Outlook Calendar Tip: Marking Appointments as Complete

By standss Friday, March 26th, 2010

A reader asked me if there was any way in Outlook to mark appointments as complete… this is available for Tasks so it should be fairly safe to assume that there must be an easy way to do the same for appointments/calendar items. It turns out there is no built-in way to do this but here’s a work-around you can use instead.

There is an easy way to change the color of individual appointment items in Outlook. I use this trick to make my completed appointment Red (you can use any color you want).

Outlook Appointments

Here’s how you can do the same…
If you are using Outlook 2007 or 2010 (scroll down for earlier versions of Outlook)….

The color of appointment items in Outlook 2007 is controlled using categories.

First… let’s create a category to mean Complete.

Go to your Calendar.
Right-Click over any existing appointment.
Click Categorize and then click All Categories.
Click the New button.
Enter a name for the category (I used the word Complete), choose a Color and click OK.
Click OK again to return to the Calendar screen.

The appointment you had right-clicked over should now be colored. If this appointment is actually not completed, you can clear the color by…

Right-click over the calendar item.
Click Categorize and click on the Complete category again (or click on Clear All Categories).

To mark another appointment on your calendar as complete.

Right-click over the calendar item.
Click Category and select the category of your choice (the Complete category).

If you are using Outlook 2003 or earlier….

The color of appointment items in Outlook 2003 (or earlier) is controlled with labels. Outlook comes with a default set of 10 labels (each of a different color) and you can also create your own.

First… let’s change one of the labels to mean Complete.

Go to the Calendar folder.
On the menu at the top, click Edit-Label
Edit the label text as needed (I have changed my Red label to Complete)

Now… to mark an appointment on your calendar as complete..

Right-click over the calendar item.
Click Label and select the label of your choice.

Easy!

This little technique makes it simple to see which appointments have been completed and which ones still need your attention. You can also use the same technique to color code different types of appointments for quick visual reference.

Did you like this article? Do you have suggestions to improve this technique?… Please leave a comment on the blog.

Categories : Outlook Calendar Tip

2 thoughts on “Outlook Calendar Tip: Marking Appointments as Complete

  1. I didn’t see how to create a NEW label. Red isn’t a default option in 2003?

    Pls advise…

    ALSO, you said:
    Go to the Calendar folder.
    On the menu at the top, click Edit-Label
    Edit the label text as needed (I have changed my Red label to Complete)

    I THINK you should have added to On the menu at the top: “select Edit menu” betw. steps 1 and 2

  2. One issue I find with using colors to mark appointments complete is that, if you use notifications in Outlook, changing the color does not stop the notification. I enjoy the reminders, but I would prefer to mark them as complete instead of just dismissing them – I suppose this is something to message Microsoft about, but I don’t know to what extend they’d be willing to listen and implement…

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