The best calendar app is the one that runs on all your devices, shows your work and personal events together and makes sharing easy. Some suit inbox lovers, some families and some privacy-minded professionals. This page lists ten everyday calendar apps in no particular order, then explains how to choose and switch.
Your calendar runs your day, so it's worth choosing the one that fits how you work rather than sticking with whatever came on your phone. Some people want a calendar that sits right next to their email, some want a shared family diary, and some want everything private and encrypted. The good news is that most calendar apps can read the same accounts, so you're rarely locked in.
Here are ten calendar apps in no particular order, listed alphabetically. They're everyday calendars for personal and work life, not AI schedulers. I've mixed the big built-in options with smaller, independent apps, and the details come from each app's own website and help pages. If you'd like a calendar that plans your day for you, my guide to the best AI calendar apps covers that side.
Calendar apps compared at a glance
In the free plan column, Yes means the app's own site describes it as free or offers a free version or free account. Trial only means a free trial before you need to sign up to a plan. Extra features often sit on an upgrade, so check what's in the free version you'd be using.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Apple Calendar | Built-in Apple app | iPhone and Mac owners wanting no extra download | Yes |
| BusyCal | Mac and iPhone app | Detailed calendar views for Apple power users | Trial only |
| Fantastical | Calendar and tasks app | Typing events in plain language on Apple devices | Yes |
| Google Calendar | Online calendar | Anyone working in Gmail and Google Workspace | Yes |
| Microsoft Outlook | Email and calendar app | People who run their day from their inbox | Yes |
| Notion Calendar | Connected calendar app | Notion users linking meetings to notes and docs | Yes |
| Proton Calendar | Encrypted calendar | Keeping event details private | Yes |
| TimeTree | Shared calendar app | Families and small groups sharing plans | Yes |
| Vimcal | Fast calendar layer | Keyboard-driven scheduling for busy diaries | Trial only |
| Zoho Calendar | Online calendar | Small teams already using other Zoho apps | Yes |
Ten calendar apps from A to Z
Apple Calendar
Best for: Apple device owners who want a calendar already on their phone and Mac that can show several accounts in one place.
BusyCal
Best for: Mac and iPhone users who want more views, layout options and control than the built-in app gives them.
Fantastical
Best for: People who like to type an event in a normal sentence and see their calendar and tasks together.
Google Calendar
Best for: Business owners who already use a Google Account and want a calendar that works in any browser and on any phone.
Microsoft Outlook
Best for: Anyone who wants email and calendar side by side, especially teams that already work in Microsoft apps.
Notion Calendar
Best for: Teams who plan in Notion and want their meetings and project pages connected in one calendar.
Proton Calendar
Best for: Privacy-minded people who want their event titles, locations and guest lists protected by end-to-end encryption.
TimeTree
Best for: Families, clubs and small teams who need one shared calendar everyone can add to and comment on.
Vimcal
Best for: Busy founders and consultants who live by keyboard shortcuts and juggle meetings across time zones.
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Zoho Calendar
Best for: Small businesses that want a free online calendar for individuals and teams with sharing and reminders built in.
How to pick the best calendar app for you
Start with the devices you use every day. A calendar that only runs on one kind of phone won't help if half your work happens on a Windows laptop. Then think about who else needs to see your diary.
- Devices. Does the calendar app run on your phone, computer and browser?
- Accounts. Can it show your work and personal calendars together, so nothing clashes?
- Sharing. Can a partner, assistant or team member view or edit it?
- Adding events. Is it quick to add an event, ideally by typing a plain sentence?
- Privacy. Who can read your event details, and does that matter for your work?
- Views. Do you like a day, week, month or list view, and does the app do it well?
Don't forget the small things, either. A widget on your phone's home screen, a clear colour for each calendar and reminders that arrive at a sensible time can make more difference to your week than a long feature list. Try adding a real appointment in each app you're considering and see how many taps it takes.
Which calendar app suits which kind of user
- Built-in calendars suit people who want something simple that's already on their phone and syncs without fuss.
- Inbox-based calendars suit anyone who books meetings from email all day.
- Shared and family calendars suit households, clubs and tiny teams who juggle the same dates.
- Power-user calendar apps suit busy founders who want shortcuts, extra views and clever ways to add events.
- Private, encrypted calendars suit coaches, therapists and consultants with sensitive appointments.
If clients book time with you, pair your calendar with booking and scheduling software so they can pick a free slot without the back-and-forth. And if you like planning your day in blocks, my guide on which time blocking app to use pairs well with any calendar.
Switching to a new calendar app without losing events
- Keep your existing calendar account, because most apps can read it rather than replace it.
- Connect your main accounts to the new calendar app and check every calendar appears.
- Look at the next few weeks side by side in the old and new apps to make sure nothing's missing.
- Set your default calendar for new events, so work meetings don't land in the family diary.
- Turn on the reminders and notifications you rely on, then switch off duplicates in the old app.
Calendar app mistakes to avoid
- Running two calendars that don't talk to each other and double-booking yourself.
- Sharing your whole diary when you only meant to share free and busy times.
- Leaving every notification on, so you start ignoring the important ones.
- Forgetting time zones when you book calls with people abroad.
- Choosing an app your assistant or team can't open on their devices.
Do you make a calendar app? Tool makers can ask to be considered for a featured place on this list.
Settling on your best calendar app
Pick two calendar apps that run on all your devices and connect your accounts to both. Use each one for a few ordinary days of meetings, school runs and deadlines. Keep the one you open without thinking about it, because the best calendar app is the one you'll check every morning.
Frequently asked questions
What is the best calendar app?
It depends on your devices and who you share your diary with. Built-in calendars are simple and free, inbox-based ones suit busy email users, and shared or encrypted calendars suit families and privacy-minded professionals.
Can I use one calendar app for work and personal events?
Yes. Most calendar apps let you connect several accounts and show them together, often in different colours, so you can see clashes at a glance.
Is there a free calendar app?
Yes. Several apps on this list are free or have a free version or free account. Check each app's own site for what's included before you rely on an extra feature.
Can I share my calendar with my family?
Yes. Many calendar apps let you share a calendar or create a shared one, and some are built specifically for families and groups.
Will I lose my events if I change calendar apps?
Usually not, because most apps connect to your existing account instead of replacing it. Check the next few weeks side by side before you stop using the old app.
