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

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

4. Select Make this calendar public to enable public sharing for your calendar.

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

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

7. Click on the "Mail to" button and enter the email addresses of individuals or groups.

8. Once you enter the email ID, the calendar link will be emailed to the respective person/group and they can subscribe to the calendar by clicking on the link.

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

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

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. 

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 using several types of access permissions available. 

To enable private sharing for your calendar using URL:

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 Enable private address for this calendar.

5. 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. 

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 URL" option 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 only 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. Go to Settings  > Calendar > Calendars > My Calendars.

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

4. Select Person/Group from the drop down and enter the email address of the person or the group name in "Share with individuals or groups".

5. Choose the access permission for the particular person/group from the drop down box.

6. Click on the "+" icon.

To view a personal calendar that has been shared with a group that you are a part of:

1. Login to calendar.zoho.com.

2. Go to Settings > Groups.

3. Select the name of the group to which the calendar was shared.

4. Click on "Subscribe" next to the calendar to add to Zoho 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. 
  • Group Calendars that you have subscribed to cannot be shared.
  • 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. 

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