The other advantage of a smaller list is that you’re allowed to assign shortcut keys to a category. The good news is Outlook will first show you your top 10, and then you can select to see all of them. You end up getting an unwieldy category list and tend to overthink things. Are the category names unique and not the same as a folder?Īlthough there is not a limit to the number of categories, too many can pose a problem.Do the categories need to be shared with others?.How do you want to classify items (people, places, projects, and so on)?.So, in the screen snap above, I’ve created categories that map to various website areas I need to address.īefore creating and assigning categories, you might think about your structure. For example, some people like to create categories that map to a specific project plan that can help them prioritize their work. Outlook comes predefined with a category list, but you can add and delete categories to suit your needs. Pin Appointment with category color as background Pin Task with multiple categories and colors Plan Your Categories In the examples below, both the event and task show the orange color. If you assigned that category to a task or calendar appointment, that color marker would also show up. For example, you could have a Category called “Phone Call” with an orange color. Pin Categories column and headings Categories add color across your itemsĪnother benefit to categories is that you can assign one of 25 colors to go along with the label. Below is an example of a Task by Category view. However, you can certainly create custom Outlook views. Many Outlook versions have a defined view that is based on category. Once you’ve assigned a category to an item, you can create special views or search folders. In contrast, you could assign any of those items to a category called “Budget.” Categories allow you to focus on your data Instead, you have to make that folder containing the same data object, whether it’s emails, contacts, notes, or calendar events. So, for example, you can’t set up a “Budget” folder and include emails and tasks. Categories allow you to mix and match data itemsĪlthough Outlook allows you to create folders, it only allows one type of information in that folder. For example, you might assign John Burton a category called “Golf” and “Prospect.” Outlook doesn’t care how many categories you assign to an item. You can assign many categories to an itemĬhances are, your contacts are multi-dimensional. Advantages of Outlook CategoriesĪlthough you can use Outlook folders to organize information, categories offer advantages. Also, SlipStick Systems has a workaround article. If your account is IMAP, you could create Outlook rules to put emails into folders or create a search folder. Pin Info panel shows email account is IMAP If you’re not sure how your mailbox is set up, you can find the answer on the Info panel. The Categorize button, as shown below, will not show in the toolbar. While I did say you can attach categories to items, there is a “gotcha.” If your email account is IMAP, you’re out of luck. However, Outlook Quick Parts also uses the term “category,” but the names are not shared. This includes email, calendar events, tasks, or notes. A category can be attached to almost any Microsoft Outlook object. This classification also provides a host of actions for finding and organizing your data.

You can apply one or more categories to any item. In contrast, you might think of categories like those colored stickers. You would have to make a copy to do that. For example, you can’t place an item into 2 folders. That’s true, but I tend to think of folders more in the physical sense, like a container. You might be thinking that folders also are a form of classification. A better way is to think of categories as labels that help you find, sort, filter, or classify items. Outlook Categories tend to be overlooked by many users.

How to categorize emails in outlook