How To Change The Categories In Outlook 2016

Getting Organised with Outlook Categories

Need aid finding your emails? Would you like to better organise your tasks and then that yous tin can prioritise them and meet at a glance what is important? And then categories in Microsoft Outlook might just be the solution you need.

Categories allow you to colour lawmaking your emails, meetings and tasks. While color coding gives you a visual inkling to the relevance of an email or meeting or job, you tin as well assign meaningful name tags to those colours helping you fifty-fifty further organise these items. For example, you might assign the tag "Urgent Attention Required" to the cerise color, "Attention Finalised" to green, and and so on. There are 25 color tiles available but yous can assign the aforementioned colour to multiple proper noun tags so at that place's no real limit to the number of categories you can have.

Many people movement important emails to belongings folders within their inbox. For example, I have a binder for jokes that I receive (only on my home reckoner of course!), another for holidays that I'm planning, another for receipts from online purchases, some other for salesy junk postal service that I'd like to read before discarding, and and then on. While this is quite a legitimate style of organising my emails I do need to remember which folder I transferred a detail email into. Sometimes an email tin legitimately be moved to several folders. This presents a problem - do I put it just in the most appropriate folder, or do I copy it to several folders?

Categorising emails overcomes these limitations. You can create a search binder in Outlook which searches for a particular category. The search will work on the entire inbox and display emails from all folders in that inbox that meet the required category. Further, you can assign multiple categories to the same items. So I can therefore assign an "Electronic Receipt" category for an email receipt for a holiday I'one thousand planning, too as the "Holiday" category. This way information technology doesn't matter in which folder I place the email because I'll detect it based on one of its categories.

Setting upward your categories

Every bit a default Outlook automatically provides you with 6 categories already fix. Since they are based on colours their names are rather uninspiring - "red category", "bluish category", and the similar. Fortunately you lot can easily rename existing categories and create boosted ones.

You lot can admission the categories for emails from the Categorise control in the Tags group on the Abode tab of the ribbon. You can also right click on an email and choose Categorise from the shortcut bill of fare.

Clicking on All Categories displays the Color Categories dialog box which allows you to rename an existing category, change the color, create a new one, delete an unwanted one, and assign a designated shortcut cardinal to a category.

To make changes to a category yous'll need to click on it in the list. You can and so use the options on the right to rename it, delete it, change its colour or assign a shortcut key. In the following screen nosotros've inverse the proper name of the dark-green and ruddy categories and also assigned shortcut keys to them.

Creating a new category involves clicking on the [New] button which will brandish the Add together New Category dialog box.

Hither you simply type a relevant name, choose a colour and an optional shortcut key. Interestingly y'all tin can choose a colour that already exists as a category - Outlook allows you to have multiple categories with the same color.

Once you click on [OK] the new category volition appear in the primary listing. Here nosotros've created one with a black color chosen "Desirable Junk Mail".

Applying categories

One time your categories have been setup the way you lot demand y'all can apply them to your emails, meetings, and tasks. They can exist applied using the Categorise command on the Dwelling tab of the ribbon, using the Categorise option on the shortcut menu which appears when yous right click, and they can even be applied automatically by setting a dominion. In fact, the last mode is a good way of assigning categories to regular emails received from people or organisations - solicited junk mail is a skillful example of this. I love salesy emails but I do desire to control where they announced and what will happen to them.

To apply a category to an e-mail message you lot simply click on the email to ensure information technology is selected and then choose Categorise on the Dwelling tab of the ribbon (or right-click on the email and cull Categorise from the shortcut menu). The categories available to you volition then announced.

Clicking on a category here volition assign a colour to the electronic mail. Yous'll come across it equally a minor square in the e-mail listing.

If the Reading Pane is on view the category (both colour and proper noun) will be shown above the e-mail text.

Every bit mentioned earlier y'all tin can assign more than one category to an e-mail. When you do multiple colours will appear on the email in the listing and both the proper noun and colour of each category will appear in the Reading Pane.

You can besides create a rule for incoming letters. In the following rule we assign the "Desirable Junk Mail" category to the electronic mail from a particular recipient and and then move that email to the Sales Bulletins folder.

Using categories for searching

If you modify the view of your emails to a table view you'll see that in that location is a CATEGORIES field toward the right of the screen. Clicking on the CATEGORIES field name volition listing the emails according to categories. Detect that an electronic mail may appear more than once in the listing when multiple categories have been assigned.

A really neat manner of finding your emails is to create a search folder based on a category. Search folders are created by right-clicking on Search Folder at the bottom of the Folders Pane and clicking on the New Search Folder choice. The New Search Folder dialog box will announced which allows y'all to define your search.

You'll need to roll down the listing and click on Categorised Mail below the Organising Mail service heading.

You can then choose which category to search for. Once you have completed this you can perform the search by clicking on search folder's proper name under Search Folders . Outlook will then display all of the emails from that category irrespective of which Inbox binder they reside in.

A really dainty feature here is that you lot can setup multiple search folders - maybe one for each category y'all have. Here we've created 3 search folders, each based on a different category.

Concluding remarks

Categories in Outlook provide you with yet another manner of keeping track of and organising emails, meetings and tasks. They exercise take a flake of time to setup and y'all should spend a bit of fourth dimension thinking how you would like to categorise and organise things before rushing in.

You can learn more well-nigh categories and other means to become the most out of the organisational capabilities of Outlook in our range of Microsoft Outlook 2013 materials.

Source: https://www.watsoniapublishing.com/news/getting-organised-with-outlook-categories

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