Mass Categorize Calendars in Outlook  2010 and 2013

Posted on 2014-08-23
Last Modified: 2014-10-28
I have both Outlook 2010 and 2013 installed on my PC, following the purchase of Office 365 through GoDaddy.   Since having purchased the software, I have accepted new employment, and as a result, I have created a separate profile for my employment related activities.

My company uses multiple corporate calendars, and I noticed that one shows as a Shared Calendar while another shows up under Other Calendars.

I am trying to get these calendars to sync with my Android Galaxy S5 using CompanionLink Professional (on the desktop) and DejaOffice (on the device).  

In order for CompanionLink to work, it requires that whatever I want to sync be categorized.   I therefore need to categorize all of the calendar entries in mass, but I cannot figure out how to do this.  Further, all future entries, as they are automatically updated by others in the organization, would also have to be categorized the same way as soon as they appear on the calendar.

Is there some way to have the different calendars, such as "management calendar" and "production calendar" always automatically categorize themselves, once the calendar entries populate onto the respective calendars?   The categories would simply be things such as "management calendar" and "production calendar" and every entry on each of the respective calendars would need to be categorized that way.

Without this, CompanionLink will not work.
Question by:snkama95
    LVL 89

    Expert Comment

    by:John Hurst
    Having 2 versions of Outlook on one operating is not supported by Microsoft and generally will not work. You should consider removing the version of Outlook you can do without and only use the other one.

    I have CompanionLink running on my Windows 8.1 machine and it syncs Outlook 2013 to my iPhone properly.  As far as I can see, however, it just syncs the whole calendar.

    Author Comment

    John, thank you for the response.

    Interesting that when I installed Office 365 2013, it specifically said that you can leave 2010 installed and have both co-exist.    Initially, I was very disappointed with 2013 and removed it so that I could go back to 2010.  I spent many hours with Microsoft support on getting 2010 to work again correctly with other applications and I finally had no choice but to reinstall 2013 again.  Accordingly, I would respectfully disagree as far as "support" because they did try to help me and each version works, as long as you don't run both at the same time.  In fact, if one version is running, it doesn't permit the other version to load.

    I have learned to live with both and I do, for various reasons from time to time, use one version versus another.

    My question is very specific to multiple calendars, at least one of which is "shared".  CompanionLink Professional was very specific about needing to use categories, but they do not seem to address multiple calendars within a single profile.

    I contacted them and they said that I needed the Pro version to work, but now I am not finding any way to make it happen, unless there is some third party add-in or advanced setting tweak that is needed to categorize an entire calendar and keep it categorized as it changes take place throughout the day.
    LVL 89

    Assisted Solution

    by:John Hurst
    When I go to CompanionLink setup (while my iPhone is connected), it only uses one calendar. I have 5 loaded in Outlook 2013 - one is main and the other four are archives. I do not see an option to allow multiple calendars.
    LVL 76

    Accepted Solution

    Hi, snkama95.

    You can categorize all the items on a calendar by

    1.  Creating the category
    2.  Opening the calendar
    3.  Switching to a list view
    4.  Selecting all the items on the calendar using CTRL+A
    5.  Categorizing as you normally would

    All the selected items will be added to the selected category.

    The only way I know of to automatically categorize every item added to your calendar is to employ a macro.  The macro would watch the calendar and automatically add the correct category to every item added to the calendar.  If that's an acceptable solution, then I can provide the macro and instructions on how to use it.

    Author Closing Comment

    Thank you gentlemen.  I have been away from this board for far too long.  I eventually got the program to work and you were both very helpful in that endeavor.  Thanks again.

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