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How to Share Google Calendar Resources with External Users

Sharing Google Calendar resources with external users can greatly improve collaboration and scheduling efficiency. This guide walks you through the process of granting access to your organization's resources, such as meeting rooms and equipment, to clients, partners, and vendors.

How to Share Google Calendar Resources with External Users
google calendar resource sharing with external users

Sharing Google Calendar resources with people outside your organization is a great way to streamline scheduling and improve collaboration. Whether you're working with clients, partners, or vendors, granting them access to your company's meeting rooms, equipment, or other resources can save time and reduce back-and-forth communication.

In this article, we'll guide you through the process of sharing Google Calendar resources with external users, step by step.

Step 1: Identify the Resources to Share

First, determine which resources you want to share with external users. These could include:

  • Meeting rooms
  • Conference rooms
  • Equipment (e.g., projectors, whiteboards)
  • Shared workspaces

Make a list of the resources you plan to share, along with any specific access requirements or restrictions.

Step 2: Configure Resource Settings

Next, you'll need to configure the settings for each resource you want to share. Here's how:

  1. Open Google Calendar and click on the resource calendar you want to share.
  2. Click on the three dots next to the calendar name and select "Settings and sharing."
  3. Scroll down to the "Share with specific people" section.
  4. Click "Add people" and enter the email addresses of the external users you want to share the resource with.
  5. Choose the appropriate permission level (e.g., "See all event details" or "Make changes to events").
  6. Click "Send" to share the resource calendar.
google calendar resource settings configuration

Step 3: Communicate with External Users

Once you've shared the resource calendars, it's important to communicate with the external users to ensure they understand how to access and use the resources. Consider sending them an email with the following information:

  • A list of the shared resources and their locations
  • Instructions on how to view and book the resources using Google Calendar
  • Any specific guidelines or restrictions for using the resources
  • Contact information for support or questions

By providing clear communication, you can help ensure a smooth and efficient collaboration process.

Step 4: Monitor and Manage Resource Usage

Finally, it's crucial to regularly monitor and manage the usage of your shared resources. This includes:

  • Reviewing resource bookings to ensure they align with your organization's policies
  • Addressing any conflicts or double bookings promptly
  • Updating resource availability as needed
  • Revoking access for external users who no longer require it

By staying on top of resource management, you can maintain a well-organized and productive collaboration environment.

google calendar resource management dashboard


Sharing Google Calendar resources with external users is a simple yet effective way to improve collaboration and streamline scheduling processes. By following the steps outlined in this article, you can easily grant access to your organization's resources, communicate with external users, and manage resource usage effectively.

Embrace the power of Google Calendar's resource sharing capabilities to foster stronger partnerships, enhance productivity, and create a more connected workplace community.

successful collaboration with external partners using google calendar

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