How to keep private events private when you sync calendars

An event you have already marked private on its own calendar is copied as a private event. You do not need a rule for that. A rule is for the other cases: events that are not marked private but should be treated as if they were, or private events you do not want copied at all.

There are three things a rule can do about privacy, and they are different. Choose "Sync, but mark it private" to copy the event in full with the copy flagged private. Choose "Sync, but hide the details" to copy only the time, as "Busy". Choose "Don't Sync" to leave the event off the other calendar.

What does a private source event do without any rule?

A private event syncs to a private copy by default. A rule can only add privacy to a copy; it never turns a private copy into a public one. The two calendar types call the setting by different names (Google calls it visibility, Outlook calls it sensitivity), but the privacy flag travels with the event.

What does "Sync, but mark it private" do?

The event still syncs, with its title, description and location. The only change is that the copy on the destination calendar is flagged private. This is useful when other people have access to that calendar: Google and Outlook treat a private event as one whose details are hidden from people who can see the calendar but not its private items; what any person sees depends on how the calendar is shared. What those people see depends on how the destination calendar is shared, which is set in Google or Outlook, not in GetCalendario.

What is the difference from hiding the details?

"Sync, but hide the details" is the stronger option. The title becomes "Busy", the description and location are blanked, attendees and meeting links are removed, and the copy is also marked private. The time stays blocked so nobody can double-book you. Use it when the details themselves should not be on the other calendar at all; see how to hide event details but keep the time blocked.

Marking private keeps the details on the copy and relies on the destination calendar's privacy handling. Hiding removes them before the copy is written.

How do I set it up?

1. Open Sync Rules and choose the connection under Add a Sync Rule.
2. Under Field, choose Visibility and, under Visibility, choose Private to catch events already marked private. Or choose another field, such as Title or Location, with a keyword, to catch events by what they say.
3. Under Then, choose "Sync, but mark it private" (or "Sync, but hide the details").
4. Choose Add and confirm. The confirmation says how many events will be marked private.

Matching on Visibility is included in every plan, as is matching on title, notes and location. The full list of conditions is in sync rules by event property.

What happens to copies that already exist?

Adding the rule goes back over events already copied inside your sync window and marks the matching copies private. Removing it reverses that. What happens when I add or delete a keyword has the details, including what a paused connection does.

What to know

• A rule marks a copy private only. The original event is not changed.
• If a "Don't Sync" rule and a "mark it private" rule match the same condition, the event is not copied, so the second rule has nothing to act on. The Sync Rules screen refuses that pair when you try to add it.
• If you are a secondary account, meaning someone else connected your calendar to theirs, you can add rules that hide details and rules that mark copies private, and they cover every connection that touches your calendar. You cannot add a Don't Sync rule. See how to stop certain events from syncing.
• To stop private events syncing at all, use Visibility is Private with Don't Sync.