screenshot to show you what I mean: http://getsimplifized.com/wp-content/uploads/2012/03/Google-Calendar-Setting.png Good luck, Gregg! Come back to visit us, ok? Oh, by the way, this might have to be done by the Administrator of your Google Apps account.

Angie Clark June 4, 2012 at 7:08 AM

Hi. i was so excited to use google calenders. I have it all set up on my computer and Kindle Fire, but on my iphone4 it will only show my husbands schedule. I tried to go to iphone select, but my calender doesn’t show up on there. Not sure what else to do. If I can get it all to work it will make things so much easier. Thanks

Vanessa Hayes June 5, 2012 at 9:25 AM

Hi, Angie! Sorry you’re having such a hard time setting up Google Calendars on your iPhone. Candidly, we had the same issue when using the native iPhone calendar app. We even ran through Michael Hyatt’s tutorial (which you can find at http://michaelhyatt.com/how-to-setup-google-calendar-on-your-iphone-4.html) but didn’t have any luck. We ended up using the Google Calendar app and it works GREAT! Give that a try and let us know if you run into a snag.

alex July 2, 2012 at 11:45 AM

hey, i’m trying to figure out a way to share all my calenders as one calendar through an html link. i want to be able to give out my availability to co-workers, possible clients, friends or anyone who might not have google so I understand giving them the html link is how i would accomplish that. the problem is i can only find the html calendar addresses for INDIVIDUAL calendars and not a way to share all my calendar availability’s in one aggregate calendar. I do not want to have to give out 4 or 5 calenders to each client and tell them that if they want to make an appointment they have to look through allll my calenders and find a time i have available. if you can help me with this it would be extremely appreciated ! thank you

Vanessa Hayes July 3, 2012 at 8:56 AM

Hi Alex- Pretty sure I have a solution for you.

Try this: On your Google Calendars page, look in the left margin for a block that says “My calendars.” Immediately to the right of that is a dropdown box arrow. Click on the dropdown box and choose “settings.” That takes you to the Calendar Settings page. Select any one of your calendars and click on it. Scroll down to the “Embed This Calendar” section and click on the highlighted “Customize the color, size, and other options” link. That will take you to a new page where you can select the multiple calendars you want to display, set the colors as you wish and change whatever other settings you want to. It will also generate some HTML code that you can use embed that calendar (which displays info from the multiple multiple calendars you chose) on any site. Since you said you just want to email a link, simply extract the iframe’s source link (that’s the part in between the “quotation marks” which starts with https://) from the generated HTML, copy and paste that into your email and just point your friend there!

Hope this helps! Please let me know, ok? Good luck!

Mattie July 19, 2012 at 9:17 AM

Good Morning!

I’m obsessed with Google and run multiple calendars. My company just switched us over to Google Apps and I’m VERY excited!

I’m having a problem though. I have thus far been able to sync my Outlook Calendar and Google Calendars together on my Android phone using Business Calendar. The sync is two-way so all of my calendars are the same. Outlook and my Personal Google Acct. are linked this way and everything works great.

I’m now trying to see if there is a way to link my two Google Calendars from my two different accounts. I can only sync one Google Cal with the Sync tool I’m using with Outlook, so I need to directly link/share the two Google Calendars across the two domains. I tried Sharing and “Add a Coworkers Calendar” and neither works. Is this because my work account is a private domain? Is there an app/tool for this? Any advice?

Thanks!

Mattie

Vanessa Hayes July 22, 2012 at 10:41 PM

Hi Mattie! Now I have to admit…this is a tough one! Any solution would be predicated on whether your Google Apps domain manager has allowed sharing in the Google Apps for your office’s domain. The domain manager (Administrator) can give individual permissions and “domain wide” permissions for sharing only with others within the domain and/or outside the domain. My first suggestion would be to check with her/him to find out what the current setting is and whether you can be granted permissions to share outside the domain.

The next step (after the permissions are approved) would be to decide whether you want to sync your accounts on your Android separately or sync one account that contains info from all three calendars. In the case of the latter, you may want to use a version of the set-up in my reply to Alex above.

Hope this helps!

Anon Eke July 24, 2012 at 2:58 PM

hi, i run a calendar for a temple and am having a problem. On the google account I have the temple’s personal calendar, plus two public calendars available through google. when i go directly to the calendar i can see the personal calendar plus the two public ones. BUT when I embed the calendar, it ONLY shows the personal calendar. I’ve gone into the settings to retrive the embed html, and I see that the personal calendar is the only one checked. But even if i check the public calendars (which are listed there), it doesn’t “take.” do I need to re-embed the calendar? Please advise – thanks.

Frank August 4, 2012 at 11:14 PM

Hi. Both I and the fraternity I belong to use Google calendar. The Lodge calendar is shared with me so that all the those events show on my calendar along with my personal & business events. Very handy. However, in sharing my calendar with my wife, only my personal & business events show on her calendar . . . not any of the Lodge events. Not so handy. Is there a way to accomplish this? The Lodge calendar cannot be shared with her directly. Thanks in advance.

