How to Use Color in Outlook to Easily Keep Organized

by | Updated January 3, 2018 | General Technology, Office 365, User Tips and Tricks

Most of us use Microsoft Outlook on a daily basis to keep our work and personal lives organized. Often we have all of our appointments in the same calendar so that we know when we can take an early meeting, when we can run a quick personal errand over lunch, and maybe when we need to leave work on time to make it to a dinner, movie or networking event. Events are often draped around important meetings and conference calls.

Outlook is kind enough to send us reminders and keeps us on track, all we have to do is make sure all commitments are in the (same) calendar.

I started using my Outlook calendar a long time ago also to schedule time with myself to complete the action items assigned to me in meetings, or work contributions I am committed to. I am booking time to get those work assignments completed. And of course, I frequently have to move those “meetings with me” to accommodate a team or client event. So, how do I make sure they do not fall through the cracks? I color code them.

Color coding your calendar in Outlook

When I am setting aside time to work on a deliverable I just enter it into my calendar as busy time with no color coding (8 am on Monday below). When I need to move it to allow time for something else I move the appointment and change the color to green (Tuesday at 9 am). Should I have to move it yet again I am changing the appointment color to yellow (Wednesday at 8:30), and in the cases where I reschedule myself a third time – you guessed it – I am changing the appointment to red (Thursday at 12:00 noon for real).


At this point when I look at my schedule for the day or the week, I know that something has been moved three times already, and I am at risk of dropping the ball. Instead of “snow plowing” my committed work assignment in front of me I have a visual reminder that I need to just stop on red, and get it done. I feel organized and much less stressed knowing that I have an approach that helps me be efficient and effective, manage my time well, and lets me keep my promises and commitments.

More useful color coding in Outlook I am applying: marking internally initiated meetings in a different color then externally/client initiated meetings and calls. This helps with making quick decisions about which meeting to attend in case of conflicts, and whether I spend the majority of my time with the right client-centric focus.

And for anyone who also fills out a time card at the end of the week, this color on the calendar makes that a much faster activity, by having accounted for all my work on the calendar in the first place.

Related Posts


Submit a Comment

Your email address will not be published. Required fields are marked *

Upcoming Events


02jun2:00 pm2:30 pmBusiness Intelligence for Batch Manufacturers

16jun10:00 am10:30 amHow AP automation can speed up month-end close in D365 Finance

17jun11:00 am12:00 pmConfab Live with Stoneridge – Real Time Marketing Strategies for Success

23jun10:00 am10:30 amThe Modern Manufacturer: Cost Accounting in D365

30jun10:00 am10:30 amAP Automation Checklist for a 2022 Rebound

30jun2:00 pm2:30 pmAchieving Success: How Technology Is Helping Nonprofits Thrive


01jul11:00 am12:00 pmConfab Live with Stoneridge – Dataverse Virtual Entities

14jul12:00 pm12:30 pmBeyond Reporting - What Business Intelligence Can Do For Your Agribusiness

14jul2:00 pm3:00 pmMastering the Production Floor

15jul11:00 am12:00 pmConfab Live with Stoneridge – Integration Strategies for End User Success

21jul10:00 am10:30 amThe Modern Manufacturer: Manufacturing Software in the Real World

21jul12:00 pm1:00 pmIs it Worth it to Upgrade to Dynamics 365 Finance and Supply Chain Management? - Everything AX Users Need to Consider

28jul2:00 pm2:30 pmConsiderations for Successful Testing Plans for Major Releases of Dynamics 365 Finance and Supply Chain Management

About Stoneridge
Stoneridge Software is a unique Microsoft Gold Partner, with emphasis on partner. With specialties in Microsoft Dynamics 365, Microsoft Dynamics AX, Microsoft Dynamics NAV, Microsoft Dynamics GP and Microsoft Dynamics CRM, we focus on attracting the most knowledgeable experts in the field to our team, and prioritize delivering stellar solutions with maximum impact for your business. At Stoneridge, we are deeply committed to your results. Each engagement is met with a dedicated team, ready to provide thorough, tailored, and expert service. Based in Minnesota, we intentionally “step into your shoes,” wherever you are. We focus on what you care about, and develop trusting, long-term relationships with our clients.

Subscribe To Our Blog

Sign up to get periodic updates on the latest posts.

Thank you for subscribing!