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Hiding details of appointments and meetings

When co-workers plan a meeting and are looking at free/busy times, they can see the details of any appointment if they hover the mouse pointer over the appointment.

Is there a way to block that?

To prevent them from seeing details via Free/Busy, you can either publish your appointment as Private or you can change the permissions on your Calendar folder.

Mark an appointment as private

If you only want to block certain individual appointments from showing their contents via Free/Busy, then double click to open the appointment and choose;

  • Outlook 2003 and previous
    File-> Properties-> Sensitivity: Private
  • Outlook 2007
    In the Options group on the Appointment or Meeting tab, select click the Private button with the lock icon.
  • Outlook 2010 and Outlook 2013
    In the Tags group on the Appointment or Meeting tab, select click the Private button with the lock icon.

In Outlook 2003 and previous, Private items will show with a key icon in the Calendar; Private item key icon
In Outlook 2007, Outlook 2010 and Outlook 2013, Private items will show with a lock icon in the Calendar; Private item lock icon

Change permissions

In Outlook 2007, Outlook 2010 and Outlook 2013 you can change the permissions on your Calendar folder to not expose the details for any appointment or meeting via Free/Busy. Currently it is probably set to “Free/Busy time, subject, location”.

  1. Right click your calendar folder and choose Properties.
  2. Select the Permissions tab.
  3. In the Name list select Default.
  4. Change its Permissions Level to “Free/Busy time”.
  5. Press OK to close the dialog.