It is commonly known that utilizing color to designate various bits of information increases memory retention and, as a result, productivity. You may have used color to emphasize notes in class or meetings, or to draw graphs. In any case, there’s a reason why people use it.
When it comes to scheduling meetings or arranging your schedule, Outlook calendar has a plethora of options to help you stay organized. The Categories function, which enables you to organize appointments by color, is one of these tools. In this article, we will look at how to utilize Categories in Outlook successfully.
How to Set Up Categories on Outlook Calendar
There are two methods to add categories to your Outlook calendar. This is determined by whether you use the online version or the application, but both provide the same outcome.
For the application version, the easiest way is as follows:
- Select an appointment from your Outlook calendar with a single click.
- The Appointment tab should appear on the ribbon.
- Click Categorize.
- To open the Color Categories box, pick All Categories from the drop-down menu.
- To create a new category, click New.
- Choose a color for your category and name it.
- Repeat for as many categories as you like, and then click OK on both windows to implement the changes.
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Then, by clicking on previously existing calendar events and choosing the category from the same Classify drop-down, you may categorize all of your appointments. The Categorize option will display in the New Appointment window when you create a new appointment.
For the web version of Outlook Calendar:
- Click the Settings Cog symbol on the blue toolbar at the top of your screen.
- Type “Categories” into the search field and then pick Categories from the results.
- Click Create category in the Categories settings box.
- Give your category a name and choose a color from the options on the screen.
- Repeat as needed, then click Save.
- Click X to exit settings.
Then, click and Edit any existing or new appointments, and where it reads Calendar with a colorful circle next to it, choose the category from the drop-down menu. You may remove or modify your categories by following the same procedures for each version and selecting Edit or Delete as needed.
Picking the Right Colors
As previously said, classifying your calendar by color offers advantages. All you need to do is glance at your schedule for the next week to get a brief snapshot of what to anticipate. You will understand what is going on without having to read all of the text and figure it out for yourself.
Color has been demonstrated in studies to influence human behavior, emotions, and learning, and certain hues are more productive than others. They are as follows:
- Details and memory recall need the use of reds, oranges, and yellows.
- Greens are good for attention and focus.
- Purples for creativity.
- Blues for calming effects.
You should, however, avoid employing colors with which you have bad connotations.
Related: Sync Microsoft Outlook With Google Calendar
How to Categorize Your Outlook Calendar Effectively
When you’re filling up your Outlook calendar, your categories should be more than simply a tick-box exercise. Being strategic about how you organize your appointments can maximize your productivity.
To begin, make it basic and effective by limiting yourself to six distinct categories. You may need extra, but don’t overdo it.
Related: How to Live in Your Calendar For Task Management
Second, there should be clearly separate forms of labor. This would vary based on your employment duties, but it might look like this:
- Project work or collaboration
- Client work
- Training and Skills
Of course, there will be incidents that do not always fit perfectly into each categorization, so choose the one that is most closely matched. Do whatever makes sense to you, and if you discover you’re not using one, remove it.
Calendar Categorization Works
One of the most crucial tools you’ll use throughout a regular work week is your Outlook calendar. It contains all of your meetings and tasks that you need to access, so it makes sense to make full use of it.
Play around with various colors and category kinds before settling on one. You’ll feel more organized and better able to read your schedule, which may save you a lot of time during those hectic times.
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