Every week I get about 5-7 calendar requests that aren’t actual meetings: instead, they are notifications of when people are taking PTO, attending conferences, working off-site, working from home, or going to doctor’s appointments. It makes for a messy calendar that’s just a nightmare for me to read. Luckily, Outlook 2010 makes it easy to change the view settings so that you can color-code your appointments.
Here’s how you can color-code all your “Free” calendar events:
Go to your Calendar, click on View, then View Settings.
Click Add. Rename the rule “Free”. Set the color to something of your choice. I prefer one of the grays.
Click on Condition… Then Advanced.
Click Field, Frequently-Used, then “Show Time As”. Set it to “Equals” and “Free.”
Click “Add to List”. It should look like this:
Hit OK a bunch of times.
Here’s some other color-coding ideas:
- The “Big-Wigs” rule: Set up a rule where the attendees include one of your higher-ups. In my screenshot, I set those meetings as dark pink.
- Where the meeting room is off-campus or on a different floor
- Set recurring meetings in a different color.
- Color-code meetings with people outside your department
- Particular words in the meeting subject line
- Where I’m an optional attendee