How To Use Outlook Categories?

Method 1:

  1. Select an email message or calendar event and right-click.
  2. From the Categorize menu, select New category.
  3. Type a name for your category, and then, if you want, choose a color by clicking the category icon.
  4. Press Enter. The category is created and applied to the items you’ve selected.

Contents

Should I use categories or folders in Outlook?

Categories can be grouped in your single-folder filing system, which makes visual searching easy (more on that below). Outlook rules for auto-filing incoming mail work much better when filing to categories than when filing to folders because they leave the e-mail in the Inbox where you can still read it.

Can recipients see my Outlook categories?

Recipient will be able to see the category but not the color. In order to prevent this , you need to assign category after the email is sent and not before the emails sent.

How do I sort emails by category in Outlook?

In email you can sort by Category by right clicking in the header row, selecting “field chooser” and clicking on “Categories”. You can search across all of Outlook (or just email, contacts, calendared items, tasks) for specific Categories or create a Search Folder for Categories.

How do I automatically categorize emails in Outlook?

Enable Automatic Categorizing

  1. Right-click an email from your Inbox that matches the criteria of the Category you’re about to create.
  2. Choose “Create Rule” to bring up the Create Rule dialog box.
  3. Skip the simple options and go straight to “Advanced Options” using the button in the corner.

How many categories can you use in Outlook?

As a default Outlook automatically provides you with 6 categories already set up. Since they are based on colours their names are rather uninspiring – “red category”, “blue category”, and the like. Fortunately you can easily rename existing categories and create additional ones.

How do I view all categories in Outlook?

On your Outlook Home tab, navigate to the Tags section (it’s the fifth section from the right) and click Categorize. In the pop-up box, scroll down to the bottom of the list and click All Categories.

How do I view categories in a shared mailbox in Outlook?

Create or delete categories in a shared folder

  1. Start Outlook.
  2. Click Calendar in the navigation menu.
  3. Right-click the Calendar folder, and then, click Properties.
  4. Click the Permissions tab.
  5. Add or click to select the user who has to manage categories in the shared folder.

What are Outlook categories?

Outlook categories are a management tool, similar to rules and tasks. Most users use the colors to visually identify items by people, topic, priority, and so on. However, categories can do much more. You can use them to perform quick sorts, populate search folders, and even narrow a mail merge to a specific category.

How do I sort by categories in Outlook Web?

Sign in to Outlook on the web. Select a message you want to categorize. Right-click, and then select Categorize and choose the category you want to use.

How do you name categories in Outlook?

Rename a color category

  1. Select an Outlook item (either an email, calendar event, contact, or task.
  2. In the Tags group on the Ribbon, click Categorize, and then click All Categories.
  3. Click a category, and then click Rename.
  4. Type the new name for the color category, and then press Enter.

What is the best way to organize your work email?

Tips for effective email organization

  1. Move emails into labeled folders.
  2. Categorize each email.
  3. Delete emails that are no longer relevant.
  4. Schedule time each week to organize your emails.
  5. Respond right away.
  6. Convert the email to a task.
  7. Create rules to automatically file or archive certain emails.

How do I enable categories in Outlook 2019?

Right-click an appointment in your Outlook Calendar or right-click a task in your Outlook To-Do List. Select Categorize. If you’d rather use the menu, go to Home and, in the Tags group, select Categorize. Choose a color category to apply it to the email.

How do you prioritize categories in Outlook?

Prioritize and Tag
Click the “Priority” field and then select “Low,” “Normal” or “High.” Click the “Categorize” button in the Tags group on the Task tab and then select the preferred tag, such as “Blue Category,” to display a color stripe above the Subject field.

How do I view categories in Outlook app?

1. Right-click a selected message, click categorize, and select Manage categories. 2. This opens the manage categories screen.

Are categories in Outlook shared?

You can sync your own Outlook calendar/categories colors with different devices they will be identical. However, when you share your calendar with people, they are able to add it to their calendar view depending on the permission you give them they can view your calendar or edit it.

Why does a user categorize the emails or add them to their to do list?

Your mailbox is for receiving, your filing cabinet is for storing important papers for later and your to-do list is for getting things done. Your email inbox works the same way, it’s supposed to be for receiving, yet a lot of people keep emails in their inbox to remind them to do something.

How do I turn on categories in Outlook 2013?

Assign a category shortcut key in Outlook

  1. Click the Categorize button and choose All Categories. The Color Categories dialog box appears.
  2. Click the category to which you want to assign a shortcut key.
  3. Click the Shortcut Key menu.
  4. Click the shortcut key you want to assign.
  5. Click OK.