Mylene Biddle

Software Engineer

Posted on May 1, 2012

Creating Color-Coded Calendar Events in SharePoint 2010

A great addition to SharePoint 2010 is the Calendar Overlay functionality, allowing the user to create color-coded events in a calendar based on user-defined event categories, out of the box.  Below is a simple walkthrough of the process.
 
1. Modify the default categories created by the list (Calendar Tab on Ribbon -> List Settings -> Category Column) 
Modify Calendar Categories
 
2. Add a couple of events, at least one in each category for testing purposes
 Add Calendar Events by Category

 
3. Create a separate view to display each Category (Calendar Tab on Ribbon -> Create View -> Calendar View)  
 Create Category Views
**You will end up with one view for each category**
 
4. Make one more view that will be the view with all color coded views overlaid  (Calendar Tab on Ribbon -> Create View -> Calendar View) 
Create View for Overlays
 
5. Add a new calendar (category view)  to the Calendar Color Overlay View (Calendar Tab on Ribbon -> Calendars Overlay) with a Category that is blank **You must do this FROM the Calendar Color Overlay View 
Calendar Overlay Settings
 
6. Name the Calendar, select SharePoint, select a color for the category, and click Resolve to populate the Lists and List Views available in the SharePoint site under Web URL. Select your Calendar and the View you created in Step 3.  Select Always Show.  **Repeat steps 4 and 5 for each category view**
Color Coding Details 
 
7. Your Calendar Overlay Settings for the Calendar Color Overlay View will look similar to the screenshot with a Calendar for each category 
All Overlaid Views
 
8. Your resulting calendar view will have the four views overlaid, with a color for each category.  A legend is displayed on the left corresponding to each view.  
Overlaid Calendar Events

 

Comments
Gravatar
fma 9/6/2012 11:01:36 AM
Thank you for this post. It is an excellent way to color code a calendar without needing to do a bunch of custom code. It helped me out quite a bit!
Gravatar
Mylene Biddle 9/6/2012 11:08:16 AM
Glad it helped! I love finding out-of-the box functionality like this! :)
Gravatar
Kassy 9/7/2012 2:19:18 PM
Very helpful! But how do you add an event to one of the overlay calendars without it duplicating onto every other overlay?
Gravatar
Mylene Biddle 9/10/2012 10:00:40 AM
Kassy, did you make sure that you selected a specific category for the event so that it only shows up in the filtered view?
Gravatar
Max 9/17/2012 3:35:32 AM
Next time plz use high res images
Gravatar
Mylene Biddle 9/20/2012 10:17:26 AM
Max, will do - if I can find the originals I will try to update them here as well. Thanks for the suggestion!
Gravatar
Anu 10/3/2012 9:53:52 AM
Just getting confused on step 6. It says repeat steps 4 and 5. Am I creating a view with blank in Categories for each category. And what name am i using for calendar name?
Gravatar
Anu 10/3/2012 10:23:58 AM
I got that sorted out. Could you please let me know how i can add more colors. I have 11 categories.
Gravatar
Mylene Biddle 10/3/2012 10:29:55 AM
Anu, glad you got it sorted out. Only 10 colors exist in the out of the box functionality for the calendar overlay. In order to have more than 10 colors, you can use a different solution, using calculated columns and javascript as outlined in the second portion of this post: http://www.orbitone.com/en/blog/archive/2010/10/25/calendar-colour-coding-in-sharepoint.aspx

If you do not wish to do so, I would recommend revising your categories and somehow grouping two of your categories into one.

I hope this helps! Let me know if I can help any other way!
Gravatar
Doris 10/18/2012 2:45:20 PM
Thank you for the post. I was able to mostly get this to work. But, my events are showing up twice. Once for the default Calendar view and then once on each of the individual Category Views. How so I get the Calendar view not to display
Gravatar
Taruna 10/19/2012 5:27:59 AM
Hi, I have followed the instructions (I think!) and have a view with duplicated entries - one for each view and one for the calendar. How can I just display the view details and not the calendar entry?
Gravatar
Mylene Biddle 10/22/2012 7:07:03 AM
Doris & Taruna, make sure you are following step 4 and creating a calendar view where the category is blank, and then create the overlay on THAT view.
Gravatar
Grim Repair 10/29/2012 11:50:49 AM
You should probably not tell people to repeat steps #4 and 5. You only have to do step 4 once.
Gravatar
Mylene Biddle 10/29/2012 11:54:32 AM
You are correct, Grim. Correction, it should read, "Repeat steps 3 and 5 for each category". Step 4 is only done once.

Thanks for pointing it out. :)
Gravatar
Grim Repair 10/29/2012 1:41:00 PM
Is it possible to display the color legend on the page, when you're displaying the calendar in a web part? There seems to be no way to configure the web part to display the legend.
Gravatar
Mylene Biddle 10/29/2012 1:49:38 PM
Grim, without querying the list with a DQWP or a custom web part, I haven't been able to dynamically create the legend in a web part OOTB. You could use a content editor web part and add the legend manually with the respective colors and categories, though. Not dynamic, but it'll work...
Gravatar
Sharvo 11/16/2012 2:53:57 PM
Are these colour highlights visible in an Outlook calendar if the SharePoint calendar is synchronized to Outlook ie, using calendar tools "Connect to Outlook".
Gravatar
Mylene Biddle 11/20/2012 2:55:45 PM
Sharvo, the calendar overlay is a SharePoint list view, so it will not display the overlay colors when connected to Outlook.
Gravatar
Merethe Stave 11/27/2012 9:25:51 AM
Hi Mylene, and thank you so much, it worked at first try!
All the best,
Merethe
Gravatar
Mylene Biddle 11/28/2012 7:22:33 AM
Glad it worked out for you Merethe!
Gravatar
Isadelle 12/7/2012 11:53:10 AM
The color overlay worked for me but I've been unable to get the color legend to display. Any suggestions?
Gravatar
Mylene Biddle 12/10/2012 7:35:10 AM
Isadelle, are you creating the overlay on a new view with the category set to blank?
Gravatar
Tina 12/11/2012 12:59:20 PM
When I enter an event it displays in each color.
I did step 4 and created the overlays on the calendar view with the category left blank. Any other ideas of what could be wrong?
Gravatar
Mylene Biddle 12/11/2012 1:23:16 PM
Tina, Are you selecting a category for each event? Please ensure you have also created each category's view and have mapped the overlay calendar colors to each of the category specific views.
Subscribe

Want to join the conversation?  Leave a comment using the form below!



 Security code