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Make 'Today' stand out more in the calendar

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› Outlook › Calendar › Make ‘Today’ stand out more in the calendar

Last reviewed on April 1, 2022     28 Comments

Applies to: Outlook (classic), Outlook 2007, Outlook 2010, Outlook 365 (Win)

Because a lot of users don't like the way 'today' is highlighted in the calendar in Outlook. this is a fairly common question:

Is there any way to make “today” standout in the monthly calendar view? It’s difficult to see it with all of the colors swirling around.

While you can’t change the 'today' highlight, you can use color categories or conditional formatting to help highlight the current date. Even changing the calendar color can help. They aren't perfect solutions, but may be better than the current highlight.

If you don't use color categories, use conditional formatting to highlight the events for today in a bright color. However, conditional formatting won't work if you use color categories on your appointments, as color categories override conditional formatting.

Another option is an all-day event that you move to the current day, each day. It has a color category assigned and is set as Busy so category color shades the entire cell. This works best if your calendar doesn’t have a lot of appointments as it takes up space on the already-small calendar grid. Because he event is marked busy, it may not the best solution for a work account where co-workers need to see your free/busy (you'll always be busy).

Another, similar option is an all-day event for previous days, with a black category assigned to mark off days, much like you’d do on a paper calendar. Or use conditional formatting to color all uncategorized past appointments black.

For a different take on it, you could use a custom view to hide old appointments. Today would be the first date with appointments visible. The filter conditions would be Start date is on or after today.

 

Change Calendar Color

Although you can't change the color of the line, a different calendar color might help. I think pink stands out the best, but any color except gray or yellow is more visible.
gray calendar has less contrast on today

Change the Calendar color:

  1. Select the calendar.
  2. Right-click on the calendar folder and choose Color .
  3. Select a different color.

choose a different calendar color
Or

Color on the View ribbon and select a different color.
color a color from the ribbon

 

Use Conditional Formatting

If you aren't color categorizing most of your appointments, you can create a conditional filter to change the appointment colors. When appointment colors don't match the calendar color, the day highlight stands out (a tiny bit) better. If you aren't using a lot of recurring or multi-day appointments or meetings, you can highlight appointments that start today (see screenshot at the end of this article).
highlighted calendar

You can create multiple conditional formatting rules to color-code appointments instead of using categories.

To create a conditional formatting rule:

  1. Switch to the View tab and click View Settings (on far left)
  2. Click Conditional formatting button
    view settings dialog
  3. Click Add and name your rule.
  4. Choose a light color. (Unfortunately there isn't an option for White, 'none' is transparent.)
    conditional formatting rule
  5. Click the Ok button to Save and close the conditional formatting rule. A warning dialog will tell you the rule will be applied to all events. Click Ok. color appointments
  6. Because just changing the appointment colors is usually not enough to highlight Today, you can create a second Conditional formatting rule, using the Advanced tab to set a filter for Start Today and Recurring equals no. Note: If you don’t use Recurring equals no (or Recurrence pattern is empty), all recurring events will be highlighted. (This rule is less useful if you have a lot of recurring or multi-day appointments or meetings as few appointments will be highlighted 'today'.)
    appointments today
  7. Select the Today rule and click Move Up to make it the first rule in the list. (The rules are applied in order, with the first rule overriding subsequent rules.)
    create a rule to highlight appointments starting today
  8. Click OK 3 times to return to Outlook.

Any appointment or event that is not assigned a color will be colorized by the conditional formatting rules. A white or a lighter gray color would blend into the background better but the contrasting colors helps the bar stand out.

color today's appointments

After creating the conditional formatting rule and applying it to your view, go to the View tab, Change View and select Save View as a new view. This way, if your current view gets reset, you'll have a copy of the view to re-apply.

Sample Screenshots

These screenshots are examples of using a view to color or hide past events. the first screenshot is with no filters set.
default, no filters
This view hides past events that are not recurring.
hide past events

This view colors past events that are not recurring.
color old appointments

Today is highlighted:
higlight today

The filter dialog for a conditional format to shade past events:
color filter

The filter you'll use to hide past events:

hide filter

Make 'Today' stand out more in the calendar was last modified: April 1st, 2022 by Diane Poremsky

Related Posts:

  • Color labels in older Outlook
    To Add Color Coding to Calendar items
  • Use Conditional Formatting to Highlight Messages
  • Conditional Formatting by Contact Category
  • How to color-code your email as it ages

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.

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Brianna Q
February 9, 2023 10:56 am

Is there a way to gray out past appts/meetings/events from previous dates that also overrides your Category selection of those past meetings/appointments? Because simply doing:

View Settings >
Conditional Formatting >
Advanced >
Field (Select) >
All Appointments Fields >
End>
(Set) Condition: "on or before"
(Write) Value: Today

This doesn't seem to affect any past meetings on previous dates that have a specific category color, which I manually selected.

