How to Add an Event to a Shared Google Calendar

Open the shared calendar and create a new event

To add an event to a shared Google Calendar, open Google Calendar in your web browser and find the calendar you want to use in the left sidebar. Click on the calendar name to make sure it is selected — it should have a checkmark next to it. Then click the Create button (the plus sign in the top left) or click directly on the date and time where you want the event to appear.

A small popup will appear asking for the event name. Type the event title and press Enter, or click Create event to open the full event editor where you can add more details like the time, location, and description.

Key Takeaways

You must have edit permission on the shared calendar to add events — if you can only view it, you will not see a Create button.
The event will appear on the shared calendar for everyone who has access to it as soon as you save it.
You can set the event to notify other people by adding their email addresses in the guest field, which sends them an invitation.
If you change your mind about an event, you can delete it or edit it later — other people will see the updated version immediately.

Fill in the event details in the full editor

When you click Create event or open the full event form, you will see fields for the event name, date, time, and other information. The event name is required — everything else is optional. Type or paste the event name at the top of the form.

Set the date by clicking on the date field. A calendar picker will appear where you can click the date you want. Set the start and end times by clicking on the time fields — you can type the time directly (like "2:30 PM") or use the time picker. If the event lasts all day, toggle the All day switch on, and the time fields will disappear.

Add a location by clicking the Location field and typing the address or meeting room name. Add a description by clicking the Description field and typing any details people need to know. Neither of these is required, but they help other people understand the event.

Add guests and set notifications

To invite other people to the event, click the Add guests field and type their email addresses. You can add multiple people by typing each email and pressing Enter or Tab after each one. When you add a guest, Google Calendar will send them an invitation email, and their response (yes, no, or maybe) will show on the event.

Set up notifications so you or others get reminded about the event. Click Add notification and choose how long before the event you want to be reminded — options include 15 minutes before, 1 hour before, 1 day before, and others. You can add more than one notification if you want multiple reminders.

If you are adding the event to a shared calendar that other people manage, check whether you should add them as guests. Some shared calendars (like a team calendar) are meant for events that affect everyone, so you might not need to send individual invitations. Other shared calendars are just shared for visibility, and you should still invite the specific people who need to attend.

Choose which calendar to save the event to

Before you save, make sure the event is going to the right calendar. Near the top of the event form, you will see a field that shows which calendar the event will be saved to. Click on it to see a dropdown list of all your calendars. Select the shared calendar you want to use.

This step is important because if you have multiple calendars (your personal calendar, a work calendar, a shared team calendar), the event might default to your personal calendar instead of the shared one. Double-check the calendar name before you save.

Save the event and verify it appears on the shared calendar

Once you have filled in the event name, date, time, and calendar, click the Save button at the bottom of the form. The event will be created immediately and will appear on the shared calendar for everyone who has access to it.

Go back to the calendar view to confirm the event is there. You should see it on the date you chose, and if you added guests, they will receive an invitation email within a few minutes. If the event does not appear, check that you saved it to the correct calendar — you may have accidentally saved it to your personal calendar instead.

Edit or delete an event you have already created

If you need to change an event after you have saved it, click on the event in the calendar view. A popup will appear with the event details. Click the pencil icon or Edit event to open the full editor, make your changes, and click Save. Everyone who has access to the shared calendar will see the updated event immediately.

To delete an event, click on it and then click the trash icon. The event will be removed from the shared calendar. If you had invited guests, they will receive a cancellation notice. You cannot undo a deletion, so make sure you want to remove the event before you click delete.

Troubleshooting: Why you might not be able to add events

If you do not see a Create button or cannot add events to a shared calendar, you probably do not have edit permission. The person who shared the calendar with you may have given you view-only access. Ask them to change your permission level to "Make changes and manage sharing" or "Make changes to events." They can do this by right-clicking the calendar name in their sidebar, clicking Settings and sharing, and updating your access level.

If you are trying to add an event to a calendar that belongs to someone else (not your own calendar), you need to have been given permission first. Check your email for a calendar sharing invitation, or ask the calendar owner to share it with you. Once it appears in your calendar list on the left, you will be able to add events if you have the right permission level.

Frequently Asked Questions

Will other people see the event right away?

Yes. As soon as you click Save, the event appears on the shared calendar for everyone who has access to it. If you invited specific guests, they will receive an invitation email within a few minutes, but they will also see the event on the calendar immediately if they have access to it.

Can I add an event to someone else's calendar?

Only if they have shared the calendar with you and given you edit permission. If you have view-only access, you cannot create events. Ask the calendar owner to change your permission to "Make changes to events" or higher.

What happens if I add a guest to an event on a shared calendar?

The guest will receive an invitation email and can respond with yes, no, or maybe. Their response will show on the event. Adding a guest does not automatically give them access to the shared calendar — they will only see the event if they accept the invitation or if the calendar owner has shared the calendar with them separately.

Can I delete an event I created on a shared calendar?

Yes, if you have edit permission. Click the event, click the trash icon, and it will be removed from the shared calendar for everyone. If you invited guests, they will receive a cancellation notice. You cannot undo a deletion.

How do I know if I have permission to edit a shared calendar?

Try clicking the Create button or clicking on a date to add an event. If the event form opens, you have edit permission. If nothing happens or you see an error message, you only have view access and need to ask the calendar owner to upgrade your permission.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.