Vanessa Hayes August 13, 2012 at 2:52 PM

Hi, Frank! Sounds like you’ll be able to follow the steps I mentioned earlier to get everything embedded to share with your wife. Try this: On your Google Calendars page, look in the left margin for a block that says “My calendars.” Immediately to the right of that is a dropdown box arrow. Click on the dropdown box and choose “settings.” That takes you to the Calendar Settings page. Select any one of your calendars and click on it. Scroll down to the “Embed This Calendar” section and click on the highlighted “Customize the color, size, and other options” link. That will take you to a new page where you can select the multiple calendars you want to display, set the colors as you wish and change whatever other settings you want to. It will also generate some HTML code that you can use embed that calendar (which displays info from the multiple multiple calendars you chose) on any site. Since you said you just want to email a link, simply extract the iframe’s source link (that’s the part in between the “quotation marks” which starts with https://) from the generated HTML, copy and paste that into your email and just point your friend there! Here are the steps according to Google: http://support.google.com/calendar/bin/answer.py?hl=en&answer=41207

Vanessa Hayes August 13, 2012 at 2:54 PM

Anon, so sorry to answer with a question, but are you working in the Chrome browser? There is currently a problem with Chrome (a Google product) and Google Calendar (obviously also a Google product) working together. I, too, was having embedding issues while researching another reader’s question and went to Google Calendar’s “Known Issues” page and found out about the problem. Works fine for me in Safari, ironically! Let me know…it sounds like you are doing everything right, but you can double-check your steps with Google here: http://support.google.com/calendar/bin/answer.py?hl=en&answer=41207

courtney coats August 23, 2012 at 5:34 PM

I would like to approach my son’s school with an idea. I would like them to send me the yearly calendar of event in an email. I would like to open that (file/doc) and have the pleasure of having all those dates automatically load to my Google Calendar. I know they can’t do it just for us Google/iphone users, so I’m wondering is there anything out there that can enable a list of dates to go to every ones calendars. Thanks. If this work, I’d love the soccer team to do the same.

Vanessa Hayes August 26, 2012 at 12:32 PM

Courtney- That would be awesome! Unfortunately, I don’t know of any program that does that yet for all platforms. If you find one please let me know, too!!!

R. Davis October 2, 2012 at 3:22 PM

I have a small pest control firm in Charlotte NC. How do I share only appointments that are relevant to each technician. I.E. I want the technicians to be able to see only what is on their schedule and not what is on the other techs.

Vanessa Hayes October 2, 2012 at 5:08 PM

You’d have to create a separate calendar for each tech and they’d have to subscribe to that calendar. Give them “view only” permissions unless you want them to be able to add/delete/edit entries. In your main calendar you can view all the techs’ calendars. Hope this helps!

Matt October 3, 2012 at 12:33 AM

Vanessa. I really want to thank you for making this video. I been trying for hours on how to share calendars and make them public etc. I suppose it would help if I did it from a computer rather than my phone. You really showed me how easy it is, and I’m really thankful for the time you spent making it, keep up the good work!

Vanessa Hayes October 3, 2012 at 11:33 PM

You’re welcome Matt! So glad you found this tip helpful. I live by my google calendars and being able to share them. It’s definitely easier from the computer as there are a few limitations from your phone (like for my iphone, I can’t set reminders for my calendar events…but since I’m so particular about checking my calendar several times a day, it’s not too big of a deal). Thanks for writing in…I appreciate it!

Angela October 12, 2012 at 9:26 AM

Hi Vanessa!

Is there any way for the events on my Google calendar to transfer over as ‘free/busy’, by default, onto my Outlook calendar? My searches online have turned up empty handed thus far.

All my co-workers can see my Outlook calendar and I don’t want to have to hand fix all transfers from my Google as private. Have they developed a way for this to transfer in this manner yet?

Thanks so much!

Jeff Touschner October 15, 2012 at 2:29 PM

Vanessa,

I use google calendar for my whole family. Each person has their own calendar and I have permission to manage all of them. The problem is the children are adding events that are just ‘fun’ stuff to do during the day. For example ‘ Say Hi to Kim!’ and then repeat it everyday. These type of events clutter up the calendar I have to look at since I subscripe to all the calendars. Any suggestions for me to hide an individual event while still maintaining control of the calendar?

Vanessa Hayes October 15, 2012 at 3:25 PM

Oh, boy Jeff….I don’t know of a way to hide an event that you have permissions to see….and that’s got to be very frustrating. It’s great that you are teaching your family to be responsible for inputting events on their calendars, but they’ve probably taken it a bit too far. Perhaps what you can do is have each member set up another personal calendar of their own for fun events (things that you don’t need to be informed of) that they don’t share with you. This could help teach them to manage a couple of calendars of their own…input important events for you to see, and miscellaneous/fun events for them to manage themselves. Hope that helps!

