Manage calendars

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.

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Add or remove a reminder

Rename a color category

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

For every calendar item, you can assign a color category and choose when Outlook reminds you of that event.

To start, go to your calendar and choose New Appointment.

If it's a new appointment, enter the Subject, Location and a description.

And if you want to invite others, choose Invite Attendees.

By default, Outlook appointments and meetings are given a fifteen minute reminder, but you can change it to None, or make it as long as two weeks ahead of the appointment.

If you want to assign your appointment a color category, choose Categorize and then one of the preset colors. This color will only show on your calendar and not others.

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

You can customize the category names by choosing All Categories.

To change the name of yellow, choose Rename and then type in Personal or whatever you’d like to call it.

You can also create a new category if you need more options.

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

To finish, choose Save & Close.

And now your calendar is categorized and easy to view. You’ll never miss a thing.

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