Applies to: SharePoint 2010
Color Coded Calendar – How it Works
Limitations & Items to Note
Note the following limitations exist if using the Microsoft SharePoint out of the box color coded calendar:
- Only ten color codes can be used (the tenth being automatically assigned by SharePoint).
- The tenth color code must be associated with the calendarlist view where the calendar overlay views (New Calendars) are being applied.
- Color options are limited and cannot be changed. Some colors look very similar.
- Colors do not populate in Outlook if the list is connected to Outlook.
Items in the calendar will be color coded based on their assigned category. This example is using ten category choices in the Category column of a Calendar list: category1, category2, category3, category4, category5, category6, category7, category7, category8, category9, category10. Ten public list views will be created, with each view set to filter and display one of the ten category choices. Finally the views will have all associating calendar overlay views (New Calendars) created to enabled color coding.
Create a Color Coded Calendar
To create a color coded calendar using the out of the box SharePoint Calendars Overlay feature, a Site Owner will need to:
1. Configure the default Calendar column, Category, with up to ten categories.
2. Create a view for each category entered (up to ten).
3. Create a New Calendar for each view created per category.
Step 1 – Add Category Selections
To assign color coding to calendar events by type, the default Category column requires modification.
A. To modify the Category column, navigate to the Calendar to be modified. Access its List Settings via the Ribbon, on the Calendar tab, select List Settings.
B. In the Columns section, double-click the Category column to open and modify.
C. In the Additional Column Settings section, input up to ten categories.
Note: More than ten categories can be entered, but only ten views can have colors assigned to them.
Step 2 – Create List Views
Create a Public view for each category type that was entered in Step 1 C. Each view will have a filter applied to display only that specific category.
A. Create the first new view. Start from the existing Calendar view.
B. Name the view for the first category type entered in Step 1 C and ensure it is a Public view. Set the view’s filter to display only items that are assigned to the first category type, category1. Select Ok to save and continue.
C. Repeat Step 2 A – B as necessary for Category choices category2 - category9 entered in Step 1 C.
D. Lastly,create a view named calendaroverlay. Set the calendaroverlay view as the list’s default view. Set the view’s filter to display only items that are assigned to the Category type, category10. Select Ok to save and continue. Leave all other settings as they are.
Note: As only nine color coding options are available using the calendar overlay views (New Calendar) feature, the tenth color code must be associated with the calendarlist view where the calendar overlay views (New Calendars) are being applied.
Step 3 – Create the Calendars Overlay “New Calendars”
A. Navigate back to the Calendar list. Ensure the calendaroverlay view is displaying. Access the Calendars Overly settings via the Ribbon, from the Calendar tab, select Calendars Overlay.
B. In the Category Overlay settings, select New Calendar, to assign a color code to a category via the list views created in Step 2. Note: For each category type being assigned a color code, create a New Calendar and assign the appropriate category list view (up to nine).
C. Name the New Calendar (In this example I am naming the Calendar Overlay New Calendars the same as their corresponding list views created in Step 2). Next, select a color code, then input the web URL of the site the calendar is located on (i.e. http://sitename.com, or http://sitename.com/subsite, etc.) and hit Resolve.
Note: After hitting Resolve all Calendar lists in the site will now be available to select in the List drop down, and all list views per the selected calendarwill populate in the List View drop down.
Finally, associate the Calendar Overlay New Calendar with its corresponding view created in Step 2.
D. Repeat Step 3 B – C for the remaining eight calendar overlay views (New Calendar). When complete, the list of Additional Calendars will display as below.
E. The views being used to display the color coding are listed in the Quick Launch under Calendars in View.