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Sharing Calendars with Google Groups

Although Google Calendars may be made public or the details shared to the entire Portland State University domain, sharing with specific people is limited to 75 Google accounts at a time. Sharing with individuals allows you to delete elevated permissions including editing and management ability. In order to go above the limit of 75 individuals, you may also share your calendar to a Google Group (not a private contacts group).

Prerequisites

  • Permission to use a Google group (either as an owner or ability to email using the group).
  • Calendar ready to share.

Sharing a Calendar with Your Group

Sharing a calendar with a Google Group will not automatically populate the calendar into the calendar view of those members. It will allow them to "proxy" the calendar based on the permissions offered, however. You can then email them the link, so that they can add the calendar.

Giving Viewing Permission to Group Members

  1. Select the gear icon on the main Google Calendar screen (where your calendar is actually visible).
  2. Select Settings.
  3. Select the Calendars tab.
  4. Select the name of the calendar you'd like to share.
  5. Select "Share this calendar".
  6. Enter the group's name under the "Share with specific people" section (a list should come up automatically as you type).
  7. Select the Add Person button.

Sharing the Link with Your Group Members

  1. Select the "Calendar Details" tab beside the "Share this calendar" tab.
  2. Next to "Calendar Address:" there will be a Calendar ID that looks like an email address (e.g. "pdx.edu_[random letters/numbers]@group.calendar.google.com")
  3. Copy the Calendar ID (email address).
  4. Send an email with the Calendar ID to your group, so that they can add that calendar to their own Google Calendars. Direct them to Add a friend's calendar for instructions on doing this.

Further Resources

Troubleshooting

  • Make sure that you have access to the Google Group.
  • Any email you send to the Google Group should be received by the Group members. If not, you do not have access or the Google Group is not configured to actually send emails.
  • There are other addresses that look like websites; these are for public viewing or embedding the calendar on a website.

Additional Information

Instead of having your users adding the calendar by "Adding a friend's calendar," you can also send a customized link within your email that, when opened, will prompt them to (Yes/No) add your calendar to their Google Calendar.

Build Your Custom Calendar Link

  1. Begin with the base URL: "http://www.google.com/calendar/hosted/pdx.edu/render?cid="
  2. At the end of the line, add your calendar's Calendar ID. For example, a Calendar ID would look something like: "pdx.edu_[random letters/numbers]@group.calendar.google.com"
  3. The final link should look like this: "http://www.google.com/calendar/hosted/pdx.edu/render?cid=pdx.edu_[random letters/numbers]@group.calendar.google.com"

Contact the Helpdesk for additional assistance.