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How to Add an Event to a Shared Google Calendar in 2024

In this article, we will show you how to add an event to a shared Google Calendar. Simply follow the process below. 

How to Add an Event to a Shared Google Calendar

Follow the steps below to add an event to a shared Google Calendar. 

1. Identify and Select the Intended Shared Calendar 

Within Google Calendar, navigate to identify and select the specific shared calendar you intend to use. This calendar is typically located in the left sidebar under "My calendars."

how to add an event to a shared google calendar

2. Specify the Event Date and Time on the Calendar  

Interact with the calendar by clicking on the desired date. A dialog box will open, prompting you to input the event's start and end times and other relevant details.

how to add event to shared google calendar

3. Input Comprehensive Event Information  

In the event creation pop-up, click "More options" to access the detailed event setup window. Here, comprehensively fill out the details such as the event's title, location, and a thorough description to ensure clear communication with all participants.

4. Configure Event Reminders and Notifications

Within the event creation window, locate the "Add notification" button. Click on it to set up reminders.

You can choose the type of reminder (email or notification) and specify the time before the event (e.g., 30 minutes, 1 hour, etc.) when you wish to receive this reminder.

5. Add Guests to the Event (Optional) 

Add their email addresses in the "Guests" field if your event involves other participants. This action will send them an invitation to join the event.

6. Finalize and Verify the Event on the Shared Calendar

Once all details are added, click "Save" to finalize the event. Ensure that the event is correctly placed on the shared calendar and not only on your calendar.

7. Communicate the Event to Others if Necessary

In cases where the shared calendar does not automatically notify others, take the initiative to inform them about the event through email or another preferred communication method.

Limitations of Adding an Event to a Shared Google Calendar

While Google Calendar is an effective tool for scheduling and collaboration, there are limitations when it comes to adding events to a shared Google Calendar based on the user's permission level. 

Here are the permission levels in Google Calendar and their associated limitations for adding events:

1. See Only Free/Busy (Hide Details): Users with this level cannot add or view event details. They can only see blocked-out times on the calendar. 

2. See All Event Details: Although users can view all the details of events with this permission, they are not allowed to add, edit, or delete any events. 

3. Make Changes to Events: Users can add, edit, and delete events which is essential for active calendar management. However, they cannot alter sharing settings or permissions.  

4. Make Changes and Manage Sharing: This level allows full management of the calendar's events and sharing settings. 

We hope that you now have a better understanding of how to add an event to a shared Google Calendar. If you enjoyed this article, you might also like our article on how to share a Google Calendar on Android or our article on how to share tasks on Google Calendar.

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