M365 Outlook - Use calendar categories and reminders

With color categories and reminders, Outlook keeps your calendar organized so you don't miss important meetings or appointments.

Add or update reminders

1. Select New Appointment, New Meeting, or open an appointment by double-clicking on the event.

Note: If it's a recurring event, you can change the reminder for a single event or the entire series.

1. Select the Reminder drop-down menu and choose how long before the appointment you want to be reminded. The default is 15 minutes. Or choose None if you don't want a reminder.
2. If it's a new appointment, add a Subject, Location, and brief description.
3. Select Save & Close to finish.

Add a color category

Categories are only seen by you to group similar messages, tasks, contacts, or calendar events.

1. Select New Appointment, New Meeting, or open an existing appointment by double-clicking on the event.

Note: If it's a recurring event, you'll need to choose the series to add a color category.

1. Select Categorize and then one of the preset colors.
2. If this is the first time using the color, you'll be asked if you want to rename it. 
3. After you’ve chosen a category, a color bar will go across the top of the event.

Rename or create new color categories

1. Select any appointment or meeting.
2. Select Categorize > All Categories.
3. In the Color Categories window, you can choose:
   • New: Create a new category.
   • Rename: Rename an existing category.
   • Delete: Delete a category.
   • Color: Change the color of an existing category.
   • Shortcut Key: Choose a shortcut key for the category.

You can also use the same categories in People, Mail, and Tasks in Outlook.