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Category: Google Calendar

Sharing Your Google Calendar

You can share the main calendar for your account, or another calendar you created. Learn how to create a new calendar.

Share your calendar


  • If you’d like to share a calendar that you don’t own, you’ll need to ask the owner to turn on the Make changes and manage sharing permission. 
  • If your account is managed through work or school, you might not have access to all of the permissions options. To learn more, contact your admin.
  1. On your computer, open Google Calendar. You can’t share calendars from the Google Calendar app. 
  2. On the left, find the “My calendars” section. You might need to click it to expand it. 
  3. Hover over the calendar you want to share, click More   Settings and sharing.
    • To broadly share it: Under “Access permissions,” check the boxes of the ways you want to share and choose your options in the drop-down menu. Learn more about these options below.
    • To share with individuals: Under “Share with specific people,” click Add people.
  4. Add the person or Google group email address. Use the dropdown menu to adjust their permission settings.
  5. Click Send.
  6. The recipient will need to click the emailed link to add the calendar to their list.

If you share your calendar with a group, it isn’t automatically added to their “Other calendars” list. The calendar sharing settings will automatically adjust to any changes in the group’s membership over time. Learn more about Google Groups.


Your USD 497 email has been migrated from Outlook to Gmail. As a part of this process all of your email, contacts, folders, calendar events, and OneDrive files have been moved over to Google. All you have to do is sign in to Gmail and stop using Outlook.

Need more help? Check out all of our other guides and resources on our website or check out the G-Suite Training Plugin for Chrome.

Accessing Your Gmail Account (Students)

Lawrence Public Schools has moved from Outlook to Gmail for email in the district.  You can now send and receive email by logging into Gmail with your district credentials. If you need access to old emails (emails received before July 1, 2019) you can find them at outlook.office.com.

Signing in with a District Device

  1. Using Chrome, go to go.usd497.org.
  2. Select Students.
  3. Sign in with your district username and password.
  4. Select Gmail.

Signing in On a Different Computer

  1. On your computer, go to gmail.com.
  2. Enter your Google Account email or phone number and password.
  • You will sign in with your district email (ex: 9050811@students.usd497.org) and password.
  • If you see a page describing Gmail instead of the sign-in page, click Sign in in the top right corner of the page.

Tip: If you’re signing in to a public computer, make sure to sign out before leaving the computer. Learn more about securely signing in.

Signing in with a Mobile Device

  1. On your Android device, iPhone or iPad, download and open the Gmail app  .
  2. In the top right, tap your profile picture. 
  3. Tap Add another account.
  4. Choose the type of account you want to add:

Adding Your Gmail Account to Your iPhone or iPad

Lawrence Public Schools is moving from Outlook to Gmail on July 1, 2019.  If you have your USD 497 email account on your phone you will need to remove your Outlook account and add your district Gmail account.If you are using the Outlook app you can simply just delete it and install the Gmail and Google Calendar app through the App Store.  Technology Services recommends using the Gmail App and the Google Calendar App. This guide will walk you through the settings for the iOS Mail and Calendar app.


  1. On your iPhone or iPad open Settings then scroll down and tap Passwords & Accounts.
  2. Tap your USD 497 account under Accounts.
  • This account is usually labeled as “Exchange” though you may have saved it as something else.
  • You will know that you selected the correct account if your district email address is listed next Account.
  1. Tap Delete Account.
  2. Tap Delete from My iPhone (or My iPad).


  1. On your iPhone or iPad open Settings then scroll down and tap Passwords & Accounts.
  2. Tap Add Account.
  3. Select Google.
  • You may get a pop-up stating, “Settings Wants to Use google.com to Sign In.” If you do, click Continue.
  1. Type your district email address and then select Next.
  • For most staff, this is your first initial and last name (ex: ateacher@usd497.org).  It may also be your first and last name (firstname.lastname@usd497.org). 
  • If you have signed into your district Google Drive, Google Docs, or Google Classroom before it is the same account.
  1. You will be redirected to the district sign page.  Enter your district username and password and then select Sign In.

Scheduling Assistant

Find a Time

  1. Single-click your event and click Edit .
  2. On the left, click Find A Time. You’ll see the local time for guests in other time zones just below their name.
  3. Scroll up or down the time slots or click the arrows at the top to view different days and available times.
  4. Click a time slot and click Save. The time will be updated in the meeting details.

Suggested Times

  1. Single-click your event and click Edit .
  2. Open your event and under Guests, click Suggested Times.
  3. Select a suggested time. The meeting is automatically updated. 
  4. Click Save.

Check out the video

O.M.Gmail! What about my stuff?!

O. M. Gmail! What about my…?

Inbox emails:  All emails currently in your inbox will transfer directly to Gmail. However, it is strongly suggested that you clean up your inbox and delete unnecessary email. This is a chance to start fresh!

Email folders: All folders and their contents will transfer. In Gmail, folders are called “labels” but the concept and content will remain the same. *If your folder names include a special character, those characters will disappear*

Attachments: Attachments under 45 MB will be transferred with your email. Anything over 45 MB will automatically be uploaded to your Google Drive.

Deleted Emails: Deleted emails will transfer to Trash. *Gmail automatically deletes all trash after 30 days. If you are used to pulling email out of your deleted folder, this will be a change*

Junk Emails:  Junk will be moved to the “SPAM” folder in Gmail. This folder is deleted every 30 days.

Priority Emails: High priority email become “starred” in Gmail.

Rules/Filters: Rules and filters will not migrate to Gmail. New rules can be established using Gmail settings.

Flagged items: Flagged emails become “starred” emails in Gmail. They are also added to “tasks”. The content of the email will be visible in tasks.

Calendar: All events will transfer directly to Google Calendar.

Groups: All user created groups will transfer to Gmail.

Google Calendar Cheat Sheet

1. To schedule an event, click  Create. To update an event, click the event > Edit.

2. Click any event on your calendar to respond to an invite, join a video meeting, or edit the event.

3. Add and customize calendars.

  1. Create a new calendar—Make more calendars, such as a team calendar or a project calendar.
  2. Add calendar—Enter someone’s email address and click More more_vert next to their name to choose an option.
  3. Change calendar settings—Change default notifications, share calendars, set working hours, and more.

Download Cheat Sheet

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