Staci October 26, 2012 at 1:48 PM

Hi Vanessa,

I’ve been searching the internet to solve an issue I’m having regarding the HTML code for the embedded calendar view. I followed the steps you provided above in the comments sections, but when I added the HTML coded (stripping out the iframe) I get a blank calendar. I did some further research and it looks like I i need to get rid of the “amp” and the “;” in the code. Once I did that I copied the link in the address bar and it worked! Here’s the kicker though, I pasted the link into an email sent it out. When I opened the email and clicked on the link I got a parameter error “Mode parameter (bgcolor) is invalid. It should be a hex color such as #FF0000″. Have you run across this issue? If so, do you know how to correct it? It’s really weird, the HTML code works perfectly well if I copy it into the address bar, but it doesn’t work if you access it from a link in a email.

Irene October 31, 2012 at 5:20 PM

Hi, I’d like to embed my google calendar in my website. It embeds OK, but my events don’t show up…..I have made it public and unticked “Share only my free/busy information (Hide details). What I am doing wrong?

Vanessa Hayes November 3, 2012 at 10:53 AM

Gosh…I’m getting a lot of tech questions on Google Calendar and I have to admit…I’m a great user of Google Calendar but I’m not a “techie” when it comes to HTML, embedding, programming, etc. Other than following basics instructions through my calendar settings, when I have a specific problem I go to the help menu or I’ll do a generic google search to see if anyone else has troubleshooted the problem. If you can figure it out, would love for you to share and leave a comment for our other readers. Thanks and wish I could be more help!

Vanessa Hayes November 3, 2012 at 10:59 AM

Staci,
I really wish I could help, but that seems to be beyond my basic understanding of Google Calendar. I wish I was more of a “techie” to help you out but I’m just a great “user” of the program. If I can’t figure something out I try to do a Google search to see if anyone else has tried or been successful with troubleshooting a problem. Half the time I can find a discussion or even a video showing the steps….but I’m sure you’ve already done that and it was probably how you got to my site. If you have any luck I would love if you could let us know and share with all my readers. Thanks! Good luck!

Vanessa Hayes November 3, 2012 at 11:03 AM

Honestly I have no idea. I personally do not work in Outlook so I’m afraid I have no idea how to manipulate your settings. I wish I could be of more help….I love Google Calendar but I’m simply a good “user” of the program but not so versed on how to program it further than the basics settings. Good luck!

Vanessa Hayes November 3, 2012 at 11:07 AM

You know, I’m not sure why the difference between the desktop and mobile version. I have had occasions where some appointments weren’t showing but usually it was either just a temporary glitch with Google, my app wasn’t updated recently or I simply needed to shutdown and restart my mobile. Outside of that I have had issues. Wish I could be of more help….

Angel November 21, 2012 at 11:01 AM

Hello, I used your video to help me and my boss set up a google calendar so i can see his appointments and schedule more or cancel as needed. We both have permission and access to view and make changes but when I sign in to the google calendar the my calendars arrow and view other calendars arrow does not show his calendar or any color coding options etc. When I sign in I see his appointments and my personal ones from my calendar all in one calendar not separated by colors or anything. Do you know why this is happening? Thanks for any help :0)

Nadia November 24, 2012 at 12:53 AM

I have a personal calendar on my android and a work calendar that on my computer. Somehow I cant see both together on either device. I already tried Google Sync. Do I need to import the calendars individually?

Vanessa Hayes November 25, 2012 at 7:39 AM

Sorry, I don’t know why that is happening. I know that the mobile app isn’t as flexible as the desktop so that might be the problem. Otherwise I’d recommend rebooting…that’s the first thing I do when things get “buggy” in my apps. Wish I could be of more help…I love using tech tools but that’s just it…I’m a great user…not so much a techie. Thanks for checking out the video though and I hope you’re able to figure it out and find a solution to your problem.

Vanessa Hayes December 3, 2012 at 1:16 PM

I believe you can create a calendar and have it embedded on a website for the public to view (you can set this up in calendar settings). Now…if you want to keep the site somewhat private, you could still embed the calendar but just create a separate webpage that is password protected for the clergy to access (please don’t ask me how to do that….I’ve just heard you can do this…I’d check with a tech person or whoever manages your website). Of course, you can also create and share google calendars (which is what my blog post is about) which requires everyone that you want to share it with to have a gmail account first…then you could create the calendar…invite/share with specific folks…give specific permissions to each person (view only, edit, edit and create events, etc.)…and then go from there. I hope this helps! Of course I’m not a big “techie”…just a big fan of Google and a good user of their products. I don’t know all the ins and outs of how each program works with different mobile devices, etc. (because I am solely an Apple/Mac user). Anyhoos….hope this is somewhat helpful!

Vanessa Hayes December 14, 2012 at 9:44 PM

Nadia- Sorry…it would be tough to work this one out for me without looking at the devices. If you figure out solution, please post it back here, OK?

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