When a meeting is created in Outlook and marked as Private, that privacy setting is preserved when the meeting synchronises into the Planner product. This article explains how private Outlook meetings appear and who can see their details in Planner.
How Private Outlook Meetings Appear in Planner
Private meetings created in Outlook are synchronsed into Planner as private meetings. The meeting exists in the system, but its visibility and level of detail depend on the user’s role.
Who Can See the Meeting Details
The following users can see the private meeting and its details, including the meeting title:
The meeting organiser
Facility Managers, who can view the meeting from the Bookings page in Administration
How Private Meetings Appear to Other Users
For users who are not the organiser or a facility manager:
The meeting is shown as private
The meeting title and details are hidden
The meeting does not expose sensitive information in tools such as the Scheduling Assistant or standard booking flows
This ensures privacy while still allowing the system to account for the meeting appropriately.