To view a Google Calendar shared with me, click the link in the email invitation you received from the calendar owner. Once you accept, the shared calendar will appear under "Other calendars" on the left sidebar of the Google Calendar website, where you can check the box next to it to display its events alongside your own. You can also change background on Google calendar to give each shared calendar a distinct visual cue, making it easier to tell events apart at a glance. You can then link Google sheets to Google calendar to automatically sync any event data you see into a spreadsheet.
Accept the email invitation
When someone shares a calendar with you, you will typically receive an email invitation. To accept it, open the email and click the link or button provided, such as "Add to Calendar." This will take you to your Google Calendar, where you can confirm and add the shared calendar to your account. After accepting, the calendar is integrated into your list, and you can begin viewing its events.
View the shared calendar on the website
To see the shared calendar on your computer, navigate to calendar.google.com and sign in to your Google account. On the left sidebar, locate the "Other calendars" section and expand it by clicking the arrow. Find the shared calendar in the list, then check the box next to its name to display its events in your main calendar view. You can also click the calendar name to adjust its color or settings.
View the shared calendar in the mobile app
If you prefer using the Google Calendar mobile app, open it and tap the Menu icon (three horizontal lines). Go to Settings, then scroll to find the shared calendar under your list of calendars. Tap the calendar name, then ensure the "Sync" toggle is turned on. This will make the shared calendar appear in your app's calendar view, so you can see events on the go.
Fix a shared calendar not showing on iPhone or iPad
If a shared Google Calendar is missing from your iPhone or iPad, open a web browser and visit calendar.google.com/calendar/syncselect. Sign in to your Google account, then tick the boxes for the shared calendars you want to see on your Apple device. This sync selection ensures those calendars appear in your iOS Calendar app or Google Calendar app.
Understand what you can see
The level of detail you see on a shared calendar depends on the permissions set by the owner. With "See only free/busy (hide details)," you can see when the calendar is booked but not event names or specifics. "See event details" permission lets you view names, times, locations, and descriptions. However, individual events marked "Private" or "Only me" can override these permissions and remain hidden, even if the calendar is shared with details. If events are missing, check that their visibility is set to "Public" or "Default" rather than "Private." For work or school accounts, an administrator may also restrict sharing capabilities.
Subscribe to a shared calendar in Outlook
To view a shared Google Calendar in Outlook, you can subscribe to it for automatic updates rather than importing a static file. First, go to the Google Calendar's "Settings and sharing" page, find the "Integrate Calendar" section, and copy the "Secret address in iCal format." Then, open Outlook, go to the calendar view, and choose to add a calendar from the internet. Paste the iCal address and follow the prompts. Subscribing ensures the calendar stays updated in Outlook, unlike importing an .ics file which creates a snapshot. Note that responding to meeting invitations directly in Google Calendar is more consistent than responding via Outlook, as Outlook may not accurately reflect your response in Google Calendar.
If you ever need to undo a change you made, use the undo in Google Calendar feature found in the top toolbar after an action.
