In the previous article, I focused on the basic benefits of Google Calendar and how to share it with either selected individuals or the entire world. Now that you know with whom you want to share your Google Calendar, it is time to focus on how best to share it.
Share your calendar with your domain
Within your domain, each user can set different access levels to have full control over who has access to event information on their own calendars.
To set the access levels in a personal calendar:
1: Log in to your calendar at http://calendar.google.com/a/your_domain.com.
2: Click Settings at the top.
3: Click Calendars.
4: Click Share this calendar.
5: To show only your free/busy information, select Share only my free/busy information (hide details).
For privacy from the Internet at large, select “Do not share with everyone”. If you needed the maximum level of privacy, select both “Do not share with everyone” and “Do not share with everyone in my domain”. With this setting, none of your calendar information, not even free/busy information, will be available to anyone except those people you specifically add to share your calendar.
Sharing options outside your domain
1: Only free/busy information (hide event details) – Users can allow people outside your domain to know when they are available, but event details are hidden. Private Addresses are hidden from users’ calendars.
2: Share all information, but outsiders cannot change calendar – Users can share their calendar information with people outside your domain. This includes guest list, location, and description. Private Addresses are hidden from users’ calendars.
3: Share all information, and outsiders can change calendars – Users can share their calendar information with people outside your domain. This includes guest list, location, and description. Private Addresses are displayed.
Sharing options inside your domain
1: No sharing – Calendars aren’t shared by default, but each user can change settings. If sharing within the domain is not set to share all information, users won’t be able to view resource availability, unless you share each resource manually.
2: Only free/busy information (hide event details) – Only free/busy information is displayed by default, but user can change settings.
3: Share all information – All information is public by default, but each user can change his or her settings. Users can also make particular events private.
If you don’t see all of these options, you may need to speak with your domain administrator to enable these features.
Share your calendar with people who do not use Google Calendar
You can share your calendar with friends, family, and coworkers who do not currently use Google Calendar by using your calendar’s address in HTML format. Just follow these steps:
1: In the calendar list on the left, click the down-arrow next to a calendar and select “Calendar settings”. (Alternatively, click Settings at the bottom of the calendar list, then click the name of the appropriate calendar.)
2: In the Calendar Address section, click the HTML icon. You’ll see a pop-up window with your calendar’s URL.
3: Share this URL with your friends who don’t use Google Calendar.
Note: you can change the amount of information available on your calendar’s address by clicking the Change sharing settings link in the ‘Calendar Address’ section.
Share your calendar via subscription feeds
To get your calendar’s address, please follow these steps:
1: In the calendar list on the left side of the page, click the down-arrow button next to the appropriate calendar, then select Calendar settings. (Alternatively, click the Manage Calendars link at the bottom of the calendar list, then click the name of the appropriate calendar.)
2: In the Calendar Address section, click the XML or HTML button. A pop-up window with your calendar’s public URL will appear.
3: Use this URL to access your calendar information.
To export your calendar in iCalendar format, select the ICAL button and click the displayed URL to obtain an ICS file containing your calendar data.
Share by embedding your calendar in your website
Here’s how to embed your calendar in your website:
1: In the calendar list on the left, click the down-arrow next to the calendar you want to embed, and select Calendar settings. (Alternatively, click the Settings link at the bottom of the calendar list, then click the name of the calendar.)
2: Copy the iframe code displayed in the ‘Embed This Calendar’ section.
3: Paste this code into your website to embed your calendar.
If you’d like to customize your embedded calendar, click the Customize the color, size, and other options link above the iframe field to access the Google Embeddable Calendar Helper.
Carefully select your options in the Calendar Helper and paste the customized iframe code in your website.
To display events from multiple calendars in the same embedded calendar, simply follow the instructions above to access the Google Embeddable Calendar Helper. Then, select the checkbox next to each calendar you wish to display, in the section ‘Calendars to Display.’
Note: Keep in mind that, since the Weather Calendar pulls data based on your own settings, information from this calendar will not display if embedded on your website.
Share you calendar on your site via Google Calendar Data API
The Google Calendar Data API is available for implementation on any site that is free to consumers. You can learn more about the Google Calendar Data API at http://code.google.com/apis/gdata/overview.html and http://www.google.com/googlecalendar/terms_of_use.html
So that’s how you share your Google Calendar. There are lots of ways to enjoy this very cool and free service. For more information or help on using the Google Calendar, visit the Google Support Help Center at http://www.google.com/support/calendar/