Color Code Calendar Events in SharePoint
Color Code Calendar Events in SharePoint

Color Code Calendar Events in SharePoint

SharePoint calendars can be hard to read when all of the events are the same color. A simple no-code solution is to use multiple views. This blog post will describe the steps, in detail, of how to create a SharePoint 2013 calendar with multiple colors, for your viewing pleasure.

Create column

The first step is to create an additional column for your calendar. This column should be something you use to separate your events from one another. In this calendar I will use Conference Rooms. You might need a calendar to book your conference room usage in your company, but when you look at an overview of the calendar you cannot tell which room is being used without looking more into each event.

Color Code Calendar Events in SharePoint

On the top left of your calendar select CALENDAR and to the far right select List Settings.

 

Color Code Calendar Events in SharePoint

Scroll down a little and under Columns select Create Column.

 

Color Code Calendar Events in SharePoint

Enter in the name of your column and select Choice.

 

Color Code Calendar Events in SharePoint

Select the settings that you wish to apply to this column and type in each conference room name that you would like for this calendar. Select OK to create the column. Do not select Enforce unique values.

 

Create Views

Next you will need to create a view for each conference room. These views will later be overlapped on one another. A view should be created for each conference room you would like to use.

Color Code Calendar Events in SharePoint

Create a View.

 

Color Code Calendar Events in SharePoint

Select Calendar View

 

Color Code Calendar Events in SharePoint

Type the conference room name as the view name.

Color Code Calendar Events in SharePoint

 

Add a filter to the view. Select OK. Repeat the steps for each conference room. So I will now create a view for Lincoln Room, Pentagon Area, Summit 7 Building, and Area 51. The next step is to add the colors.

Overlap

Once all of your views are complete you will need to use the overlap function to create one view with multiple colors for each event. Once complete you should be able to select the drop-down for Current View and see all of your views.

Color Code Calendar Events in SharePoint

Under Default select Calendar. You will then proceed to add all of the views to the default view using Calendars Overlay.

Color Code Calendar Events in SharePoint

Select Calendars Overlay

Color Code Calendar Events in SharePoint

Add a New Calendar

Color Code Calendar Events in SharePoint

Type in the name of the conference room as the Calendar Name. Type in a description. Select a Color and Select Resolve to fill in the List and List View drop downs. Select the Calendar you have created all the views for as the List. Select the List View that is the same as the Calendar Name. This will need to be repeated for each conference room.

Color Code Calendar Events in SharePoint

Once complete you should see all of your conference rooms here as New Calendars. Select OK.

Filter

The last step is to filter out duplicate entries. When you create an event on your default calendar now one event will be created for the specific conference room you select and another event will be created on the default calendar because they are overlapped. To make sure duplicate events do not appear you will need to filter out all the events for the default calendar.

 

Color Code Calendar Events in SharePoint

Select Modify View

Color Coded Calendar Events in SharePoint

Filter out all events that do not have a Conference room selected by leaving the equal to blank.

Add events

Go back to the default calendar view and start adding events. Select The Conference Room the event is being held in and save it. You will notice the event will not be color coded and your calendar should look similar to this after adding events.

Color Code Calendar Events in SharePoint

This method can be used with more than just conference rooms. Some examples would be a work schedule for specific people. You can create views and select a color for each person. You can use it for specific clients. The only downfall to this approach is the amount of colors available and the setup time it takes.

Hope you find this useful!

Updated 4/8/2014

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comments

    Nov 15
    2013

    Kathy Dreiling

    I could not get this to work in SharePoint Foundation 2013. Everything shows exactly as you depict in the screen shots except the Events are not color codes. I’ve tried several other options, but still can’t get color in the events. Does something have to be “turned on” at the CA level. Any suggestions would be very appreciated.

    Reply
      Dec 03
      2013

      Shane Shipley

      Nothing in CA should need to be modified to get this to work. What is happening when you try to follow the steps?

      Reply
    Nov 26
    2013

    Sue Cote

    I realize there is a 10-item limit, but do you know if there is a way to change the colors? Many are too similar.

    Reply
      Dec 03
      2013

      Shane Shipley

      I was unable to find a simple way to achieve color changes.

      Thanks for reading!

