The basic steps to add an event
Open the shared Google Calendar in your web browser or the Google Calendar app on your phone. Click the Create button (a plus sign on mobile, a button labeled "Create" on desktop). A panel will open asking you to name the event. Type the event name, then click anywhere outside the text field or press Enter — Google will expand the panel to show more options.
Set the date and time by clicking the date field. A calendar picker will appear; select the date you want. Then click the start time field and type or select the hour and minute. If the event lasts longer than one hour, click the end time field and set when it finishes. If it's an all-day event (like a holiday or important date), click the toggle next to "All day" instead of setting specific times.
Scroll down and look for the Calendar dropdown — this is where you choose which calendar the event goes on. Click it and select the shared calendar by name. If you don't see the shared calendar listed, it means you haven't been added to it yet; ask the calendar owner to send you an invite or add your email address to the sharing settings.
Click Save when you're done. The event will appear on the shared calendar when ready, and everyone who has access to that calendar will see it.
Key Takeaways
- Click Create, name the event, then set the date and time using the fields that appear.
- Use the Calendar dropdown to choose the shared calendar — if it's not listed, you haven't been added to it yet.
- All-day events use a toggle switch instead of specific start and end times.
- Once you save, the event shows up for everyone with access to that shared calendar.
- You can edit or delete an event you created by clicking on it and choosing Edit or Delete from the menu.
Adding more details to your event
After you click Create and name the event, the expanded panel shows optional fields below the time settings. You can add a location by clicking the location field and typing an address or room name — this is useful if people need to know where to meet. You can also add a description by clicking in the description field and typing notes, a meeting link, or instructions.
To invite specific people to the event, scroll down to the Guests section and type their email addresses. As you type, Google will suggest contacts. Click a name to add them. Each person you add will receive a notification about the event and can respond with whether they're attending. This works the same way whether the calendar is shared with your whole team or just a few people.
If you need to set a reminder, click Add notification and choose how long before the event you want to be reminded — options include 15 minutes before, 1 hour before, or 1 day before. You can add multiple reminders if you want.
What happens when you edit a shared event
If you created the event, you can edit it anytime by clicking on it and selecting Edit event from the menu. Change the time, date, description, or guests as needed. When you save the changes, everyone invited to the event will see the updated information, and anyone who was invited will get a notification that the event changed.
If someone else created the event and you have edit access to the calendar, you can still make changes — but be aware that the original creator will be notified. If you only have view access to the shared calendar, you won't see an edit option; you can only see the event details.
Troubleshooting: Event won't save or doesn't appear
If you click Save and the event doesn't appear, check that you selected the correct calendar in the Calendar dropdown. A common mistake is creating the event on your personal calendar instead of the shared one. Click the event again, select Edit, and change the calendar to the shared one, then save.
If the Calendar dropdown doesn't show the shared calendar at all, you may not have been added to it. Ask the calendar owner to check their sharing settings and confirm your email address is listed. Once they add you, refresh your browser or close and reopen the Google Calendar app, and the shared calendar should appear in your list.
If you're on a phone and the Create button isn't visible, swipe up from the bottom of the screen or look for a floating plus button in the corner. On some older Android versions, you may need to tap the menu icon (three horizontal lines) and select "Create event" from there.
Differences between desktop and mobile
On a desktop browser, the Create button is always visible at the top left of the calendar. Click it to open a side panel where you can fill in all the details. On a phone, the Create button is usually a floating plus icon in the bottom right corner, or you can swipe up to access it. The mobile version shows fewer fields at once, so you may need to scroll down to see location, description, and guest options.
One useful difference: on mobile, you can tap directly on a time slot in the calendar to create an event at that exact time, which is faster than using the Create button. On desktop, you can do the same thing by clicking and dragging across the time you want the event to cover, and a quick event creation panel will appear.
Sharing permissions and what you can do
The calendar owner controls who can see the calendar and who can make changes. If you have Editor access, you can create, edit, and delete events on the shared calendar. If you have Viewer access, you can see all the events but cannot create or change anything. If you have Commenter access (less common), you can see events and add comments but not create new ones.
Ask the calendar owner which permission level you have if you're unsure. If you need to create events but can't, the owner may have set you as a Viewer by mistake. They can change this in the calendar's sharing settings without removing you from the calendar.
Frequently Asked Questions
Can I add an event to someone else's shared calendar?
Only if the calendar owner gave you Editor access. If you have Viewer access, you'll see the calendar and all its events, but the Create button won't work for that calendar. Ask the owner to change your permission level if you need to add events.
What if I accidentally create an event on the wrong calendar?
Click the event, select Edit, and use the Calendar dropdown to move it to the correct shared calendar. Save the changes and it will move when ready. The original creator stays the same, so people will know you made the change.
Do people get notified when I add an event to a shared calendar?
Only if you add them as guests in the Guests field. If you just create an event on a shared calendar without inviting anyone, people will see it when they look at the calendar, but they won't get a notification. Adding guests sends them a notification and lets them respond with their availability.
Can I delete an event I created on a shared calendar?
Yes, if you created it. Click the event, select Delete, and confirm. Everyone with access to the calendar will see it disappear. If someone else created the event and you have Editor access, you can delete it too, but the original creator will be notified.
Why can't I see the shared calendar in my calendar list?
The calendar owner may not have finished adding you, or they added the wrong email address. Ask them to check the sharing settings and confirm your email is listed. After they add you, refresh your browser or restart the Google Calendar app, and it should appear in your calendar list within a few minutes.