Sharing your Zoom Calendar and calendar events with others

Zoom calendar sharing allows you to give colleagues or team members access to your calendar, enabling them to view your schedule or manage events on your behalf. By configuring permission settings, you can decide who can view, edit, or schedule events, ensuring the right level of access for each user. 

Requirements for sharing your Zoom Calendar and calendar events with others

• Zoom desktop app for Windows, macOS, or Linux: Global minimum version or higher
• Zoom mobile app for Android or iOS: Global minimum version or higher
• Zoom web calendar https://zcal.zoom.us/
• Zoom Calendar enabled, and a calendar service integrated with Zoom

Limitations for sharing your Zoom Calendar and calendar events with others

• Event visibility options are available only when you are using a calendar provider that supports this feature such as Zoom Calendar, Google calendar, or Microsoft 365 Calendar.
• Even when an event is set to private, some basic information may still be visible to others in certain scenarios, such as when inviting guests or booking rooms or resources. For example, information may include event creator and event start time and end time.

How to share your Zoom Calendar with others

If you want to share your Zoom Calendar with others, you can easily grant others access so they can view your schedule or help manage your events.

1. Sign in to the Zoom desktop app.
2. Click the Calendar tab  .
   Note: If you do not see the Calendar tab, click the More tab, then click Calendar  .
3. Click the Settings icon  .
4. In the navigation menu under Settings for your calendars, select the calendar you wish to share.
5. Under the Share with specific people or groups, click Add.
   A pop-up window will appear.
6. Enter the email address or the name of the person you wish to share your calendar with.
7. Select your preferred permission from the drop-down menu.
   Note: Email address outside the organization will only have Only view if you are free or busy (limited) access
   • Only view if you are free or busy (limited): Delegate will see when you are available. Private events appear as Busy while public events show full event details.
   • View event name and details (read-only): Delegate will see most event details (except Private events or restricted guest lists). They will receive email alerts for event updates.
   • Make changes to events (editor): Delegate can add, edit, delete events, and subscribe to event notifications including Private events.
   • Manage sharing permissions (admin): Delegate can add, edit, delete events, and subscribe to event notifications including Private events. They can also access sharing settings and the ability to permanently delete the calendar.
8. Click Add.
9. (Optional) Select the People at your company checkbox then select the type of permission you wish to grant them.
   Leaving the page will automatically save the selection.

Note: After granting access, the delegate will receive an email confirming access has been granted. The delegate can click Link to add this calendar to complete the process or subscribe to the calendar.

How to share your Zoom Calendar events with others

You can easily grant users access to individual calendar events if you prefer not to share your whole calendar.

1. Sign in to the Zoom desktop app.
2. Click the Calendar tab  .
   Note: If you do not see the Calendar tab, click the More tab, then click Calendar  .
3. Add a new calendar event or edit an existing event.
   To edit an existing event, click the event you wish to edit then click the Edit icon  .
4. Click the drop-down menu next to the visibility icon .
   Note: If you do not see the visibility icon, click More Options then click the drop-down menu next to the visibility icon.
   • Default visibility: The event follows the sharing settings of the calendar in use. Anyone who can see details of other events can also see this event's details, including the description and names of attachments.
   • Public: Anyone can see this event's details, including the description and names of attachments.
   • Private: The event's details can't be seen by others unless they have at least Make changes to events (editor) permission for the calendar in use.

Note: These options may vary depending on your calendar service.

How to subscribe to a calendar

Note: You can only subscribe to calendars that are enabled for sharing.

1. Sign in to the Zoom desktop app.
2. Click the Calendar tab  .
   Note: If you do not see the Calendar tab, click the More tab, then click Calendar  .
3. Click the Settings icon  .
4. In the navigation menu under Add calendar, click Subscribe to calendar.
5. Enter the email address or the name of the calendar you wish to subscribe to.
6. (Optional) Configure the following settings:
   • Calendar name
   • Calendar description
   • Event notifications
   • All-day event notifications
   • Other notifications
     1. New events
     2. Changed events
     3. Event responses
     4. Daily summary of events
7. (Optional) Click Unsubscribe if you no longer need to view the calendar.