The colors themselves have no meaning except what you apply to them. As you can see above, some have already been given the names ‘Medical’ ‘Travel’ and ‘Urgent’. ‘Blue Category’, ‘Yellow Category’ etc.Įach of the categories can be given a text label of your choosing. When you get Outlook, there are ‘blank’ Categories ready with just the color name as labels e.g. Outlook categories are also available on Microsoft’s webmail service, Category Setup You can make a single semi-permanent folder showing messages from a category using the Search Folders feature, details on that below.
Unlike separate folders, you can have the same email or item in different categories. Here Travel category items are from email and calendar (tasks and contact items could be there too).Īll that’s done with a few clicks on the Search tab and changing the search scope to ‘All Outlook items’.Ĭategories are a more flexible and faster alternative to having separate Outlook folders for different topics or subjects. It gets better because the search can be done across more than one folder. Those messages may not show up in a search for the word ‘travel’ or ‘trip’ but appear immediately because they are tagged with a category. They can be subjects that a normal Outlook search could not cover because the keywords may not be in all the items.įor example, here’s some messages about an upcoming trip: Outlook has had a Categories feature for a long time … here’s how you can use it and why.Ĭategories let you group Outlook items (emails, contacts, calendar and tasks) into broad topic areas or subjects … all without moving from their original folders.
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