How to change appointment colors in Outlook?

Sometimes, you may want to highlight your appointments and make them easy-to-find in Microsoft Outlook. The common way is to change the appointments’ color. Here I will introduce two tricks to change appointment colors in Microsoft Outlook with ease.

Change color for one appointment in Outlook

Auto change color for multiple appointments in Outlook

Change color for one appointment in Outlook

It’s quite easy to change an appointment’s color in Microsoft Outlook, and you can get it done easily with right-clicking the appointment, selecting the Category from the drop down list, and specify a color from the submenu.  See screen shot below:

When composing an appointment, you can also change its color with clicking the Categorize button on the Appointments tab, and specify a category color from drop down list.

Auto change color for multiple appointments in Outlook

In this section, I will guide you to change Calendar folder’s view settings and make conditional formatting, so that Microsoft Outlook can automatically change color for multiple appointments easily.

Step 1: Shift to the Calendar view, and open the Calendar folder where you will change color for multiple appointments.

Step 2: Click the View Settings button on the View tab.

Note: In Outlook 2007, you can click the View > Current View > Customize Current view.

Step 3: In the opening dialog box, click the Conditional Formatting button (or Automatic Formatting button).

Step 4: Now you get into the Conditional Formatting dialog box, and:

(1) Click the Add button;

(2) Enter a name for the new rule in the Name box;

(3) Click the Color box, and specify a color from the drop down list, see screen shot below;

(4) Click the Condition button.

Step 5: In the popping up Filter dialog box, specify your filter criteria.

For example, you will change color for all appointments with the text of “test” in their subject fields only, just enter the text of “test” into the Search for the word(s) box.

Step 6: Click all OK buttons to close all dialog boxes.

Then Microsoft Outlook changes the color of all appointments which meet the filter criteria you specified in Step 5 automatically.

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