This browser does not support basic Web standards, preventing the display of our site's intended design. May we suggest that you upgrade your browser?

Microsoft Outlook 2003

Color Coding Appointments

You can color code your calendar by the type of appointment. You are able to make personal appointments one color, while having business appointments another color. The color serves as a visual clue for you and those that you share your calendar with as an importance of your appointments. If you regularly use Categories, you also have the option to apply color by category.

return to topApplying Color by Label

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

  1. Open your Outlook Calendar

  2. Create a new appointment
    OR
    Open an existing appointment
    The Appointment dialog box appears

  3. From the Label pull-down list, select the appropriate label
    Labels

  4. Click SAVE AND CLOSE Save and Close
    The color is applied to the appointment.

Changing Color

If a meeting is canceled, or the type of appointment has changed, you can change or remove the color.

  1. Open your Outlook Calendar

  2. Open the desired appointment
    The Appointment dialog box appears.

  3. From the Label pull-down list, select the desired color
    HINT: To remove the color, select None.

  4. Click SAVE AND CLOSE Save and Close button

return to topEditing the Labels

You may want to make an association between a color and a label that is different than Outlook's defaults. You can do so by editing the labels.

  1. Open your Outlook Calendar

  2. From the Edit menu, select Label » Edit Labels
    The Edit Calendar Labels dialog box appears.
    Edit Calendar dialog box

  3. In the text box of the label you want to change, type an appropriate label

  4. Click OK
    The color is applied to the new label.

return to topApplying Color by Category

These steps assign colors to Categories. When you create new appointments and assign them to a category, the appointment will be the color assigned to the Category. Existing appointments that have already been assigned to the Category will color coded once you complete these steps.

  1. From the Edit menu, select Automatic Formatting...
    The Automatic Formatting dialog box appears.

  2. Click ADD
    The Automatic Formatting dialog box appears.
    Automatic Formatting dialog box

  3. Under Properties of selected rule, in the Name text box, type a name for the formatting rule
    HINT: Using the same name as the Category will make it easy to identify.

  4. From the Label pull-down list, select a color for this Category

  5. Click CONDITION...
    The Filter dialog box appears.

  6. Select the More Choices tab

  7. Click CATEGORIES...

  8. To associate with the chosen color, select the Category

  9. Click OK

  10. Click OK

  11. Click OK

Excellence. Our Measure. Our Motto. Our Goal.