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How to Color-Code SharePoint Calendars

Company-wide calendars with multiple users may be difficult to read without markers distinguishing calendar items and events. A common and simple way to organize SharePoint calendars is by color-coding event categories. Calendar Overlay Pro by Virto offers a wide range of vibrant colors to color code any event or meeting in your personal or group calendars. 

You can add colors to SharePoint calendars in the following ways:

Let’s unpack each of these methods.

Overlay multiple views in a SharePoint calendar

Create a SharePoint calendar as shown in the How to Create a SharePoint Calendar blog post. Now you can set up event categories. Open “List Settings” from within the Calendar tab.

How to color code SharePoint Calendar

Find the “Category” column.

How to color code SharePoint Calendar

Type in your categories or leave the default ones and click OK.

How to color code SharePoint Calendar

Now you can create a calendar view for each event category: click “Create View” in the Calendar tab.

How to color code SharePoint Calendar

Choose a calendar view type and specify the name of your new view. Then add a filter to show the calendar items of a chosen category. Make sure the value for the filter matches your category name. Save the view and do the same for each category.

How to color code SharePoint Calendar

Next, create a blank calendar view on which to overlay your category views. For example, add the “Default Calendar” view and apply the filter,  <strong”>Category is equal to [blank]”. Set this view as default.

How to color code SharePoint Calendar

Now you can overlay multiple calendar views; click “Calendars Overlay” in the Calendar tab.

How to color code SharePoint Calendar

Now click “New Calendar”.

How to color code SharePoint Calendar

Fill in the required fields. Click “Resolve” to get the list of available calendar views within your SharePoint site. Choose the required view and select your desired color for that view. Repeat this for each calendar view.

How to color code SharePoint Calendar

When you have finished with all the overlays, you will see a color-coded SharePoint calendar.

How to color code SharePoint Calendar
This color-coding method has three disadvantages:

  • it takes too much time to color-code events
  • there is a limit of ten overlays
  • you need a developer to change the color palette.

The solution? Use third-party solutions like Virto Calendar Overlay Pro. With Virto Calendar, you can overlay an unlimited number of calendars and views. See below.

Color-Coding SharePoint Calendars with Calculated Columns

Calculated columns can also be used to color-code SharePoint lists of any type. Let’s see how.

As described in the first method, create a new category column for event categories in a SharePoint calendar.

In this example, we’ll name it “Event type”. You can pick any other column name you like.
Next, select “Calculated” for the type of information contained in the column and insert the following formula into the “Formula” text-entry field:

“|||” & [Event type] & “|||” & [Title]

How to color code SharePoint Calendar

Create a new view or modify the default view of the SharePoint calendar and replace the name of the month, week, and day views with the name of the created column—for example, “Event type.” This feature is also available for SharePoint group calendars.

How to color code SharePoint Calendar

Insert the following script into the content editor. Choose “Click here” to add new content, then “Edit Source”, paste the script, and click “Save”.

How to color code SharePoint Calendar

Color-Coding your SharePoint Calendar with Virto Calendar Overlay Pro

The Overlay Pro extends the native SharePoint calendar’s functions with the ability to overlay more than ten calendars in one view and easily adjust the colors of calendar categories.

View the video guide on how to color-code an Office 365 calendar, or see the steps below.

Step1. Click the “Edit” icon in the top left of the calendar view to open the Virto Calendar settings. Then click the “Edit” icon next to a data source you need to color-code.

Step 2. Choose how you’d like to color-code your calendar—by location, session type, category, or any other field available in this dropdown list. Specify your preferred color for each value. Save the changes.

Step 3. Save and open the calendar to confirm the changes and see the result.

Step 4. Enjoy a well-organized calendar!

With Calendar Overlay Pro’s color-coding function, color-coding events can be completed in a matter of minutes. There’s no need to type in a script or perform monotonous steps to apply colors to your calendars or their categories: simply choose an appropriate field for categories and pick a color to highlight them in a single calendar view.


✓ USEFUL LINKS ON OFFICE 365 SHARED CALENDAR

Not sure which method will work best for you? Schedule a consultation call with our experts to see how we can fit your requirements.

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