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Categories apply color to items in your Mail, Calendar, People, Tasks, and Notes. In other words, you use categories to label your messages and related items, so that you can organize and track them quickly. Categories appear in the Outlook Web App as colored boxes in the Message List and the Reading Pane.
Should I use categories or folders in Outlook?
Sort emails by priority This is where folders come in handy. Categories can help here too, but folders will really help you sort your inbox and group them into similar email collections. When looking at your inbox, you should be able to judge which emails are high priority and which ones can wait a little longer.
How do I categorize emails faster in Outlook?
Set quick click category or flag in Outlook Go to an email folder, click on an email message to enable the Categorize function. Then click Categorize > Set Quick Click in the Tags group under Home tab. Then the Set Quick Click dialog box pops up.
How do I use categories in Outlook tasks?
Categorize a task Sign in to Outlook.com. Select Tasks from the app launcher. Select the task you want to categorize from the tasks list, select Categories, and then select the category. For example, select the Yellow category.
What does upgrade to color categories do?
Select “Upgrade to Color Categories…” This will get Outlook to scan your entire mailbox for any item that contains categories, which are not found in the Master Category list, and it will add them. A window asking if you want to upgrade to Color Categories will pop up.
What is the difference between categories and folders in Outlook?
Categories allow you to mix and match data items Although Outlook allows you to create folders, it only allows one type of information in that folder. So, for example, you can’t set up a “Budget” folder and include emails and tasks.
What is the best way to use categories in Outlook?
Method 1: Select an email message or calendar event and right-click. From the Categorize menu, select New category. Type a name for your category, and then, if you want, choose a color by clicking the category icon. Press Enter. The category is created and applied to the items you’ve selected.
How do I organize my emails in Outlook?
Create Rules to sort your email automatically Right-click a message. Select Rules. Choose Always move messages from [name of sender]. Choose a folder or select New to create a new one. Select OK. Note: To make your rule more complicated, right-click a message and select Rules > Create Rule.
Why can’t I use categories in Outlook?
The IMAP protocol doesn’t support the Category and Flag properties on messages and assigned categories and flags are not synced back to the IMAP server. If you need to use categories, you need to use a POP3 account instead or move the messages to a local pst file.
What are two types of Outlook rules?
There are two types of rules in Outlook—server-based and client-only. Server-based rules. When you’re using a Microsoft Exchange Server account, some rules are server-based. Client-only rules. Client-only rules are rules that run only on your computer.
What is the difference between tasks and to do list in Outlook?
A Task is.. a task. It’s an Outlook item that is stored in a Tasks Folder. A To-Do is any Outlook item that is flagged for follow-up, usually flagged email, as well as all of the tasks in the Task folders in the profile. The To-Do List doesn’t actually store the tasks or flagged items.
How do I automatically assign categories in Outlook?
Open the Outlook desktop app and go to the Home tab. Select Rules > Create Rule. In the Create Rule dialog box, select Advanced Options. In the Rules Wizard, choose the condition you want to use to automatically add a category to the incoming email, then select Next.
How do I remove categories in Outlook?
There is no undo command for accidentally removing categories, but if the items are still selected, reselecting the category will restore them to the items. If it’s too late for that, switch to a list view and add the Modified date field to the view.
Can you change the order of categories in Outlook?
Go to the Home tab and select Categorize,in the Tags group. Select All Categories. Select the category you want to change and then take one of the following actions: Change the category title: Select Rename, type a new name, and press Enter.
How many color categories does Outlook provide?
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 get more color categories in Outlook?
You can create your own color categories. Go to Home > Categorize (in the Tags group) on the Ribbon. From the drop-down list, choose All Categories. In the window that appears, click New. Enter a Name and choose a Color. Click OK.
How do I organize my work email folders?
Tips for effective email organization Move emails into labeled folders. Categorize each email. Delete emails that are no longer relevant. Schedule time each week to organize your emails. Respond right away. Convert the email to a task. Create rules to automatically file or archive certain emails.
How do I add multiple categories in Outlook?
To assign categories to your email, right click any email and select “Categorize” then select any of the categories you have defined. You can apply multiple categories to a single email. To avoid having to visit the menu multiple times, select “All Categories…” and check mark all the categories that apply.
How do I categorize folders in Outlook?
You can create or rename categories in Outlook. Go to the Home tab and select Categorize. Choose All Categories. In the Color Categories dialog box, select New to use a new color. In the Add New Category dialog box, choose a color and enter a name for the category. Select OK.
