Google Calendar

Using Google Calendar

Google has provided great documentation for Calendar on their support website. Users may also be interested in this Calendar-specific ITS Connect webinar, presented by Information Technology Services.

creating resource calendars

If you would like to manage a resource (such as a conference room) in Google Calendar, please contact the IT Operations Group to have one created for you. It is strongly advised that users do not create shared calendars themselves, as the calendar will be deleted when the creator leaves the University.

Sharing Your Calendar

Any Google Calendar you own can be shared with the entire university, specific people, or nobody but you.

  1. Navigate to and sign in using your Single Sign-On username and password.
  2. Click "Calendar" in the bar at the top of the page to view your calendars.
  3. Click the Settings button and choose Settings from the drop-down menu.

Google Calendar Settings Menu

  1. Choose the Calendars tab.
  2. You should see a list of your calendars below. Find the one you'd like to share and click "Edit settings."

Google Calendar Settings Page

You can change how your calendars are shared from this page. A variety of settings can be changed, including:

  • "Share this calendar with others": Un-checking this box will make the calendar private to you.
  • "Make this calendar public" will allow anyone to view the calendar.
  • "Share this calendar with everyone in the organization Case Western Reserve University": Anyone with a email address will be able to view your calendar.

You can also specify how each group of people sees your calendar: Either "See only free/busy (hide details)," or "See all event details."

You can also share your calendar with specific people:

  1. Under "Share with specific people," type the email address of the person with whom you'd like to share your calendar.
  2. Choose the Permissions Settings using the drop-down box on the right. There are several settings available:
    • Make changes AND manage sharing: This person will be able to make changes to calendar events, as well as decide who else gets access to the calendar.
    • Make changes to events: This person will be able to make changes to calendar events.
    • See all event details: This person will only be able to see events, not edit them.
    • See only free/busy (hide details): This person will see when there is free or busy time on the calendar, but nothing more specific.
  3. Click Add Person to add them to the list.
  4. Click Save to save your changes.

Sharing settings for your calendar