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Jennifer Mason > Posts > SharePoint 2010: Using the Calendar Overlay to Display List Items based on a Category
August 01
SharePoint 2010: Using the Calendar Overlay to Display List Items based on a Category

Recently there was a comment on my blog post, asking if you could use the calendar overlay to show different items from the same list using different colors. I thought it was a great question, so I wanted to follow up with a blog post on how you could achieve it. In my example, I have a task list and I want to use the calendar overlay to show the list in 3 different ways – show a different color for each tasks status – Not Started, In Progress and Completed. The first thing that I will need to do is to create the tasks list with the three different calendar views. An example of this is shown below:

Now, I will just need to configure my calendar overlay to display the 3 list views. To do this, I select the Calendar overlay option in the Calendar ribbon.

I will need to add 3 overlays to the Calendar, one for each view I have created. An example of the configuration screen is shown below. Notice I can select the display color, List, List View

When my calendar is displayed I can now see all three views represented with different colors using one calendar overlay.

Since this is triggered by views, I could get pretty creative. As another example, I could show all overdue tasks in one color and task due today in another color. Really the only limitation is that you are limited to 10 overlays. I personally don't think of this as a limitation, but instead a safeguard. More than 10 would probably make for a very busy calendar! Hope this post has been helpful!


Great for Power Users

I definately like the out of the box "power user" way of handling this request.  I did a rough draft of how to do this with jquery, which you only need for more advanced options.  I welcome your input:
 on 8/2/2011 8:06 AM

Looks Good!

I dont really do much at all with JQuery.  It definately has its place and its purpose but my speciality is more out of the box functionality.  For most of the people I work with JQuery isnt something that they would be comfortable learning.
Jennifer MasonNo presence information on 8/2/2011 8:24 AM

Very Good OOTB Solution

It's a very good out of the box solution to a highly requested piece of functionality.  My question is that if you link the Calendar to your Outlook will the overlays come with it?

Jonathan Cochran
 on 8/2/2011 11:30 AM

Re: Import Calendar View into Outlook

A view, which is what Jennifer created, is not able to be imported into Outlook.
 on 8/2/2011 3:31 PM

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duplicate entries show

I followed the steps above which worked, sortof. I now have the same entry with two different colors, the default calendar color and the 'view' color I created for category Business... any idea as to why both are showing up? Thanks.

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