{"id":3311,"date":"2026-03-09T17:50:00","date_gmt":"2026-03-09T17:50:00","guid":{"rendered":"https:\/\/www.greminders.com\/articles\/?p=3311"},"modified":"2026-04-01T00:27:15","modified_gmt":"2026-04-01T00:27:15","slug":"send-outlook-reminders-based-on-assigned-categories","status":"publish","type":"post","link":"https:\/\/www.greminders.com\/articles\/send-outlook-reminders-based-on-assigned-categories\/","title":{"rendered":"Send Outlook Reminders Based on Assigned Categories"},"content":{"rendered":"\n<p>Microsoft Outlook Calendar has many features that help you organize your schedule, including the ability to categorize your appointments. GReminders can help you optimize your reminders by sending SMS Outlook Reminders based on the categories you create.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Common Uses of Categories<\/strong><\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Create categories to identify Initial Appointments<\/strong><\/li>\n\n\n\n<li><strong>Categorize individuals who need additional reminders<\/strong><\/li>\n\n\n\n<li><strong>Indicate alternate types of reminders, such as email or voice<\/strong><\/li>\n\n\n\n<li><strong>Categorize meetings to send Invites to colleagues and staff<\/strong><\/li>\n<\/ul>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How Outlook Calendar Categories Work<\/strong><\/h2>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"732\" height=\"600\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Cat1b.jpg\" alt=\"How to set categories\" class=\"wp-image-3312\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Cat1b.jpg 732w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Cat1b-300x246.jpg 300w\" sizes=\"(max-width: 732px) 100vw, 732px\" \/><\/figure><\/div>\n\n\n<p>When creating an event in Outlook Calendar, include your clients\u2019 phone numbers and\/or email addresses in either the title or description as usual. Then choose \u201cCategorize\u201d.<\/p>\n\n\n\n<p>You can choose one or more categories that you would like to associate with this event. <strong><em>Hint: Choose the most important category last to code the event in that color on your calendar.<\/em><\/strong><\/p>\n\n\n\n<p>The SMS text, email or voice reminders that you have associated with the chosen categories will be scheduled and sent to your clients. <strong><em>Note: The system will not send two reminders of the same type (SMS, email, voice) scheduled at the same time. Arrange reminder templates in order of importance or schedule reminders of the same type at different times (i.e., 2 days before appointment and 24 hours before appointment).<\/em><\/strong><\/p>\n\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Setting Up Categories<\/strong><\/h2>\n\n\n\n<p>When scheduling an appointment on your Outlook Calendar, choose \u201cMore options\u201d.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"509\" height=\"402\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/catsetup1.jpg\" alt=\"Selecting More Options\" class=\"wp-image-3313\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/catsetup1.jpg 509w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/catsetup1-300x237.jpg 300w\" sizes=\"(max-width: 509px) 100vw, 509px\" \/><\/figure><\/div>\n\n\n<p>Choose a name for the category and unique color to associate with it. Then Save.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"450\" height=\"378\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/catsetup2.png\" alt=\"Create New Appointment\" class=\"wp-image-3314\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/catsetup2.png 450w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/catsetup2-300x252.png 300w\" sizes=\"(max-width: 450px) 100vw, 450px\" \/><\/figure><\/div>\n\n\n<p><\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Setting up Reminder Templates for Categories<\/strong><\/h2>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"956\" height=\"1024\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/image-9-956x1024.png\" alt=\"\" class=\"wp-image-11170\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/image-9-956x1024.png 956w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/image-9-280x300.png 280w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/image-9-768x822.png 768w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/image-9.png 1016w\" sizes=\"(max-width: 956px) 100vw, 956px\" \/><\/figure>\n\n\n\n<p>To setup a Client Reminder using the Category Criteria, follow these steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Choose the Reminder Purpose (in this example, an