Sharing calendars with the public, organization or individual | Zoho Calendar

Ways to Share Calendars

In Zoho Calendar, calendars that are created under My Calendars can be entirely managed by the user who creates the calendar, without any restrictions. These calendars can also be shared among friends, colleagues and groups inside the organization by the owner. While sharing a personal calendar, you can either make the calendar public or you can share the calendar privately with your friend/ colleague/ closed group.

Public Sharing

You can allow others to access your calendar by making the calendar public. Public sharing helps when you need to share your calendar across a wider group. You can restrict others from accessing your calendar information to View only Free/Busy information or View event details. Others cannot make changes or edit events in a public calendar. 

Steps to Make a Calendar Public

  1. Login to Zoho Calendar.
  2. Right click the calendar under My Calendars from the left pane of the calendar window and click Edit (or) Go to Settings  > Calendar  > My Calendars and click on the calendar you want to share publicly.

  3. Under Sharing and permissions > Public access, enable public access for the calendar by selecting either View only Free/Busy and View Event Details from the drop-down.

  4. Click on copy link near iCal or HTML to copy the respective iCal/HTML URL for this public calendar and use it to share the calendar.
  5. Enter the email address  of the individuals or groups under Mail to option in Public access and click Send to share the calendar link.

  6. Once you enter the email ID and send, the calendar link will be emailed to the respective person/group and they can subscribe to the calendar by clicking on the link.
  7. Under Link to option, copy the HTML code of the calendar and embed this calendar in your website.

  8. Using the Embed calendar button, the user can subscribe to the calendar embedded in the website. The calendar will be embedded as a button on the website. 
The user can access the calendar URL sent via Mail To and linked via Link To only when the calendar is public. (i.e., The  Enable public access check-box under the  Public calendar options is checked.)
In both public and private HTML URL sharing, you can choose the calendar view from Day/ Week/ Work/ Month view using the drop-down option available in the top right corner.

Organization Sharing

You can share your personal calendar with all the members in your organization using the Share with org option. When you enable org sharing for a particular personal calendar, the shared personal calendar will be available for your org members. The members can subscribe to this calendar and it will be added to their list. 

Steps to enable org sharing for your calendar

  1. Login to Zoho Calendar.
  2. Right click the calendar under My Calendars from the left pane of the calendar window and click Edit (or) Go to Settings  > Calendar  > My Calendars and click on the calendar you want to share with your organization.

  3. Under Sharing and permissions > Organization permissions, Click on Share this calendar to your organization drop-down and Select permission for your org sharing between View only Free/Busy or View Event Details.
  4. Your org members will now be able to subscribe to this calendar.

Private Sharing

If you want to share your calendar only with specific people or groups, you can enable the private sharing feature in Zoho Calendar. Making your calendar public might not be ideal always as your schedule becomes exposed to everyone. In that case, you can limit the number of people accessing your calendar by sharing the private URL to specific people. 

Steps to enable private sharing for your calendar using URL

  1. Login to Zoho Calendar.
  2. Right click the calendar under My Calendars from the left pane of the calendar window and click Edit (or) Go to Settings  > Calendar  > My Calendars and click on the calendar you want to share privately.

  3. To share your calendar is privately, go to Private URL section under Sharing and permissions.

  4. Click on iCal to copy the private iCal URL for the calendar (or) click on HTML to copy the HTML code for the private calendar under the Private URL section of the Calendar.
If you have already shared the private URL of your calendar with someone and want them to stop accessing your calendar, you can make use of the Reset option next to Private URL to reset the URL of your private calendar.

Sharing with Individuals and Groups

Share your calendars privately with your colleague or any group having Zoho account by just entering the name of your colleague or the name of the group. You can also choose from the following access permissions when sharing your calendar:

View Free/Busy

The person/group you have shared the calendar with can only view the free/busy status of your calendar.

View Event Details

The person/group you have shared the calendar with can view the event details of your calendar.

Edit Event Details

The person you have shared the calendar with can edit the event details in the specific calendar. 

Delegate or Manage

The person you have shared the calendar with can manage and make changes to the calendar on your behalf. They can even share your calendar on your behalf.
  1. The Edit Event Details and Delegate (or) Manage permissions are not available when shared with groups. 
  2. Only the owner of the calendar can change the time and date of events with Zoho Meeting in a shared calendar.

