How to hide private appointments in Outlook?

Author: Siluvia Last Modified: 2025-04-07

When you print an Outlook calendar, all appointments existing in this selected calendar will be listed automatically while you printing. Some Outlook users want to print the Outlook calendar without private appointments entries showing up. The best way to print Outlook calendar without private appointments is to hide all private appointments from the selected Outlook calendar. With this article, you will learn how to achieve this.

Hide private appointments in Outlook

Hide private appointments in Outlook

You can hide all private appointments from Outlook calendar as follows.

1. Get into the "Outlook calendar" which you want to hide all private appointments from.

2. Then click "View" > "Change View" > "Manage Views" in Outlook 2010 and 2013. See screenshot:

screenshot of step about hiding private appointments in Outlook 1

In Outlook 2007, please click "View" > "Current View" > "Define Views".

screenshot of step about hiding private appointments in Outlook 2

3. In the "Manage All Views" dialog box in Outlook 2010 and 2013, please select "Calendar" under "Views for folder 'Calendar'" section, and then click "Copy" button.

screenshot of step about hiding private appointments in Outlook 3

In Outlook 2007, please click "Day/Week/Month", and then click "Copy" button.

screenshot of step about hiding private appointments in Outlook 4

4. When the "Copy Views" dialog box popping up, you need to:

1). Give a name to this new view in the "Name of new view" textbox;

2). Under "Can be used on" section, check the option for your own needs;

3). Click "OK" button.

screenshot of step about hiding private appointments in Outlook 5

5. After clicking "OK" button, the "Advanced View Settings" dialog box ("Customize View" dialog box in Outlook 2007) will pop up. Please click "Filter" button.

screenshot of step about hiding private appointments in Outlook 6

6. In the "Filter" dialog box, please go to the "Advanced" tab. Then please do as follows:

screenshot of step about hiding private appointments in Outlook 7

1). Please click "Field" > "Frequently-used field" > "Sensitivity". See screenshot:

2). Select "not equal to" from the "Condition" drop-down list;

3). Select "Private" in the "Value" drop-down list;

4). Click "Add to List" button.

5). Click "OK" button.

screenshot of step about hiding private appointments in Outlook 8

7. When it returns to the "Advanced View Settings" ("Customize View") dialog box, please click "OK" button.

8. In the "Manage All Views" dialog box, please select the view you have just created, and then click "Apply View" button.

screenshot of step about hiding private appointments in Outlook 9

Then the new calendar view with hiding private appointments function is created. You can see all private appointments are hidden from this calendar immediately.

screenshot of step about hiding private appointments in Outlook 10

Notes:

1. When you create a new private appointment, it will be hidden automatically if you are locating at the hide private calendar view.

2. You can click hide private Calendar and Calendar under the "Change View" to toggle between the hidden private appointments calendar view and the default calendar view. See screenshot: