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How to color code appointments in Outlook calendar?

Author: Kelly Last Modified: 2018-05-04

For the sake of outstanding an item in Outlook, the most common way is to highlight it with color categories. So do appointments in Outlook calendar. This article will introduce two ways to color code appointments in Outlook calendar.

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arrow blue right bubble Color code one appointment in Outlook calendar

If you need to highlight only one appointment in Outlook calendar, you can add color code for the appointment as follows:

In the Calendar view, right click the appointment you will color code, select categorize, and then select a color category as you need in the context menu. See screenshot:

If you need to add multiple color categories for the appointment at the same time, please (1) right click the appointment, (2) select Categorize > All Categories from the context menu; (3) in the Color Categories dialog box check multiple color categories as you need, and click the OK button. See screenshot:

arrow blue right bubble Color code multiple appointments with conditional formatting in Outlook

If you want to automatically highlight multiple appointments if meeting specified criteria in an Outlook calendar, you can color code these appointments with conditional formatting as follows:

1. In the Calendar view, select the calendar you will automatically highlight appointments, and click View > View Settings.

2. In the opening Advanced View Settings dialog box, please click the Conditional Formatting button.

3. Now you get into the Conditional Formatting dialog box, please do as following screenshot shown:
(1) Click the Add button;
(2) Type a name for the now color rule in the Name box;
(3) Specify a color from the Color drop down list;
(4) Click the Condition button.

4. In the Filter dialog box, please add the specified filter criteria that you will automatically highlight appointments based on.

In my example, I set the filer criteria as subject contains the specified text of test, see screenshot:

5. Click OK buttons successively to close all dialog boxes.

And now all appointments meeting the specified filter criteria have been highlighted with your selected color automatically. See screenshot:

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Comments (8)
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This comment was minimized by the moderator on the site

Is there a way to change the color to one scheduled reoccurring meeting and not the entire series?
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Hi there,

As for as I know, you cannot change it for just one occurrence. What you can do is copying the occurrence and making it a single event: right click and drag the occurrence to a new time, then click Copy, and then drag it back. Now you can change its color.

This comment was minimized by the moderator on the site
Hello! I am an Assistant for different Team members and I would like to set individual conditional formatting for each calendar. Is that possible and if yes, how? Right now it just applies the rules for all calendars.. Thanks
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Is there a way to use conditional formatting to identify meetings where one or more attendees has not accepted the meeting invite?
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As you might already know, we can use the conditional formatting option to show us when WE have accepted a meeting, why shouldn't we be able to code it the other way around? People who schedule a lot of meetings, like me, want to see at a glance those meetings that are good to go and those where people have not yet responded. Is it possible to write a script for this? Does anyone know? I need/want this capability.
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Hi Kat, have you managed to find a solution to this? It would be so helpful. Thanks
This comment was minimized by the moderator on the site
Hi! I have the same problem too (two years later) did you find a way to overcome it? Thanks!
This comment was minimized by the moderator on the site
Hi Jake,
I am afraid you can check the responses to your meeting invitation only by opening the specified meeting and clicking Meeting > Tracking > View Tracking Status.
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