You can change the visibility settings of your appointments from public to private.

University calendars share appointment details by default to anyone within the organisation. This practice is due to the University ethos of openness and collegiality.

We strongly recommend to keep calendars set as "public". If necessary, you can change the visibility settings of your appointments and calendar using the following instructions. 

Index

Instructions for Windows users

Using the desktop client

• Set up a private appointment
• Make your calendar private
• Set specific permission for other colleagues

Using the browser

• Set up a private appointment
• Make your calendar private
• Set specific permission for other colleagues

Instructions for macOS users

Using the desktop client

• Set up a private appointment
• Make your calendar private
• Set specific permission for other colleagues
• How to delete permissions

Using the browser

• Set up a private appointment
• Make your calendar private
• Set specific permission for other colleagues

 

Instructions for Windows users

Using the desktop client

Set up a private appointment

1. Start creating a new Appointment on your Calendar

2. Click the Private Icon within the Tags group

3. Once you click on Private, the button will change its colour becoming grey. Through this, you will be sure that the appointment will be private.

 

Make your calendar private

1. In Calendar, on the Home Tab, in the Manage Calendar group, click Share Calendar

2. Click on Calendar

3. Click on My Organization to select the default permissions

4. Under Permissions, set the desired permissions level. Permissions levels and what they mean can be found in the table below:

None

• Nobody can view your calendar

Can view when I'm busy

• Allows someone to view blocks of time as: Free, Busy, Tentative, Away.

Can view titles and locations

• Allows someone to view your Subject and Location.
• Events set to private will only display as Private Appointment.

Can view all details

• Allows someone to view your Subject, Location,
• Attendees, and Description. However, any event you mark as private displays simply as Private Appointment

Can edit

• Provides read/write/modify access
• Once you have selected the desired permissions level click OK to apply the updated permissions.

5. Click on the permission you want, then click on OK

 

Set specific permission for other colleagues

Once in Permissions, you can set specific permissions for other colleagues:

1. Click on Add…

2. Type the name of the person you are looking for or browse them in the address list, click on Add and then OK

Back to the index

 

Using the browser

Set up a private appointment

1. Click on New Event to create a new Appointment into your calendar

2. Click the Busy Icon on the top, and the Private

3. Your appointment will appear locked within your calendar

 

Make your calendar private

1. Click on Settings

2. Click on View all Outlook settings

3. Click on Calendar and then Shared calendars. Once here you can select the calendar you want to share

4. It will appear a new window:

Under Permissions, set the desired permissions level. Permissions levels and what they mean can be found in the table below:

Not shared

• Nobody can view your calendar

Can view when I'm busy

• Allows someone to view blocks of time as: Free, Busy, Tentative, Away.

Can view titles and locations

• Allows someone to view your Subject and Location.
• Events set to private will only display as Private Appointment.

Can view all details

• Allows someone to view your Subject, Location,
• Attendees, and Description. However, any event you mark as private displays simply as Private Appointment

Can edit

• Provides read/write/modify access

5. Click on the permission you want.

 

Set specific permission for other colleagues

Once in Permissions, you can set specific permissions for other colleagues:

1. Click on Settings

2. Click on View all Outlook settings

3. Click on Calendar and then Shared calendars. Once here you can select the calendar you want to share

4. It will appear a new window:

5. Type the name of the person you are looking for, select the permissions you want and then click on Share

Back to the index

 

Instructions for macOS users

Using the desktop client

If you are using the new version of Outlook for Mac, read the Apple article The New Outlook for Mac.

Set up a private appointment

1. Start creating a new Appointment on your Calendar

2. Click the private padlock button

If you are using the new version, the private padlock will be this: 

3. If you want to change the settings of an old event, you can:

a. either right-click and select Private

b. or double click it up and click the private padlock button as per a new one

 

Make your calendar private

1. In Calendar, on the Home Tab, click on Calendar Permissions

If you are using the new version of Outlook for Mac: click on My Calendars, then on the dots next to Calendar and then on Sharing Permissions

2. Under Permissions, set the desired permissions level. Permissions levels and what they mean can be found in the table below:

Not shared

• Nobody can view your calendar

Can view when I'm busy

• Allows someone to view blocks of time as: Free, Busy, Tentative, Away.

Can view titles and locations

• Allows someone to view your Subject and Location.
• Events set to private will only display as Private Appointment.

Can view all details

• Allows someone to view your Subject, Location,
• Attendees, and Description. However, any event you mark as private displays simply as Private Appointment

Can edit

• Provides read/write/modify access
• Once you have selected the desired permissions level click Done to apply the updated permissions.

3. Click on the permission you want, then click on Done.

 

Set specific permission for other colleagues

1. On the toolbar, click on Tools and then Accounts

2. Click Advanced

3. It will appear a new window. Click on Delegates and the plus

4. Search for the person and click Add

5. Choose your settings and click OK

6. Make sure your meeting-related messages are how you want them and then click OK

 

How to delete permissions

1. Select the person

2. Click on the minus button and then OK

Back to the index

 

Using the browser

Set up a private appointment

1. Click on New Event to create a new Appointment into your calendar

2. Click the Busy Icon on the top, and the Private

3. Your appointment will appear locked within your calendar

 

Make your calendar private

1. Click on Settings

2. Click on View all Outlook settings

3. Click on Calendar and then Shared calendars. Once here you can select the calendar you want to share

4. It will appear a new window. Under Permissions, set the desired permissions level. Permissions levels and what they mean can be found in the table below:

Not shared

• Nobody can view your calendar

Can view when I'm busy

• Allows someone to view blocks of time as: Free, Busy, Tentative, Away.

Can view titles and locations

• Allows someone to view your Subject and Location.
• Events set to private will only display as Private Appointment.

Can view all details

• Allows someone to view your Subject, Location,
• Attendees, and Description. However, any event you mark as private displays simply as Private Appointment

Can edit

• Provides read/write/modify access

 

Set specific permission for other colleagues

Once in Permissions, you can set specific permissions for other colleagues:

1. Click on Settings

2. Click on View all Outlook settings

3. Click on Calendar and then Shared calendars. Once here you can select the calendar you want to share

4. It will appear a new window:

5. Type the name of the person you are looking for, select the permissions you want and then click on Share

Back to the index