Sharing calendars can be tricky business; either your team uses a shared CMS calendar (e.g. Basecamp, Salesforce, etc.) and receives notifications via email, or each member of the team maintains his/her own calendar by manually updating each event.
By using Google Calendar (and a few tricks) though, you can have an instantly accessible and real-time calendar that doesn’t require an extra log-in.
To start, determine who will need to access the calendar both now and in the future. As we discovered recently, there is no way to make a calendar readable and writable to someone outside of a specific domain. In other words, if firstname.lastname@example.org wants to share a calendar with email@example.com, he can, but john@gmail won’t be able to make any changes or even view event details.
Thus, if you’re planning on collaborating with people outside of a single domain, make sure that the creator of the calendar is not part of a domain. Using our example, we want firstname.lastname@example.org to create the calendar and then share it with email@example.com and others.
If you’re an iOS user, there are just a few extra steps you’ll have to take to integrate your new team calendar with your proprietary Calendar app.
First, make sure that you’ve set up the Gmail account that the calendar is being shared with as an Exchange account. Our post about scanning business cards with your iPhone includes a photo tutorial in case you’re wondering how it’s done.
Next, using Safari navigate to http://m.google.com/sync and log into your Gmail account. You will then be prompted with a list of devices so choose the iOS device you’d like to sync. Then, under My Calendars select check box for the shared calendar you’d like to add.
Finally, open your Calendar app and press the ‘Calendars’ button in the top-left. Scroll down to the Exchange section and select the shared calendar that you chose to sync in the last step. That’s it, your shared team calendar events will now appear in your iOS calendar!