How do I share categories in an shared calendar

Question

How do I share categories in an shared calendar

J Mayo 0

How do I allow everyone to see all colors and categories in a shared calendar/

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2 answers

Your answer

Answer 1

Hi, @J Mayo

Do you mean you want everyone who has access to the shared calendar to see the same category names and colors on the calendar events?

For example, if you assign "Meeting" as Blue or "Holiday" as Green, you want everyone to see those same colors and categories.

If yes, Outlook.com does not currently provide a way to share one common category list and color setup with everyone. Categories and their colors are generally managed separately by each person's Outlook account, so another person may not see the same category color you assigned.

The color of the shared calendar itself can also be changed individually by each person in their own calendar view.

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Thanks!

Answer 2

Categories and category colors are not shared across users in a shared Outlook calendar. Each mailbox uses its own category list, so other people will see and use their own categories and colors rather than a single shared set.

What is possible:

People can apply categories to items in a shared calendar if they have the required permissions.
In Outlook on the web/new Outlook, when granting delegate access, the calendar owner can enable Let delegate manage categories.
In shared calendar scenarios, permissions such as Editor, Owner, or Delegate affect whether someone can apply, create, or manage categories, but they do not make category colors identical for everyone.

Important limitation:

Even if someone has Owner access to the shared calendar, category colors still do not automatically sync to other users.
Only the mailbox owner can rename a category in the shared folder’s Color Categories list.

If the goal is for everyone to see the same visual labeling, that is not supported through shared Outlook categories and colors.