For a project calendar, there can be several sharing scenarios - if it's a project calendar for a class or for a grade, then it could behave as a class calendar in terms of allowing access to the public (including parents), to the school/parent groups, or to the school/individual parents. However, if it's for a student group project, then the students within the group may only want to share it with themselves or with individuals.
| 1. Share with the public | 2. Share with school domain & parent Google Group | 3. Share with school domain and individual parents | 4. Share with group members as individuals |
| Anyone in the world can view | yes | no | no | no |
| Anyone with a school Apps account can view | yes | yes | yes | no |
| Anyone in a Google Group for parents can view | yes | yes | no | no |
| Only specific indivduals can view | no | no | yes | yes |
Follow the instructions below to set the sharing access for one of the options listed above:
1. Share with the public
To share your project calendar with anyone in the world, follow these steps:
- In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar. (Alternatively, click on Manage Calendars at the bottom of the calendar list, then click the appropriate Share this calendar link.)
- Select Make this calendar public.
- Click Save.
Now anyone can see the event details on your project calendar, including parents who do not have school Apps accounts.
2. Share with your school domain and a parent Google Group
This setting can be useful if you do not want to make your calendar visible to the entire world, but want to make sure parents have access to the calendar without adding every address. You can set-up a Google Group for parents and they can add themselves to the Google group. When you set up sharing with a Google Group, anyone who is a member of the group will automatically have access to the class calendar.
A Google Group is a user-owned group created using the Google Groups service. Google Groups not only allows you to manage and archive your mailing list, but also provides a method for true communication and collaboration with group members. Unlike other free mailing list services, Google Groups offers generous storage limits, customizable pages, and unique management options. As always, Google Groups displays only relevant text ads (never banners or pop-up ads).
Learn more about how to set-up a Google group for parents:
To share your class calendar with anyone at your school with a school Apps account and your parent Google Group, follow these steps:
- In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
- Select Share this calendar with everyone in my domain MYSCHOOL.ORG.
- In the 'Share with specific people section' type in the email address of your parent Google Group.
- Leave the sharing access as 'See all event details' in the drop down menu.
- Click Add Person.
- Click Save.
Now anyone at your school and anyone who is a member of your parent Google Group will be able to see the event details on your project calendar.
3. Share with your school domain and individual parents
If you do not want to create a parent Google Group to manage a group of parents, you can also add individual parent emails to the Google Calendar to have viewing access. It is still a good idea to share the calendar with your school apps domain so that students and other teachers, as well as school administrators, can have access to the calendar.
To share your calendar with anyone at your school with a school Apps account and individual parents, follow these steps:
- In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
- Select Share this calendar with everyone in my domain MYSCHOOL.ORG.
- In the 'Share with specific people section' type in the email address of individual parents.
- Leave the sharing access as 'See all event details' in the drop down menu.
- Click Add Person. Continue adding parent email addresses until you are finished.
- Click Save.
Now anyone at your school and those whom you specifically add to your calendar can view the event details of your project calendar.
3. Share with group members as individuals
This would be for a project calendar for a group of individuals who may not want the public, parents, or others at the school to view the calendar. The calendar creator can add other members of the group individually with email addresses. For student groups, it may be helpful to also have students share the calendar with the teacher.
To share your calendar with individuals, follow these steps:
- In the calendar list on the left, find your class calendar and click on the down-arrow button next to the calendar, then select Share this calendar.
- Make sure 'Share this calendar with others' is unchecked.
- In the 'Share with specific people section' type in the email address of individual group members.
- Change the sharing access as 'Make changes to events' in the drop down menu. This way, group members can add and edit events in the project calendar.
- Click Add Person. Continue adding group member email addresses and changing the sharing setting to 'Make changes to events' until you are finished.
- Click Save.
Now only those who you specifically added to the project calendar can view and make changes to events on your project calendar.
