How to Invite Participants to a Google Calendar Event

Quick and easy-to-follow guide for Google Calendar users

You can invite people to calendar events.

How to invite people to a Google calendar event step-by-step with images

Step 1

How To Invite Guests (Participants) To A Google Calendar Event - Step 1

In Google Calendar https://calendar.google.com, click Add guests while creating an event.

Step 2

How To Invite Guests (Participants) To A Google Calendar Event - Step 2

Add event guests

Now search for someone to invite. 

You can enter their full email address or look for them by name if they are in your contacts list. If they are in your contacts, they will appear below, and you can click to select them.

Step 3

How To Invite Guests (Participants) To A Google Calendar Event - Step 3

To mark someone as an optional guest, hover over them in the list and click the Mark optional icon on the right.

To remove a guest, click the X icon.

Assign event permission levels to guests

You can grant different permission levels to your guests. Under Guest permissions, choose if people you invite can:

  • Modify the event
  • Invite others
  • See the guest list

If you see the *Calendar cannot be shown message, this means that Google Calendar could not resolve the indicated guests for one of the following reasons:

  • The guests may not use Google Calendar.
  • You may not have permission to access the indicated calendars.
  • You may have invited a group containing more than 200 guests.

Step 4

How To Invite Guests (Participants) To A Google Calendar Event - Step 4

To find a good time for the calendar event

When the guest’s calendar can be shown, you can click the Suggested times option, which allows you to find time slots when all guests are free.

You can hover over a guest and click the Hide icon to exclude them from the Suggested times option.

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