Outlook 2007 – Color Coding Calendar Appointments



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Outlook 2007 – Color Coding Calendar Appointments


You can color code your calendar appointments by type by using Categories. For example, you are able to make personal appointments one color, while having business appointments another color. The color serves as a visual clue for you.

Categories are customizable, so you can select names for each category and color. Several Categories can be applied to a single appointment, but the appointment will appear as the most recently applied Category color. Other Category colors will be displayed as a small rectangle at the bottom of the appointment.

Applying Color by Category

When scheduling an Appointment, it can be helpful to use colors to help remind you of the event. You are able to color whole days to remind you of birthdays and anniversaries, or you can color a few hours for a meeting.

Applying Color by Category: Right Click Option

This option is available for Appointments that have already been created.



  1. From the Navigation pane, click CALENDAR

  2. From the Calendar, right click the Appointment that you want to categorize » select Categorize » select the desired Category
    If you have used this Category before, the Category and color are applied to the Appointment
    If you have never used this Category before, the Rename Category dialog box appears.


  3. If the Rename Category dialog box appears, to proceed without renaming the Category, click NO
    The color is applied to the Appointment
    If the Rename Category dialog box appears, to rename the Category,

    1. In the Name text box, type the new name

    2. Click YES 
      The color is applied to the Appointment and the Category is renamed.

  4. To place the Appointment in an additional Category, repeat steps 2-3

Applying Color by Category: Dialog Box Option

This option can be used for new Appointments or Appointments that have already been created.



  1. From the Navigation pane, click CALENDAR

  2. Create a new Appointment
    OR
    Double click an existing Appointment to open it 
    The Appointment dialog box appears.

  3. From the Appointment tab, in the Options group, click CATEGORIZE » select the desired Category or color
    If you have used this Category before, the Category and color are applied to the Appointment
    If you have never used this Category before, the Rename Category dialog box appears.


  4. If the Rename Category dialog box appears, to proceed without renaming the Category, click NO
    The color is applied to the Appointment
    If the Rename Category dialog box appears, to rename the Category,

    1. In the Name text box, type the new name

    2. Click YES 
      The color is applied to the Appointment and the Category is renamed.

  5. To place this Appointment in an additional Category, repeat steps 3-4

  6. Click SAVE & CLOSE

Removing Categories

If you no longer want an Appointment placed in a particular Category, you can remove the color and Category assignment. This will not affect the Appointment or the Category in any way other than removing the display color from the selected Appointment or series of Appointments.



Removing a Category: Right Click Option

  1. From the Navigation pane, click CALENDAR

  2. From the Calendar, right click the Appointment » select Categorize » deselect the undesired Category
    HINT: A Category is selected if its color is highlighted.
    The Appointment is no longer placed in the Category and no longer displays the color.

Removing a Category: Dialog Box Option

  1. From the Navigation pane, click CALENDAR

  2. Double click an existing Appointment to open it 
    The Appointment dialog box appears.

  3. From the Appointment tab, in the Options group, click CATEGORIZE » deselect the Category 
    HINT: A Category is selected if its color is highlighted.
    The Appointment is no longer placed in the Category and no longer displays the color.

  4. Click SAVE & CLOSE


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