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G Suite Admins Blog > G Suite Business

GSuite Apps Admins: What Is Your external Sharing Policy for Google Calendar?

calendar-stalking.jpgThere is no doubt that Google Cloud's G Suite is a powerful collection of apps for businesses and organizations, and it's no secret is that one of their most prominent features is the calendar.  Using the tool is one thing, but it should be high priority to be proactive in effectively securing Google calendar. From first setting the tool up, to programming your external sharing options, we at Coolhead Tech will provide professional assistance to those in need. Securing Google calendar is a cinch!

An overview of Google calendar:

Google calendar is a useful feature in Gsuite Apps that efficiently allows any user or business easily schedule events, dates, resources and everything in between. What sets Google calendar apart from any other third party calendar application is that it comes packed with backwards compatibility with older calendars, lots of customization and restrictions for certain users. You can easily set up an organized schedule for a plethora of your users.


Managing and setting up a calendar in G Suite is easy. Once you set your calendar up for your business, organization will never have been so smooth.


Here are the steps for setting up your calendar:


Setting up Google calendars:

  1. Log into your Admin console for Gsuite Apps, with your administrator account. When you are on your dashboard, locate and click Apps. From there, click Gsuite Apps, and from the list, select Calendar.
  2. Setting up usage policies is easy; locate your Sharing settings. Here, you can manage external and internal sharing options for primary calendars. Settings for External and Internal settings are as follows:
  • External Sharing options for primary calendars:
    • Set to Only free/busy information. (This option is highly recommended!)
    • Set to Share all information, but outsiders cannot change calendars.
    • Set to Share all information, and outsiders can change calendars.
    • Set to Share all information, and allow managing of calendars.
  • Internal Sharing options for primary calendars.
    • Set to No sharing.
    • Set to Only free/busy information.
    • Set to Share all information. (Google recommends this option to manage meetings efficiently.)
  1. When finished assigning usage policies, click Save Changes. This process also applies to secondary calendars within your business' Gsuite Apps.


Adding rooms and resources to your calendar:

  • For adding a resource to your calendar, follow this step:
    • Select Calendar from the list of your apps, and from there, click Resources. Locate and select Create a new resource and then give it a name, type and description. When you're done, click save. There you have it; you have a new resource for you calendar!
    • Some practices to follow when you add a new resource is to test scheduling it out; it can take up to 24 hours for it even be able to be scheduled.


Scheduling with Google calendar:

  1. Setting up a schedule on Google calendar is not hard at all; begin by opening a browser window. In the top right corner, click the App Launcher and then click Calendar.
  2. When you are on the dashboard for your calendar, pick a date and time to create an event, and fill in the criteria for the What field.
  3. Click Create event to immediately publish said event, or click Edit event to add details, change a time and invite guests.


Here is the process of inviting guests in Google Calendar

  1. On the event page, locate the field "Add:Guests." Fill in any necessary information. For ease of use, any of your Google Contacts will appear in the field when you type in any related names. You can also type in an email address of someone who isn't in your contact list. When you have selected a guest, click Add.
  2. In the "Guests can" section of the page, specify your guest's privileges in terms of interactions with an event. When you're finished, you can save your page, but in the case you wish to add a resource, you may follow these steps: 
    • In the "Add:Guests" section of the page, click "Rooms, etc." and begin to fill in any part of the room's name in the field or directly select it from the list and then click Add. When you're finished, click Save! Click Send to confirm the invitations.


These are the Google Calendar basics!

Those steps were indeed just the basics to securing Google calendar and managing it. You can also create and share team calendars, and import older calendars for extra organization. Using this information, you can train your team members for managing Google calendar and increase their organization skills.


Here at Coolhead Tech, we provide professional assistance with any topic relating to securing Google calendar, Gsuite Apps for Work, Chrome Devices and any other IT topics. Please visit our blog at Coolhead Tech!