How to color-code appointments in Outlook Calendar

Acquiring crucial appointments is a bit less difficult when you can scan for a precise color instead than text in Microsoft Outlook Calendar. Hardly ever skip an appointment once again.

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Quite a few variations of Microsoft Outlook ago, you could use colour to determine appointments by speedily making use of a group. Outlook no more time supports this attribute, although, with a tiny roughhousing, you can however get to them. Mainly because they are not supported and for the reason that you do have to bounce through hoops to retrieve them, I never advise their use any for a longer time. I expect them to vanish with every single upgrade, and if they never totally vanish, they may possibly stop performing as envisioned, and you may not even notice it.

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You can, nevertheless, still use conditional formatting to colour code appointments. The great information is, as soon as the formatting rule is in place, you is not going to have to do anything at all. Outlook will implement the coloration instantly. In this post, I am going to present you how to use this attribute in Microsoft 365’s desktop edition of Outlook. You can use conditional formats with other Outlook objects, such as e-mail messages. The process is the very same, but you need to be in the acceptable window.

I’m applying Microsoft 365 desktop on a Windows 10 64-bit program, but you can use previously versions. There’s no demonstration file you is not going to need to have one. This element isn’t really supported in Outlook On-line.

Make a approach for your Outlook Calendar coloration codes

Prior to you begin creating policies to shade-code your appointments, invest a couple minutes deciding which shades you want to implement and to what types of appointments. I won’t be able to give an specific rule of thumb mainly because anyone operates in a different way. For instance, you might shade code appointments by issue matter or project titles. Or you might coloration code by no matter whether it is obligatory or optional. There are all varieties of explanations you may want a distinct appointment to stand out.

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The style of appointment that you select to coloration-code should really have a consistent house or information for the rule to obtain. For that reason, you do will need to think it all out just a bit prior to diving correct in. We’ll shade-code appointments by a trigger phrase in the issue textual content, “Restructure Committee.” If somebody sends a concept to the team but takes advantage of a distinct subject, the situation will not be achieved. That is why this desires a little bit of up-front organizing.

In advance of we can do just about anything however, we need to have an appointment.

How to add an appointment in Outlook Calendar

Ahead of we insert the conditional formatting rule, let us create an appointment for the restructure committee, as follows:

  1. Double-click Sept. 7, 2021, a Tuesday in your calendar (I’m using the Thirty day period view I just locate it less complicated when producing appointments since you get a even bigger photo of everything which is heading on.) Doing so creates an Celebration merchandise. Alternatively, you can click on New Appointment and develop it from scratch, but for now, use the double-simply click.
  2. In the resulting dialog, enter the title Restructure Committee. When making use of to your personal perform, the name should really be descriptive and meaningful so it truly is straightforward to locate and retain.
  3. Uncheck the All Working day selection so the start out and conclusion situations are out there.
  4. Set the time for 9:00 AM by means of 12:00 PM, as demonstrated in Determine A.
  5. Click on Preserve & Near to return to the Calendar window.

Determine A


  Make a new appointment (function).

Technically, you will not have to have an appointment that satisfies the affliction in advance of making the conditional formatting rule, but the aspect does do the job with existing appointments.

How to implement the conditional format in Outlook Calendar

With or with no an appointment, making use of a conditional format is quick, and Outlook applies the code quickly. You have to have a condition, which in this circumstance is the issue textual content, “Restructure Committee.” In addition, you want to select a color we are going to use purple.

Let’s get begun:

  1. Open up the Calendar window and click on the Perspective tab. Then, decide on Watch Settings in the Recent Check out team. In the ensuing dialog, click on Conditional Formatting.
  2. Simply click Add to make a new rule, and enter a identify for it, this sort of as Color Restructure Appt.
  3. Choose the color crimson (Figure B).
  4. Simply click Problem in the bottom-remaining of the dialog. This is where issues can get a little bit elaborate.
  5. Simply click the Appointments and Conferences tab (if vital, it is the default).
  6. Enter Restructure Committee in the Look for for the Words and phrases handle (Figure C). Will not uncheck the In Topic Area Only (default) location simply because you want to glimpse for this phrase in the message’s subject. This dialog justifies some exploration later simply because of its numerous alternatives. You can expect to want to find out about all of them.
  7. Click Alright a few occasions to return to the Calendar window.

Figure B


  Identify the rule and decide on a color.

Determine C


  Specify the ailment.

Search to the appointment for Sept. 7. You may obtain the present appointment shade-coded in red as shown in Figure D.

Determine D


  The formatting rule adds purple to the appointment for the restructure committee.

The situation set in action 6 could be unique. For occasion, you may well opt for to appear for only the phrase restructure. Or you could possibly click the State-of-the-art tab and incorporate extra terms other than restructure, but omitting committee—when specifying numerous words and phrases, committee may possibly get a great deal of hits that will not utilize to the restructure committee. This instance is straightforward and doesn’t give any achievable snags, but matters can get additional complicated when necessary.  

How to make a assembly recurring in Outlook Calendar

The formatting rule will get the job done on existing and all new appointment products that match the ailment. Use the guidelines higher than to build a new appointment if you want to see that at work. If you opt to make the meeting recurring, the rule will even colour-code individuals, after the reality. Open up the appointment and click on Recurrence in the Selections group (on the Event tab). Outlook will find the Weekly and Tuesday options for you, as shown in Determine E.  When you return to the calendar, you will see an appointment for just about every Tuesday, in pink.

Figure E


  The rule even handles recurring appointments. 

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