How to hide appointments in a shared calendar in Outlook?

If you want to hide only one appointment in your shared calendar in Outlook, you can set the appointment as private.

In "Calendar" view, right click the specified appointment you will hide in the shared calendar, and then select "Private" from the context menu. See screenshot:

Now other Exchange users whom you allow to view your shared calendar will only get a private appointment, and can’t view this appointment’s subject, notes, or other detailed information. See screenshot:

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If you want to hide all appointments, and only show the busy and free information in your shared calendar, you need to configure the shared calendar’s permission.

1. In the "Calendar" view, select the calendar you share with other Exchange users, and click "Folder" > "Calendar Permissions". See screenshot:

2. Under the "Permissions" tab of Calendar Properties dialog box, please select the specified Exchange user whom you need to prevent from viewing appointments in your shared calendar, and then select "Free/Busy time" from the "Permission Level" drop down list. See screenshot:

3. Click the "OK" button to save the change.

Now the specified Exchange user can only view the free and busy information, but not the detailed appointments in your shared calendar. See screenshot:

If you are going to share your Outlook calendar via email with all appointments hidden, you can do as follows:

1. In the "Calendar" view, right click the calendar you will share via email, and select "Share" > "Share Calendar" from the context menu.

2. In the Sharing invitation window, please (1) add recipients you will share the calendar with, (2) select "Availability only" from the "Details" drop down list, and (3) click the "Send" button. See screenshot:

3. In the opening Microsoft Outlook dialog box, please click the "Yes" button.

When recipients receive this invitation and open the shared calendar in their Outlook, they will view the free and busy information only instead of appointments.

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