Color Coding Calendar Items

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I did this before a long time ago and for some reason, I cannot remember how to do it now, and it is driving me absolutely crazy. I have a calendar that I maintain for support staff in which I track their time off. Those support staff have access to "read only" the calendar so they can check it before asking for time off. Time off requests can be any time, any day, but what I want to do is click the calendar, type a name in the subject line, and that name color codes the whole block of time I have designated on the calendar for that person. So if I type "Joe" in the subject line, all the time on Wednesday from 8:00 a.m. to noon will automatically color code yellow...WITHOUT me having to go to categories each time I make an entry and look for Joe's color coding....I just want to type the name and it's automatically color coded.

I'm struggling with this. I managed to do it when we had 2003 for my lunch and break schedules and times when I covered another person's duties, but I cannot remember how I did it.

Help, please.

We have MS Office Professional Plus 2007.

Brian Tillman

What you want to do cannot be done unless you write some custom code to do it. The only way to color an event in Outlook 2007 is by category.


Well, I'm not entirely in agreement with you because my calendar does it now. I click on my calendar to open an appointment and type in "Lunch/Break", and the entry turns purple. I click on my calendar to open an appointment and type "Front Desk Duty" and the entry turns green. And trust me...while I may be very literate in other aspects of Microsoft Office products, I'm not smart enough to write programming code. So I know there is a way to do it.


Okay. So I figured it out.

If you go to your calendar (I have a 5 day work week view) and right click in the calendar, select "View Settings" at the bottomof the drop down list. Then select the "Conditional Formatting" button. Click "Add" and give your conditional formatting rule a name and select the color. Then click the button below that says "Condition...". Go to the tab (which should default to) "Appointments and Meetings" and in the "Search for Word(s)" line you can put whatever word you want the color code to target in on and also make sure it is set to search for the word in the subject line only. "OK" your way out of it all and test it.

Should work.
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