When co-workers plan a meeting and are looking at free/busy times via the Schedule Assistant, 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 co-workers from seeing details via Free/Busy times, 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 when someone schedules a meeting with you or opens your Calendar folder, then you can mark an appointment as private.
To do this, double click on the appointment or meeting to open it in its own window and choose:
- Outlook 2003 and previous
File-> Properties-> Sensitivity: Private
- Outlook 2007
In the Options group on the Appointment or Meeting tab, click the “Private” button with the lock icon.
- Outlook 2010, Outlook 2013 and Outlook 2016
In the Tags group on the Appointment or Meeting tab, click the “Private” button with the lock icon.
In Outlook 2003 and previous, all Private items will show with a key icon in the Calendar:
In Outlook 2007 and later, all Private items will show with a lock icon in the Calendar:
Note: In Outlook 2010, Outlook 2013 and Outlook 2016, this command is also available on the Appointment or Meeting tab when you select the item in the Calendar folder so you won’t have to open the item first via a double click.
Change permissions on your Calendar folder
To prevent that any details of your Calendar is exposed via the Schedule Assistant, you can change the permissions on your Calendar folder. To do this, set the default permissions for your Calendar to “Free/Busy time”. Currently it is probably set to “Free/Busy time, subject, location”.
- Right click your calendar folder and choose Properties.
- Select the Permissions tab.
- In the Name list select Default.
- Change its Permissions Level to “Free/Busy time”.
- Press OK to close the dialog.
Via the “Add…” button, you can add some colleagues or your manager to still allow them to see some more details. Anyone else would just see your availability times.
Prevent someone from seeing your whereabouts or hints about any of
your appointments by its subject or location information by setting
the Permission Level for “Default” to Free/Busy time.