Calendar

Use calendar categories and reminders

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With color categories and reminders, Outlook keeps your calendar organized so you don't miss important meetings or appointments.

Add or update reminders

  1. Choose New Appointment or open an appointment by double-clicking on the event.

    Note: If it's a recurring event, you can change the reminder for a single event or the entire series.

  2. Choose the Reminder drop-down menu and choose how long before the appointment you want to be reminded.
    Or choose None if you don't want a reminder.

  3. If it's a new appointment, add a Subject, Location, and brief description.

  4. Choose Save & Close to finish.

Add a color category

  1. Choose New Appointment or open an existing appointment by double-clicking on the event.

    Note: If it's a recurring event, you'll need to choose the series to add a color category.

  2. Choose Categorize and then one of the preset colors.

  3. If this is the first time using the color, you'll be asked if you want to rename it.

  4. After you’ve chosen a category, a color bar will go across the top of the event.

  5. If you it's a new appointment, add a Subject, Location, and brief description.

  6. Choose Save & Close to finish.

Rename or create new color categories

  1. Choose New Appointment or open an appointment by double-clicking on the event.

    Note: If it's a recurring event, you'll need to choose the series to add a color category.

  2. Choose Categorize > All Categories.

  3. In the Color Categories window, you can choose:

    • New: Create a new category.

    • Rename: Rename an existing category.

    • Delete: Delete a category.

    • Color: Change the color of an existing category.

    • Shortcut Key: Choose a shortcut key for the category.

Want more?

Add or remove a reminder

Rename a color category

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