Initial Booking Notification)<\/strong><\/li>\n\n\n\n<li><strong>Use the Slider to add Advanced Criteria<\/strong><\/li>\n\n\n\n<li><strong>Choose the Criteria: Event Category<\/strong><\/li>\n\n\n\n<li><strong>Include the <em>exact same name<\/em> as you used when setting up the Category in Outlook<\/strong><\/li>\n\n\n\n<li><strong>Indicate what type of reminder to send and when<\/strong><\/li>\n\n\n\n<li><strong>Include a Subject for Email Reminders<\/strong><\/li>\n\n\n\n<li><strong>Edit content specific to this Category<\/strong><\/li>\n\n\n\n<li><strong>Create a Nickname for easy organization<\/strong><\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Confirm Your Reminders<\/strong><\/h2>\n\n\n\n<p>Go to the <strong>All My Events<\/strong> and find the meeting you scheduled on your Outlook calendar using a specific category and click on the title.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"183\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Mainscreen-1024x183.jpg\" alt=\"Confirming Your Reminders\" class=\"wp-image-3318\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Mainscreen-1024x183.jpg 1024w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Mainscreen-300x54.jpg 300w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Mainscreen-768x137.jpg 768w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Mainscreen.jpg 1046w\" sizes=\"(max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>The following window will open:<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"939\" height=\"806\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/ConfirmEvent_b.jpg\" alt=\"Confirming the event detail\" class=\"wp-image-3319\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/ConfirmEvent_b.jpg 939w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/ConfirmEvent_b-300x258.jpg 300w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/ConfirmEvent_b-768x659.jpg 768w\" sizes=\"(max-width: 939px) 100vw, 939px\" \/><\/figure>\n\n\n\n<p>Here is where you\u2019ll find all reminders and replies for this calendar event. Let\u2019s take a look:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>You\u2019ll see the Category that was set for this event at the top of the screen.<\/strong><\/li>\n\n\n\n<li><strong>Our Initial Booking Notification we set up above has already been sent.<\/strong><\/li>\n\n\n\n<li><strong>A 24-hour SMS Text reminder that<\/strong> <strong>goes out to everyone we book is in the queue.<\/strong><\/li>\n\n\n\n<li><strong>A 1-hour SMS Text reminder complete with a map to our offices that was created for events with the Initial Appointment Categorization is in the queue as well.<\/strong><\/li>\n<\/ol>\n\n\n\n<p>As you can see, sending Outlook Reminders based on Categories can help you send very specific reminders to Clients simply by categorizing the event when the appointment is scheduled.<\/p>\n\n\n\n<p>Categories can also help you, your colleagues, and your staff prepare for appointments. In the following example, you will be signing documents and will want to make sure one of the notaries in the office will be available.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Choosing Existing Categories<\/strong><\/h2>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"554\" height=\"464\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/NotaryCategory.jpg\" alt=\"Notary Category\" class=\"wp-image-3320\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/NotaryCategory.jpg 554w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/NotaryCategory-300x251.jpg 300w\" sizes=\"(max-width: 554px) 100vw, 554px\" \/><\/figure>\n\n\n\n<p>Since the \u201cNeeds Notary\u201d category is already set up, right click on the event to select the category you would like to associate with this appointment.<\/p>\n\n\n\n<p>Your Personal Reminder is Set up similar to your Client Reminder:<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"945\" height=\"822\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Personal1b.jpg\" alt=\"Personal Reminder Template\" class=\"wp-image-3321\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Personal1b.jpg 945w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Personal1b-300x261.jpg 300w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Personal1b-768x668.jpg 768w\" sizes=\"(max-width: 945px) 100vw, 945px\" \/><\/figure><\/div>\n\n\n<p>The only difference is the inclusion of phone numbers or email addresses of colleagues or staff you wish to receive the reminder.