Set Calendar user status display

As an administrator, you can control whether or not a user’s Calendar status is automatically displayed in other communication and collaboration tools within Google Workspace, such as Gmail, Chat, and Docs. For example, you may not want to display the "Out of office" Calendar status for the users in your organization. In that case, you can turn off automatic Calendar status display.

Turn on or off automatic Calendar status display

1. Sign in to your Google Admin console.

   Sign in using your administrator account (does not end in @gmail.com).

2. In the Admin console, go to Menu  AppsGoogle WorkspaceCalendar.
3. Click Sharing settings.
4. Click Display of Calendar status in Google Workspace.
5. (Optional) To apply the setting to a department or team, at the side, select an organizational unit. Show me how
6. Check or uncheck the options to show within Google Workspace that users are "Out of office," "In a meeting," or "In focus time" based on their Calendar status. The available options may be different for your domain.
7. Click Save. Or, you might click Override for an organizational unit.

   To later restore the inherited value, click Inherit. 

Changes can take up to 24 hours but typically happen more quickly. Learn more

If you turn on automatic Calendar status display for your users, when the out-of-office notification banner displays depends on how long the user is out of office. If a user is out of office for 6 hours or more, the notification banner displays up to 36 hours before the event, unless there’s a shorter out-of-office event sooner.  If they’re out of office for less than 6 hours, the notification banner displays 10 minutes before the start time.