Sharing Personal Calendars

Sharing Personal Calendars

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. 

To make the calendar public:

1. Login to Zoho Mail.

2. Right click on the calendar from the left pane of the Calendar window and click Edit (or) Go to Settings > Calendar > Calendars > My Calendars and click on the calendar.

3. Under Make this Calendar Public on the right side of the Edit Calendar window, enable public access for the calendar.

4. Choose if you want others to "View only free/busy" information or "View event details".

5. Click on iCal or HTML to copy the respective iCal/HTML URL for this public calendar under Calendar URL and use it to share the calendar.

6. Click on the "Mail to" button and enter the email addresses of individuals or groups and click Send to share the calendar link.

7. 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.

8. Select the "Link to" button to copy the embed code of the calendar and embed it in your website. 

9. Using this button, the user can subscribe to the calendar embedded in the website. 

Note:

The user can access the calendar URL sent via "Mail To" and linked via "Link To" only when the calendar is public. 

Org 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. 

To enable org sharing for your calendar:

1. Login to Zoho Mail.

2. Right click on the calendar from the left pane of the Calendar window and click Edit (or) Go to Settings > Calendar > Calendars > My Calendars and click on the calendar.

3. To enable org sharing, select the Share this calendar with your organization option under Share with org

4. Select permission for your org sharing between View only Free/Busy or View Event Details for your org members.

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. 

To enable private sharing for your calendar using URL:

1. Login to Zoho Mail.

2. Right click the calendar from the left pane of the calendar window and click Edit (or) Go to Settings  > Calendar > Calendars > My Calendars and click on the calendar

3. To make sure that your calendar is private, disable the public access for your calendar from the left side of the Edit Calendar window. 

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. 

5. You can also share your calendar privately using the Mail to option under Private URL section and entering the email address of the user. 

Note:

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 under 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.

Note:

The "Edit Event Details" and "Delegate (or) Manage" permissions are not available when shared with groups.  

To share your calendar with individuals/groups:

1. Login to Zoho Mail.

2. Right click the calendar from the left pane of the calendar window and click Edit (or) Go to Settings  > Calendar > Calendars > My Calendars and click on the calendar

3. Click the Share button next to "Shared with" and enter the email address of the individual having a Zoho account or the group name.

4. Select the permission for the individual from "View Free/Busy, View Event Details, Edit Event Details and Delegate (or) Manage".

5. For groups, select the permission from "View Free/Busy and View Event Details".

6. Click Share to share your calendar. 

Note: 

  • 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. 
  • You can share your calendar and assign permissions only if the user has a Zoho Account. In cases where the user does not have a Zoho account, he/she won't be able to access the calendar. 

​Appointment Scheduler:

You can make use of the Appointment Scheduling feature in Zoho Calendar if you would want to schedule meetings with various people. The Appointment Scheduling feature helps you share your appointment request form with the public, so that people can fill out the form to request an appointment with you. You can embed this form on your website/blog for the visitors to fill out the necessary details to request a meeting depending on your availability.

When a person fills the appointment form embedded in your website, an email will be sent to your primary address asking you to confirm the appointment. After you have confirmed the appointment, it will be added as an event on your calendar. Also, a notification will be sent to the particular person who requested for the appointment that it has been confirmed.

To enable Appointment Scheduling for your calendar using Web API:

1. Login to Zoho Mail

2. Go to Settings  > Calendar > Calendars > My Calendars.

3. Click the Share option next to the calendar you want to share.

4. Select Make this calendar public to enable public sharing for the calendar and choose if you want to share only the 'Free/Busy' status or the 'Event details' as well.

5. Select Allow event requisition.

6. Click on the Web API for Event Requisition and copy the API link. 

7. You can use this API to create custom appointment forms on your website from which the data collected will be added to your Zoho Calendar as appointments. 

To enable Appointment Scheduling for your calendar using HTML Snippet:

1. Login to Zoho Mail

2. Go to Settings  > Calendar > Calendars > My Calendars.

3. Click the Share option next to the calendar you want to share.

4. Select Make this calendar public to enable public sharing for the calendar and choose if you want to share only the 'Free/Busy' status or the 'Event details' as well.

5. Select Allow event requisition.

6. Click HTML snippet for Event Requisition to copy the embed code of the appointment form to be used in your website. You can select the color and the language for the HTML snippet code.

​7. Click on the Preview button to get a preview of the appointment form that is going to be embeded on your website. 

8. After copying the embed code, insert it into your web page and the appointment request form will be embedded. 

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