• Outlook User
  • Exchange Admin
  • Office 365
  • Outlook Developer
  • Outlook.com
  • Outlook Mac
  • Outlook & iCloud
    • Common Problems
    • Outlook BCM
    • Utilities & Addins

View Shared Calendar Category Colors

Slipstick Systems

› Exchange Server › View Shared Calendar Category Colors

Last reviewed on July 29, 2020     13 Comments

Applies to: Office 365 Exchange

An administrator had a question from users:

The users assign categories to appointments and share their calendars with other users, but many of the other users can’t see the category colors, only the category name, not the color the calendar owner set. How do we fix this?

This is a permissions issue. If the other users have the correct permissions on the calendar, they will be able to see the category colors. If they have the same category name in their category list, the appointments should use the color from their category list.

Why? Only category names are visible on items when you share folders on Exchange server; category colors are set per user. Other users will see the categories in a white color (unless it's already in their color category list). When looking at the Category master list while the event is selected, the category will be list as 'Not in master list'.

Users who have Reviewer level or better permissions on the calendar will see the calendar owner’s category colors. To check the permissions, right click on the calendar (in the Owner’s mailbox) and choose Properties, then Permissions.
with the correct permissions, people the calendar is shared with can see the category colors

With the correct permissions, the person you shared your calendar with can see the category colors you assigned to appointments:
Category colors on a shared calendar

If you are setting the permissions in Outlook on the web, choose 'Can view all details' or 'Can edit'.
share using outlook on the web

To set or check the permissions using Powershell, use the Set-MailboxFolderPermission cmdlet.

Set-MailboxFolderPermission -Identity mailboxowner\folder -User alias -AccessRights Reviewer

Permission LevelPermissions assigned
OwnerCreateItems, CreateSubfolders, DeleteAllItems, DeleteOwnedItems, EditAllItems, EditOwnedItems, FolderContact, FolderOwner, FolderVisible, ReadItems
PublishingEditorCreateItems, CreateSubfolders, DeleteAllItems, DeleteOwnedItems, EditAllItems, EditOwnedItems, FolderVisible, ReadItems
EditorCreateItems, DeleteAllItems, DeleteOwnedItems, EditAllItems, EditOwnedItems, FolderVisible, ReadItems
PublishingAuthorCreateItems, CreateSubfolders, DeleteAllItems, DeleteOwnedItems, EditAllItems, EditOwnedItems, FolderVisible, ReadItems
AuthorCreateItems, DeleteOwnedItems, EditOwnedItems, FolderVisible, ReadItems
NonEditingAuthorCreateItems, FolderVisible, ReadItems
ReviewerFolderVisible, ReadItems
ContributorCreateItems, FolderVisible
NoneFolderVisible

If the user opening a calendar shared with them doesn't have the correct permissions, they can add the Category name to their own Category list to display it with a color.

To add a category that is not in your master list, to your master list:

  1. Select it (so it's highlighted)
    add categories to the master list
  2. Click the New button.
  3. Outlook will assign the next unused color; change the color and set a shortcut key, if desired, then click Save.

More Information

Outlook Categories and Color Categories: Categories in Shared Folders

View Shared Calendar Category Colors was last modified: July 29th, 2020 by Diane Poremsky
  • Twitter
  • Facebook
  • LinkedIn
  • Reddit
  • Print

Related Posts:

  • Creating New Color Categories
  • Use Upgrade to Color Categories to add Categories to the Master List
  • Understanding Outlook's Calendar patchwork colors
  • Category Colors Don't Display in Inbox

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Subscribe
Notify of
13 Comments
newest
oldest most voted
Inline Feedbacks
View all comments

Gary (@guest_217590)
February 19, 2021 6:10 am
#217590

This is very clear but in my setup the only permission levels are "can read" and "can edit". I'm using 365 at home, and sharing my Outlook calendar with my wife in the next room. She can see my appointments but not the colours. Any advice?

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Gary
February 19, 2021 9:41 am
#217593

Outlook.com calendars only have the read & edit options - categories won't be shared. If she has the same categories in her account, she should see the colors.

