Outlook User Guide - Calendar Color Coding

Overview

This guide explains how to set up your Outlook calendar for efficiency using color-coded categories. Color-coding your calendar entries allows for faster access and a quicker understanding of what is happening on your calendar each day.

Who This Is For: All reps on any team, including coaches.

Before You Begin

Systems Required: PC with Outlook installed.

What This Video Covers

• Opening the categories menu from an existing calendar entry
• Renaming categories to match standard team colors
• Creating new, custom categories and colors
• Applying a category to a calendar entry

Step-by-Step Instructions

Step 1: Open the Categorize Menu

Right-click on any existing entry on your calendar. This will open a menu where you can set up your categories for the first time, or edit categories you have already created.

Step 2: Open All Categories

From the menu, select Categorize, then select All Categories. A separate pop-up window will appear, listing all of your available categories.

Step 3: Rename the Standard Categories

In the All Categories window, you can rename each category to whatever you’d like. Some standard colors are used across all sales teams so that calendars are easy to read at a glance:

• Yellow - Requested Reschedule: use when a client has asked to reschedule, but the appointment has not yet been moved.
• Green - Closed Won: use when a client has made a purchase.
• Red - Cancellations: use when a client is looking to cancel the appointment.

To rename a category, click Rename, type over the existing name, and press Enter to save your selection.

Important: Please use yellow, green, and red specifically for the categories above so they stay consistent across all sales teams.

Step 4: Create Additional Categories

Any categories beyond the three standard colors are yours to customize. Choose colors and names that make sense for how you work.

• Click New to create a new category and choose a color.

• Rename the category to describe how you’ll use it (for example, a bright hot pink category named “F/U” or “Process Sale” to draw your attention to follow-ups).

• Click OK to save your selection, then remove the checkmark next to the category name.
• Repeat as needed for any other categories you’d like to add (for example, a teal category named “Personal” or “Company Holiday”).

Once you are finished creating your categories, click OK to close the window.

Step 5: Apply a Category to a Calendar Entry

Right-click the calendar entry you’d like to label, select Categorize, and choose the category that fits (for example, a personal category for a doctor’s appointment).

Best Practices

Follow these guidelines every time you color-code your calendar:

• Always use yellow for Requested Reschedule, green for Closed Won, and red for Cancellations so calendars stay consistent across every sales team.
• Choose bright, easy-to-distinguish colors for any custom categories you create.
• Give each category a clear, descriptive name so it’s easy to identify at a glance.
• Apply a category to every calendar entry so your day is easy to read and understand at a glance.
• Review and update your categories as needed if your workflow changes.

 For questions or technical support, please submit a ticket through Zendesk and select Business Operations.