University Systems help centre

Organize calendar: Outlook 2010 and 2013

With Outlook, you can use Conditional Formatting to create views that enable you to quickly view a meeting's status by colour coding meetings in a manner that best suits your needs.

  1. While your calendar is open, click on the View tab. Then click View Settings.

  2. In the Advanced View Settings window, click Conditional Formatting.

  3. In the Conditional Formatting window, click on Add to create a new rule.

  4. Type a name for your rule in the Name field (i.e. Team Meeting) and select a corresponding colour from the drop-down menu. Click on Condition to open the Filter window.

  5. The three tabs (Appointments and Meetings, More Choices, and Advanced) have various options you can choose, such as who organized the meeting, who is attending, keywords, and whether or not you've accepted the meeting request. This example will walk you through changing the colour of meetings with certain keywords.
  6. On the Appointments and Meetings tab, type the name of your new rule (i.e. Team Meeting) in the Search for the word(s) field. Click OK. If desired, you can continue to add more rules to this view by repeating this step.

  7. In the Conditional Formatting window, click OK. Then click OK again to return to your calendar.