Tip of the week # 660
24 June 2021

Colour-code appointments and meetings by words in the title (Microsoft Outlook) *

This week's tip is inspired by Steve Clayton, Chief Storyteller at Microsoft, who last week wrote on LinkedIn about "energy management".

He mentioned he uses conditional formatting in his Outlook calendar, so that his calendar visually conveys how his day or work week looks.

Well, I use conditional formatting in my inbox (and in Excel ;) but I had never thought of applying it to my calendar, using categories instead. So I had a go ... and love it! As soon as I type my magic word (off, webinar, prep) or number (1:1) the colour changes:

Here's how:

  1. Open your calendar. (Remember CTRL + 2?)
  2. On the View tab, in the Current View group, click View Settings.
  3. Click Conditional Formatting.
  4. Click Add.
  5. Give your rule a name.
  6. Select a colour from the Color drop-down list.
  7. Click Condition.
  8. In the Search for the word(s) box, type the magic word or number.
  9. Click OK three times.

So when I now create an appointment or meeting (CTRL + A from anywhere) and type, say, webinar the entry automatically turns green.

Thanks for the inspiration, Steve!

Related tips

  1. Organise your inbox using colour - tip_424.php
  2. Organise and find email messages in your shared mailbox https: //tip_580.php
  3. Quickly jump between the various Outlook componentshttps: //tip_259.php
  4. A is for Appointments - tip_650.php
  5. Spot the difference (Excel 2007) - tip_283.php

* Unless stated otherwise this tip is written for Microsoft 365 desktop apps and Windows 10 users, but might also be useful in Office 2010, 2013 and 2016.