A calendar you share with nobody has no audience
Outlook does not count a calendar's owner among the people that calendar is shared with. A calendar you have opened up to nobody therefore presents no audience to resolve, and your Kastel files it under no department. It waits for an administrator's decision, like any content whose audience stays undetermined.
That is the opposite of what people expect. A private calendar looks like the quietest case, and therefore the easiest one to open to an AI. Yet nothing in Outlook says which department its appointments belong to, and a machine that fills that gap by itself ends up filing your annual review under the sales team.
The corollary belongs to you. The day you share that calendar with colleagues in one department, its work appointments become readable by that department, and by it alone. The gesture that opens access stays a gesture you make in Outlook, checkable where you made it.
What your Outlook sharing produces
Every row can be checked at your end, by opening the sharing permissions of the calendar concerned in Outlook.
| The sharing set on the calendar | What your Kastel does with it |
|---|---|
| No sharing at all | No audience to resolve, so it waits for an administrator |
| Can view when I'm busy | Does not count as reading content, and widens nothing |
| Can view titles and locations | Counts as reading content, so that person joins the audience |
| Shared with people in one department | Filed under that department, readable by it alone |
| Shared with people in two departments | Waits for an administrator, and neither one gets it |
| Shared with My Organization | No address to resolve behind that grant, so it waits |
| Shared with a group | The group is not expanded into people, so it waits |
| A delegate set on your calendar | Counts as reading content, so the delegate joins the audience |
There is only one test underneath these rows. Your Kastel files a calendar when its sharing names people it can attach to a single department, and it stops in every other case.
Work meetings, without the wordless slots
The boundary reads appointment by appointment, across every calendar the connected account can see.
No calendar is excluded on its name, and that is deliberate. A calendar called “Holiday campaign” is a work calendar, and discarding it because its name mentions holidays would lose its appointments in silence. The sorting happens appointment by appointment.
Three of Outlook's four sensitivity levels drop the appointment
Outlook offers four sensitivity levels on an appointment, and three of them are enough to drop it. An appointment marked personal, private or confidential is removed before a line is written, without its subject being examined and without being held anywhere in reserve.
The fourth level, the one set by default, is not a free pass. The appointment is then examined on the whole page it would produce, subject, time, location, attendee list and body included. A personal signal anywhere in that set drops the entire appointment.
That last point catches the most common case. An appointment called “Quick catch-up” says nothing personal in its subject. If it puts a medical practice and you in the same room, its attendees say it for it, and it is dropped on that ground alone.
The questions we get about this calendar
My assistant is a delegate on my calendar. Does that change anything?
Yes. A delegate counts as reading content, whether or not the delegation covers private items, so your assistant is part of that calendar's audience. If they sit in a different department from the colleagues you share the same calendar with, the calendar spans two departments, and it then waits for an administrator's decision.
An appointment vanished from my calendar after a reorganisation. Is it treated as deleted?
No. Microsoft distinguishes an appointment that was genuinely deleted from one that was merely removed from the view being tracked, and the connector reads that distinction rather than conflating the two. An appointment that is still alive and drops out of the view is not flagged as gone, and it stays tracked.
How far back does the first pass reach, and how far ahead?
One year back and one year ahead. Microsoft requires a window bounded on both sides to walk a calendar, where Google's calendar accepts a single bound and takes everything ahead of it. That constraint has a consequence that protects you, because an appointment sitting outside the window and missing from a reread is never counted as deleted.
Does this calendar need a new Microsoft application declared for it?
No, the connector reuses the one already serving Microsoft 365 and Microsoft Teams, with a calendar-read authorisation added on top. Each employee connects their own calendar, and a calendar cannot be attached to anybody else. When the connected account maps to a different person from the one requested, the connection is refused before any key is stored.
What this connector does not do
It books nothing and moves nothing. The authorisation requested from Microsoft is a calendar-read authorisation, so the connector has no path to create an appointment, change one, or answer an invitation on your behalf.
From an appointment's body, the connector takes the preview Microsoft returns first, and it only goes down to the full body when that preview is empty. A long agenda therefore does not necessarily come in whole. Attached files never come in, and formatting is reduced to plain text.
An appointment already read that you switch to private afterwards is dropped from the following reads, which is the expected behaviour. What has already been written does not withdraw itself for all that, and it takes an erasure decided by an administrator to remove it from your Kastel.
An appointment deleted or cancelled in Outlook is not erased from your Kastel. It is marked there as gone at the source and kept, readable by the same people as before, until that erasure. The cancellation is itself a piece of management information, and the connector does not choose on its own to forget it.
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