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Guest
January 25, 2022 2:21 pm

Reading this article, my eye got caught on the "Day 310: 55 to go" subject titles. Do you have a article on that too?

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Diane Poremsky
Author
Reply to  Guest
January 25, 2022 3:30 pm

I have a HOL file for the days at the end of this page -
https://www.slipstick.com/outlook/calendar/outlooks-holiday-file/

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Jo Lo
October 6, 2021 4:15 am

This has finally been fixed by Microsoft in the latest version of Outloook - no more work arounds!

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Bill Steele
Reply to  Jo Lo
November 28, 2021 1:52 pm

In a pig's ass it is . . . . .

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CGL
Reply to  Jo Lo
December 14, 2021 7:01 pm

how so??

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meand nobodyelse
May 19, 2021 6:18 am

gee, this is ridiculous, SP should just be improved

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Tom
September 2, 2020 1:05 pm

Thank you for the fantastic tips! It seems that on the current (Aug 2020) version of Outlook 365 the "condition" is applied to the rule I created using your advice and so I didn't have the step of ordering two rules (I only had the one rule with a condition built into it).

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Anton
February 11, 2020 10:32 am

I have a partial solution that a coworker showed me. This is regarding week view, as that is how I like to look at my schedule.

there is a little calendar on the left side when you go to your calendar. If you highlight a number of days, it will show you those days. So if you highlight, today and lets say the next 4 days, it will show you those 5 days. Then tomorrow, it will automatically advance. This keeps "Today" always on the left.

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Diane Poremsky
Author
Reply to  Anton
February 22, 2020 2:53 pm

You can also use Ctrl+ 1 - 0 to show up to 10 days. But it's not persistent, so you need to keep selecting it or keep the calendar open in its own window.

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Kylie
July 7, 2019 2:13 pm

I just invented something that works very well. This will highlight the entire day behind the appointments, whether they are categorized or not. It will not cut the day in half vertically. You can also use this technique to highlight holidays, vacation time, time out of town, and other times you want to block off.

Create an appointment called TODAY.
Create a category called TODAY, using a bright color such as orange.
Start at 12:00 a.m. today. End tomorrow at 12:00 a.m..

This is not automatic. When today's date advances, you will need to drag the appointment manually to the current date.

Enjoy!

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Diane Poremsky
Author
Reply to  Kylie
July 7, 2019 3:52 pm

You can automate it - create an event each date (not a recurring event) - you add a day countdown such as these: https://www.slipstick.com/outlook/calendar/outlooks-holiday-file/#countdown

You'll need to remove the categories (conditional formatting doesn't work with categorized events) then create a conditional formatting rule in your view that colors events in the Days of the Year location that start today.

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Carl Jones
Reply to  Diane Poremsky
April 28, 2024 9:28 pm

I added the HOL file showing day # and days to go for 2024 and they appear fine at the top of each day as all day event. Then I go to View, View Settings, Conditional formatting. I add Highlight Today, Condition Advanced, Field Location contains Days of the Year, OK. But nothing appears to happen

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Diane Poremsky
Author
Reply to  Carl Jones
April 30, 2024 10:23 am

Do they have the Holiday cantegoy? When an item is categorized, conditional formatting does not apply. You can either remove the holiday category fdrom the items or change the color of the holiday category.

to remove the category: search for category:="Holiday" - you can select all, right click and remove All categories or sort or group by location and select only the days of the year location and remove the categories.

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Carl Jones
Reply to  Diane Poremsky
April 30, 2024 2:23 pm

Ah, that is how to find and remove the category. Thanks.

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Susan
June 1, 2017 1:10 pm

Thanks, Microsoft, for making my job so much harder. I just got "upgraded" to 2016, formerly used 2010. Feels like a downgrade. This new calendar is so hard to read. And don't get me started on the new colors--so ugly. They used to be pastel and bearable. Now, red is pink. Blue is turquoise. Brown is orange. I am a color person and this is just assaulting my eyes. I work in the calendars all day long. I manage 10 supervisors' calendars daily. When they are OOO, their calendars used to show up as dark purple, which was great, because then I wouldn't schedule them for an appointment that day. Now the color is so faint, I can't even see it. I just scheduled someone for an appointment and they had to get back to me that they were out on PTO that day. That part wasn't broken, Microsoft. Making calendar appointments is 45% of my job. In just three days, I've had to apologize for scheduling people for external appointments on their days off. This new version, 2016, is like taking a step backwards. There was no "Classic Look" available. The classic look is popular for a reason. Because… Read more »

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Diane Poremsky
Author
Reply to  Susan
June 2, 2017 9:57 pm

Sorry, you can't get those colors back - the 'show time as' marker is the little bar now ad can't be changed. If you don't use categories, you could use conditional formatting to highlight messages but this wont work of the events have categories assigned.

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