1
0
Reply
Gary (@guest_217594)
Reply to  Diane Poremsky
February 19, 2021 9:53 am
#217594

OK thanks Diane. That's the missing bit of information I needed.

0
0
Reply
Janice (@guest_215773)
August 20, 2020 9:48 am
#215773

I have given those I shared my calendar with Owner permission and the still don't see the color coded categories--it all is shown in one default color. HELP!!!

6
0
Reply
Radka (@guest_214214)
November 1, 2019 8:57 am
#214214

Hi, we have the same problem as Scott. When sharing the device calendars with people out of the company (i. e. out of the MS Exchange server) by a published calendar, they not only do not see the colours, they even cannot see the name of the category or can edit the category in their calendar. :-( They all have Reviewer, cannot have any higher. Do you have any idea how to share the category?

0
0
Reply
Scott (@guest_213683)
July 26, 2019 6:54 am
#213683

Hi, I am having a problem where even editors of the shared calendar can initially see the shared calendar colours when it is first shared to them (outlook 2016 via office 365), but then after rebooting the following day, all the shared calendar appointments are the default green colour. All editors have the category names still, but they are only available when viewing the editors own personal calendar - they are no longer available when looking at the shared calendar. Any ideas what might be causing this?

9
0
Reply
Becky (@guest_214682)
Reply to  Scott
January 29, 2020 5:40 pm
#214682

Have you found a fix for this? We are having the same issue in our office. I can set an apt to the Orange but it then shows up as default green on everyone else's or vice versa if they are to make an apt and select a color category. The owner of the calendar has given us all owner permissions, but everything still shows up as the default green.

0
0
Reply
Linda Kaminski (@guest_219336)
Reply to  Scott
June 2, 2022 9:42 am
#219336

This just happened to me with one of my executives. Everything defaulted to green and I can no longer see nor apply her custom colors. Every meeting on her calendar is green. HELP!!!

0
0
Reply
Linda Kaminski (@guest_219337)
Reply to  Scott
June 2, 2022 10:10 am
#219337

Logging in today, I have lost all custom colors to one of my executives. Meetings were all color coded and now everything is green and I cannot see the custom categories. I've rebooted with the same result. My other 4 calendars are fine. Any idea how to fix?

0
0
Reply
Riza (@guest_213478)
June 20, 2019 12:15 pm
#213478

Hi, I just wanted to know if this will work on the computer that is connected to a Domain Server.

0
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Riza
June 25, 2019 9:53 am
#213499

Yes, it will. The important thing is having the right permissions on the shared mailbox.

1
-4
Reply
John Wilson (@guest_213053)
April 5, 2019 10:53 am
#213053

Hi. I find that if the person you share the calendar with ALREADY uses category colors, they do NOT see your categories. It all shows as a uniform color. I have shared with the EDITOR perm, which is above reviewer.

I'm wondering if this article is true ONLY if the person you share with has NOT customized their categories.

I'd love a reply...thanks!

2
0
Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  John Wilson
May 23, 2019 10:24 am
#213298

If they have a category of the same name, they'll see their color. If they do not have a category of the same name, they'll only see your color if the permissions are set correctly.

3
-31
Reply

Visit Slipstick Forums.
What's New at Slipstick.com

Latest EMO: Vol. 28 Issue 11

Support Services

Do you need help setting up Outlook, moving your email to a new computer, migrating or configuring Office 365, or just need some one-on-one assistance?

Subscribe to Exchange Messaging Outlook






Our Sponsors

CompanionLink
ReliefJet
  • Popular
  • Latest
  • WeekMonthAll
  • Adjusting Outlook's Zoom Setting in Email
  • How to Remove the Primary Account from Outlook
  • Cannot add Recipients in To, CC, BCC fields on MacOS
  • Move an Outlook Personal Folders .pst File
  • Save Sent Items in Shared Mailbox Sent Items folder
  • Create rules that apply to an entire domain
  • Outlook's Left Navigation Bar
  • Remove a password from an Outlook *.pst File
  • Use PowerShell to get a list of Distribution Group members
  • View Shared Calendar Category Colors
  • Cannot add Recipients in To, CC, BCC fields on MacOS
  • Change Appointment Reminder Sounds
  • Messages appear duplicated in message list
  • Reset the New Outlook Profile
  • Delete Old Calendar Events using VBA
  • Use PowerShell or VBA to get Outlook folder creation date
  • Outlook's Left Navigation Bar
  • Contact's Display Bug
  • Use PowerShell to get a list of Distribution Group members
  • Edit Outlook’s Attach File list
Ajax spinner