Steps to share your calendar with individuals/groups

  1. Login to Zoho Calendar.
  2. Right click the calendar under My Calendars from the left pane of the calendar window and click Edit (or) Go to Settings  > Calendar  > My Calendars and click on the calendar you want to share.

  3. Click on + Add Individual / + Add group under Sharing and permissions and enter the email address of the individual having a Zoho account or the group name respectively.

  4. Select the permission for the individual from View Free/Busy, View Event Details, Edit Event Details and Delegate (Manage calendar) in the drop down.
  5. For groups, select the permission from View Free/Busy and View Event Details in the drop-down.

  6. Click Share to share your calendar.
The share calendars can be  viewed by navigating to  Settings > Calendars > Shared Calendars. You can view them in the calendar grid under the  Shared Calendars section of left menu .

  1. By default, when you share your personal calendar with a group, the group admin/moderator needs to approve the calendar to be added to the group. A mail will be directed to the admin/moderator asking for approval.
  2. You can share your calendar and assign permissions only if the user has a Zoho Account. If the user does not have a Zoho account, he/she won't be able to access the calendar.

    Zoho CRM Training Programs

    Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

    Zoho CRM Training
      Redefine the way you work
      with Zoho Workplace

        Zoho DataPrep Personalized Demo

        If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

        Zoho CRM Training

          Create, share, and deliver

          beautiful slides from anywhere.

          Get Started Now

            Zoho Sign now offers specialized one-on-one training for both administrators and developers.

            BOOK A SESSION

                                    You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.

                                        Manage your brands on social media

                                          Zoho Desk Resources

                                          • Desk Community Learning Series

                                          • Digest

                                          • Functions

                                          • Meetups

                                          • Kbase

                                          • Resources

                                          • Glossary

                                          • Desk Marketplace

                                          • MVP Corner

                                          • Word of the Day

                                            Zoho Marketing Automation

                                              Zoho Sheet Resources


                                                  Zoho Forms Resources

                                                    Secure your business
                                                    communication with Zoho Mail

                                                    Mail on the move with
                                                    Zoho Mail mobile application

                                                      Stay on top of your schedule
                                                      at all times

                                                      Carry your calendar with you
                                                      Anytime, anywhere

                                                            Zoho Sign Resources

                                                              Sign, Paperless!

                                                              Sign and send business documents on the go!

                                                              Get Started Now

                                                                      Zoho TeamInbox Resources

                                                                              Zoho DataPrep Resources

                                                                                Zoho DataPrep Demo

                                                                                Get a personalized demo or POC

                                                                                REGISTER NOW

                                                                                  Design. Discuss. Deliver.

                                                                                  Create visually engaging stories with Zoho Show.

                                                                                  Get Started Now

                                                                                                      • Related Articles

                                                                                                      • Multiple Calendars in Zoho Calendar

                                                                                                        Zoho Calendar provides the option of adding and integrating various calendars under one platform. When you log in to Zoho Calendar, a primary calendar is set-up by default. The primary calendar is listed under My Calendars section. Apart from the ...
                                                                                                      • Share Calendars

                                                                                                        Calendars in Zoho Calendar can be shared with individuals and groups. After creating a calendar and adding events to it, you can make the calendar public and include various access permissions to the calendar, after which one can simply view the ...
                                                                                                      • Managing Group Calendar

                                                                                                        In Zoho Calendar, you can create Group Calendars for your team and manage your team activities from a unified calendar. The members of the group can manage the events and view all the updates in the group calendar. You can also embed any of your ...
                                                                                                      • Add Calendars

                                                                                                        Zoho Calendar provides users with the facility to create and manage as many calendars as required. The calendars can be personal calendars or calendars that are shared across a group or calendars synced from Zoho apps or other calendars like holiday ...
                                                                                                      • I am a Manager. How can I enable my Steno to manage my calendar on my behalf?

                                                                                                        If you are too busy to manage your schedule, you can let your secretary do it on your behalf. Share your calendar with your steno, and assign the Delegate/Manage privilege. This can be done under Sharing and permissions options under Calendar ...
                                                                                                        Wherever you are is as good as
                                                                                                        your workplace



                                                                                                          Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.


                                                                                                          Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.


                                                                                                          Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.

                                                                                                          CRM Tips

                                                                                                          Make the most of Zoho CRM with these useful tips.

                                                                                                            Zoho Show Resources