How to Mark Outlook Appointments as Complete

By: standss , Sep 3rd, 2013

Outlook lets you mark your tasks as complete so there should be same easy steps to mark appointments as complete too right?

Well NOT!!!

It turns out that there is no built-in way to mark appointments as complete BUT…

Here is a simple workaround that will change the color of the appointments so you know it has been completed (I have used the color RED to mark my appointments as complete)

outlook as complete

Here’s the steps to change the color of the appointments: (The instructions below are for Outlook 2007 and above only)

The color of the appointments in Outlook 2007 and above is handled using categories so the first step is to create a new category that indicates Complete:

  • Go to your Calendar.
  • Right-Click over any existing appointment.
  • Click Categorize and then click All Categories
  • Click the New button.
  • Enter a name for the category (I used the word Complete), choose a Color and click OK.
  • Click OK again to return to the Calendar screen.

This will now change the color of the appointment to what you had selected.

Now to mark any appointment as complete:

  • Right-click over the calendar item.
  • Click Categorize and click on the Complete (the category which you created) category again

In case you mark an appointment as complete by mistake, you can do the following to change it:

  • Right-click on the calendar item
  • Click Categorize and click on the Complete category again (or click on Clear All Categories).

Using this method to color your appointments lets you easily see which ones still need your attention and which ones are completed.

You could even use different categories (colors) to indicate different things for example you could have a category for important appointments or another for causal meetings etc.

I hope you find this tip useful.

If you know of better ways to manage your appointments or work, please share it with our readers by leaving a comment below.

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8 Replies to “How to Mark Outlook Appointments as Complete”

  1. If you want to automate this process you should be using a Quick Step to change the Category!!! So so much easier than going into Categories.

  2. Should the timing of the appointment not conclude whether it’s complete or not, eg. In the example, after 1030hrs,the meeting becomes redundant as it now is a meeting in the past, being complete or not… Consider having a macro that highlights meetings that are nearly due (30mins pretty meeting time) and those that have passed the starting time, this will help manage which meeting is next and provide and option to opt out of the meeting by declining the invite based on the colour, with a heavy day scheduled, this will allow for re prioritising the meetings..

  3. The problem with this is that if you do this on a reoccurring appointment, it marks ALL future occurrences as complete as well. Any way to avoid that problem???

  4. The problem with this is that if you do this on a reoccurring appointment, it marks ALL future occurrences as complete as well. Any way to avoid that problem??? Am I missing something?

  5. Following will work for recurring appointments even if it is not the neatest solution.
    1. Edit the appointment so that it gets disconnected from recurring list.
    2. Now mark it complete

  6. Following will work for recurring appointments even if it is not the neatest solution.
    1. Edit the appointment so that it gets disconnected from recurring list.
    2. Now mark it complete

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