Newest Code Samples

Delete Old Calendar Events using VBA

Use PowerShell or VBA to get Outlook folder creation date

Rename Outlook Attachments

Format Images in Outlook Email

Set Outlook Online or Offline using VBScript or PowerShell

List snoozed reminders and snooze-times

Search your Contacts using PowerShell

Filter mail when you are not the only recipient

Add Contact Information to a Task

Process Mail that was Auto Forwarded by a Rule

Recent Bugs List

Microsoft keeps a running list of issues affecting recently released updates at Fixes or workarounds for recent issues in Outlook for Windows.

Outlook for Mac Recent issues: Fixes or workarounds for recent issues in Outlook for Mac

Office Update History

Update history for supported Office versions is at Update history for Office

Outlook Suggestions and Feedback

Outlook Feedback covers Outlook as an email client, including Outlook Android, iOS, Mac, and Windows clients, as well as the browser extension (PWA) and Outlook on the web.

Use Outlook.com Feedback for suggestions or feedback about Outlook.com accounts.

Other Microsoft 365 applications and services




Windows 10 Issues

  • iCloud, Outlook 2016, and Windows 10
  • Outlook Links Won’t Open In Windows 10
  • Outlook can’t send mail in Windows 10: error Ox800CCC13
  • Missing Outlook data files after upgrading Windows?

Outlook Top Issues

  • The Windows Store Outlook App
  • The Signature or Stationery and Fonts button doesn’t work
  • Outlook’s New Account Setup Wizard
  • Outlook 2016: No BCM
  • Exchange Account Set-up Missing in Outlook 2016

Repair PST

Convert an OST to PST

Repair damaged PST file

Repair large PST File

Remove password from PST

Merge Two Data Files

Sync & Share Outlook Data

  • Share Calendar & Contacts
  • Synchronize two computers
  • Sync Calendar and Contacts Using Outlook.com
  • Sync Outlook & Android Devices
  • Sync Google Calendar with Outlook
  • Access Folders in Other Users Mailboxes

Contact Tools

Data Entry and Updating

Duplicate Checkers

Phone Number Updates

Contact Management Tools

Diane Poremsky [Outlook MVP]

Make a donation

Calendar Tools

Schedule Management

Calendar Printing Tools

Calendar Reminder Tools

Calendar Dates & Data

Time and Billing Tools

Meeting Productivity Tools

Duplicate Remover Tools

Mail Tools

Sending and Retrieval Tools

Mass Mail Tools

Compose Tools

Duplicate Remover Tools

Mail Tools for Outlook

Online Services

Productivity

Productivity Tools

Automatic Message Processing Tools

Special Function Automatic Processing Tools

Housekeeping and Message Management

Task Tools

Project and Business Management Tools

Choosing the Folder to Save a Sent Message In

Run Rules on messages after reading

Help & Suggestions

Outlook Suggestion Box (UserVoice)

Slipstick Support Services

Home | Outlook User | Exchange Administrator | Office 365 | Outlook.com | Outlook Developer
Outlook for Mac | Common Problems | Utilities & Addins | Tutorials
Outlook & iCloud Issues | Outlook Apps
EMO Archives | About Slipstick | Advertise | Slipstick Forums
Submit New or Updated Outlook and Exchange Server Utilities

Send comments using our Feedback page
Copyright © 2023 Slipstick Systems. All rights reserved.
Slipstick Systems is not affiliated with Microsoft Corporation.

wpDiscuz

Sign up for Exchange Messaging Outlook

Our weekly Outlook & Exchange newsletter (bi-weekly during the summer)






Please note: If you subscribed to Exchange Messaging Outlook before August 2019, please re-subscribe.

Never see this message again.

You are going to send email to

Move Comment