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"943\" height=\"258\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/personal2b.jpg\" alt=\"Personal Reminder Template with email addresses\" class=\"wp-image-3322\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/personal2b.jpg 943w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/personal2b-300x82.jpg 300w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/personal2b-768x210.jpg 768w\" sizes=\"(max-width: 943px) 100vw, 943px\" \/><\/figure><\/div>\n\n\n<h2 class=\"wp-block-heading\"><strong>Sending additional SMS Text Reminders based on Assigned Category<\/strong><\/h2>\n\n\n\n<p>We all have those clients who constantly fail to show up for appointments, often claiming they forgot all about it.&nbsp; Using categories, you can immediately identify these clients and send them an additional text reminder a few hours before your meeting.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"804\" height=\"348\" src=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Additional.jpg\" alt=\"Additional Client Reminders\" class=\"wp-image-3323\" srcset=\"https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Additional.jpg 804w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Additional-300x130.jpg 300w, https:\/\/www.greminders.com\/articles\/wp-content\/uploads\/2022\/05\/Additional-768x332.jpg 768w\" sizes=\"(max-width: 804px) 100vw, 804px\" \/><\/figure><\/div>\n\n\n<h2 class=\"wp-block-heading\">Using Categories in Reminder Templates Body Content<\/h2>\n\n\n\n<p>Additionally you can Use these Categories WITHIN the Reminder Template itself.   Please note an Event can have multiple categories, as such they are treated as an &#8220;array&#8221; instead of a string.<\/p>\n\n\n\n<p>For example:<\/p>\n\n\n\n<p>If you want to just display the categories within your Reminder Template itself you would do:<\/p>\n\n\n\n<p>{<code>{ event.category | join: \" and \" }}<\/code><\/p>\n\n\n\n<p>This basically takes your categories such as &#8220;Needs Notary&#8221; and &#8220;Telehealth&#8221; or something like this and makes <\/p>\n\n\n\n<p><code>Needs Notary and Telehealth<\/code><\/p>\n\n\n\n<p>Now if you want to do something more fancy such as use conditional logic within your template you can do something like:<\/p>\n\n\n\n<p><code>{% if event.category contains 'Needs Notary' %}<\/code><br><code>This is the text that displays if a Notary is needed<br>{% else %}<br>Otherwise we do show this<br>{% endif %}<\/code><\/p>\n\n\n\n<p>You can read more about <a href=\"https:\/\/www.greminders.com\/articles\/advanced-date-template-logic\/\">advanced logic here<\/a>.<\/p>\n\n\n\n<p>You can also send additional reminders based on Confirmation Status. <a href=\"https:\/\/www.greminders.com\/articles\/only-send-reminders-if-appointment-is-not-confirmed-confirmed\/https:\/\/www.greminders.com\/articles\/only-send-reminders-if-appointment-is-not-confirmed-confirmed\/\" target=\"_blank\" rel=\"noreferrer noopener\">Read more here<\/a>.<\/p>\n\n\n\n<p>Sending Outlook Reminders based on categories is a quick and efficient way to send reminders to clients and staff. Once you set up your categories and the reminder templates associated with those categories, you control everything from your Microsoft Outlook Calendar. You can use Categories with most versions of Outlook, including Office 365 and Microsoft Exchange.<\/p>\n\n\n\n<p>While Categories are determined by the individual user, large organizations, can \u201cpush\u201d categories across their entire organization. If you would like more information, <a href=\"https:\/\/www.greminders.com\/contact\">contact us here<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Microsoft Outlook Calendar has many features that help you organize your schedule, including the ability to categorize your appointments. GReminders can help you optimize your reminders by sending SMS Outlook Reminders based on the categories you create. Common Uses of Categories How Outlook Calendar Categories Work When creating an event in Outlook Calendar, include your [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":3343,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1,2],"tags":[],"class_list":["post-3311","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-general","category-how-to"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v23.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Outlook Reminders: Send Outlook Calendar Reminders Based on Categories<\/title>\n<meta name=\"description\" content=\"Outlook Reminders: Use GReminders to send SMS Outlook Calendar Reminders based on assigned categories. 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