      Reply
      Aug 29
      2014

      burked585

      The colors are based off of your Site Theme. If you want to change the colors, you will need to change the colors for your theme.

      Reply
    Jan 14
    2014

    Steve J.

    This was extremely helpful! I appreciate your work and thank you for this tutorial.

    Reply
      Jan 14
      2014

      Shane Shipley

      Thanks! Glad you enjoyed it.

      Reply
    Feb 21
    2014

    KDMC

    OMG! It looks so much better and this process works like a charm!
    Thank you so much for sharing this!

    Reply
      Feb 24
      2014

      Shane Shipley

      Thank you!

      Reply
    Mar 03
    2014

    Brenda W.

    Hi Shane – Thank you for the blog. The instructions are great and worked like a charm! I also had the same issue that Sue had, with colors looking too similar. I found that if I adjusted the site’s theme I could get some differences to make it a little better. I had to do it at the site level, which won’t work for everyone, but at least it’s an option. I’d be interested to know if anyone else finds a solution to adjust colors.

    Reply
    Apr 08
    2014

    Jennifer Bryan

    Thank you for this info. I got my calendar to work (I did request off calendar and had my different views be different type of staff). The only problem I am having is that the items are showing up twice on the calendar; once where I put them in on each view (all one color) and then again with the color assigned to them (happened after I did the overlay). Any suggestions?

    Reply
      Apr 08
      2014

      Shane Shipley

      Hello Jennifer! I had some screenshots in the post in the wrong order. I have now fixed them. Make sure you create a filter on the default calendar view. Filter out items where Conference Room is equal to BLANK.

      Reply
    Apr 22
    2014

    DaveF

    This works great. However, when I add the Calendar web part to my site home page, the entries are all displayed as the same color. Any suggestions?

    Reply
      Apr 24
      2014

      Shane Shipley

      Hello Dave! Did you change the view on the web part once you added it? I have actually not tried adding it as a web part. Let me know if that works. If not, I can go ahead and test it on my system and let you know. Thanks!

      Reply
        Apr 25
        2014

        DaveF

        Thanks Shane. Once I added all the Overlays again for the web part on my home page it seemed to work. I was a bit surprised by the need to duplicate the overlays…but I am still learning! I have not yet figured out how to get the “Calendars in View” legend to display on my Home page.

        Reply
          May 08
          2014

          Adam

          I had the same issue when I had the web part on my home page. When I changed the web part view to Calenadr, the colors showed up.

          Reply
    Jun 05
    2014

    Dorean

    Hi Shane. Thank you for this post, it worked great for me!

    After you create the calendar overlay, the category views display on the left-hand side of the screen, in which a user can then click on to go to a specific view. Is there a way to keep all the views listed here while a user goes from one view to the next (without having to to hit the back button)?

    Thanks!

    Reply
      Jul 15
      2014

      Shane Shipley

      Sorry for the delayed response. One Workaround I can think of is to duplicate the overlay settings on each calendar. It will take more of an effort but will be useful.

      Reply
    Jul 11
    2014

    Diane

    Hi, great article, very helpful.
    But I still can’t figure out how to get rid of the ”Calendar” default view that shows on the left side of the calendar. It seems like a view that appears by default when you install the app. The name of the view and the name of the list are the same. When I try to change the name of that view, it changes the name of the list as well and the title of the web page.
    Do you have any tip to go around it?

    Thanks.

    Reply
      Jul 15
      2014

      Shane Shipley

      I will look into this later this week, good question. Thanks for reading!

      Reply
    Aug 15
    2014

    Ian

    really great and worked first time, however when i changed “Use this calendar to share member’s schedule?” to yes i was unable to see any of the room bookings, any ideas why? When changed back to ‘no’ they appear again. Cheers!

    Reply
      Aug 15
      2014

      Shane Shipley

      When you share the calendar did you check to see which view the calendar was on? Make sure to change the view to the calendar with overlapping.

      Reply
    Sep 01
    2014

    Kristin Näs

    I’ve followed the guide step by step and everything seems to be working as you say except that my events doesn’t show at all in the calender after I’ve applied one of my column options. If I add an event without choosing one of my options the event will appear as a regular blue calender post. If I choose an option the post will disapear from the calender all together. What am I missing?

    Reply

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