How to Share Calendars and Tasks: The Complete 2025 Guide

In today's fast-paced world, effectively managing and sharing schedules and tasks is crucial. Whether coordinating family activities or collaborating with a partner on household chores, shared calendars and task lists can significantly boost efficiency while reducing miscommunication. This comprehensive guide will walk you through sharing calendars and task lists across various devices and platforms.

How to Share Calendar on iPhone

iPhone users can easily share calendars via iCloud, allowing family or friends to view and edit schedules.

Steps to Share an Entire Calendar on iPhone:

1. Open the "Calendar" app
2. Tap the "Calendars" button at the bottom
3. Click the information icon (i) next to your desired calendar
4. Select "Add People"
5. Enter the email address of the person you're sharing with
6. Tap "Add," then choose view-only or edit permissions
7. Click "Done"

After setup, invitees receive an email notification. Once accepted, they can view your calendar on their devices.

How to Share a Single Calendar Event on iPhone

For sharing specific events rather than entire calendars:

1. Open the Calendar app and locate your event
2. Tap the event to view details
3. Click "Edit" in the top-right corner
4. Scroll down and select "Invitees"
5. Add email addresses of desired participants
6. Tap "Done"

Invitees receive an email with event details and can accept, decline, or mark as tentative.

Sharing Calendars via iCloud

iCloud offers robust calendar sharing that syncs across all Apple devices:

Sharing via iCloud.com:

1. Visit iCloud.com and sign in with your Apple ID
2. Click the "Calendar" icon
3. Hover over your desired calendar in the left sidebar
4. Click the sharing icon (person silhouette)
5. Enter sharee's email address
6. Choose view-only or edit permissions
7. Click "OK"

This method works across all devices, including Windows PCs and non-Apple devices.

Creating a Shared Family Calendar

For families, shared calendars effectively coordinate activities, appointments, and responsibilities:

Using Apple's Family Sharing:

1. Ensure Family Sharing is enabled (Settings > [Your Name] > Family Sharing)
2. In the Calendar app, create a new calendar named "Family"
3. Follow the above steps to share with family members

Creating a Family Calendar with Google Calendar:

1. Log into Google Calendar
2. Click "+" then "Create new calendar"
3. Name it (e.g., "Family Calendar") and add a description
4. Click "Create Calendar"
5. Find your new calendar in the left sidebar
6. Click the three-dot menu and select "Settings and sharing"
7. Under "Share with specific people," add family members' emails
8. Set appropriate permissions (view, edit, etc.)

How to Share a Google Calendar

Google Calendar remains one of the most popular sharing solutions:

Sharing an Entire Google Calendar:

1. Open calendar.google.com
2. Locate your calendar in the left sidebar
3. Click the three-dot menu next to it
4. Select "Settings and sharing"
5. Navigate to "Share with specific people"
6. Click "Add people"
7. Enter emails and set permissions
8. Click "Send"

Sharing a Google Calendar Link:

For public access without editing rights:

1. Access calendar "Settings and sharing" as above
2. Under "Access permissions," select "Make available to public"
3. Copy the link under "Public URL to this calendar"
4. Share via email or messaging apps

How to Share Calendar in Outlook 365

Microsoft Outlook users can easily share calendars with colleagues or family:

1. Open Outlook and switch to Calendar view
2. Right-click your desired calendar in the left navigation
3. Select "Share Calendar" or "Sharing Permissions"
4. Enter sharee's email address
5. Choose permission level
6. Click "Send"

How to Share a Google Calendar with Outlook

Cross-platform calendar sharing is possible:

1. Open Google Calendar
2. Click the three-dot menu next to your calendar
3. Select "Settings and sharing"
4. Scroll to "Integrate calendar"
5. Copy the "Secret address in iCal format" link
6. Open Outlook
7. Go to File > Account Settings > Account Settings
8. Select the "Internet Calendars" tab
9. Click "New"
10. Paste your Google Calendar link
11. Click "Add"

Best Shared To-Do List Apps

Beyond calendars, shared task lists are vital collaboration tools. Top recommendations:

DuoDo: The Ultimate Collaborative Task Manager

DuoDo is an innovative task management app designed specifically for partnerships. It transforms routine tasks into engaging social experiences that foster collaboration.

Key Features:

• ​AI-assisted task creation: Describe tasks naturally, and DuoDo's AI creates structured tasks with appropriate deadlines
• ​Accountability system: Create accountability teams where members track progress and offer encouragement
• ​Multiple AI personas: Add different AI personalities for personalized motivation
• ​Task completion photos: Share completion photos and celebrate progress together
• ​Clean ad-free interface: Minimalist design without distracting ads

More than a task manager, DuoDo enhances relationships through shared accomplishment experiences. Ideal for couples managing chores, shopping lists, vacation plans, and more.

How to Share Google Task Lists

Many don't realize Google Tasks can be shared:

1. Visit tasks.google.com
2. Create or select a task list
3. Click the three-dot menu next to the list name
4. Choose "Share list"
5. Enter sharee's email address
6. Set permissions and click "Send"

How to Share Word Documents for Editing

Collaborative document editing is another teamwork essential:

Sharing in Microsoft Word:

1. Open your Word document
2. Click the "Share" button (top-right)
3. Enter sharee's email address
4. Set permissions (edit, view-only, etc.)
5. Add an optional message
6. Click "Send"

Editing Shared Word Documents:

When receiving a shared document:

1. Open the invitation email/link
2. Click "Open" or "Edit"
3. The document opens in Word Online or desktop app
4. Edits save automatically and become visible to all collaborators

Conclusion

Effectively sharing calendars and task lists dramatically improves coordination for families and work teams. While numerous platforms exist, the key is finding a solution that meets your specific needs and is adopted by all participants.

For those seeking a comprehensive solution, we highly recommend DuoDo. Beyond shared task management, its unique social and AI features enhance interpersonal connections. Whether managing household responsibilities or coordinating daily activities with a partner, DuoDo offers a simple yet powerful way to stay synchronized and accountable.

FAQs

Q: Can I share Google Tasks?
A: Yes! Google added task list sharing functionality. Follow our guide to easily share task lists.

Q: How to share links during Zoom meetings?
A: As host, click "Invite," then copy/paste the invitation link via email or messaging apps.

Q: What's the best shared to-do list app for couples?
A: DuoDo is specifically designed for couples, featuring social interaction elements that make task management enjoyable.

Q: Can I share calendars across platforms?
A: Absolutely! Our guide covers cross-platform sharing between Google Calendar, Outlook, and Apple Calendar.

Q: What's the best way to share notes?
A: For general notes, consider Evernote, Google Keep, or Apple Notes. For task-oriented notes, DuoDo offers superior collaborative features.