Outlook Online - Organizing and navigating with categories Tutorial

In this video, you will learn about organizing and navigating with categories in Outlook Online.
The video covers how to assign color categories to your emails, making them more visible and easier to identify.
You can create new categories and choose a color for each one.
Setting a category as a favorite allows you to access all messages in that category through your Favorites tab.
Categories can also be applied to appointments in your calendar, making it easier to distinguish between different types of appointments.
This tutorial will help you effectively organize and navigate your emails and appointments in Outlook Online.

1:37
2164 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to assign and manage color categories in Outlook Online, enhancing the visibility and organization of emails and appointments.

Chapitres :

Introduction to Color Categories in Outlook Online
In Outlook Online, color categories serve as a powerful tool to enhance the visibility of your emails and appointments. By assigning categories, you can quickly identify and associate items, making your workflow more efficient.
Assigning Color Categories to Emails
To assign a color category to an email, follow these steps: 1. **Right-click on the email**: This action opens a context menu. 2. **Select 'Categorize'**: From the menu, choose the 'Categorize' option. 3. **Choose a Category**: By default, six generic categories are available, including Yellow and Orange. You can select one of these or create a new category. To create a new category: - Click on 'New Category'. - Enter a name for your category. - Choose a color from the available options. - Optionally, set it as a favorite to access all messages in that category through your Favorites tab.
Applying Categories to Emails
Once your categories are created, you can apply them to your emails: - **Select one or more emails**: Highlight the emails you want to categorize. - **Right-click and choose 'Categorize'**: From the context menu, select the category you wish to apply. The category name will be displayed in the email preview and the reading pane, providing a clear visual representation of your categorized emails.
Using Categories in Calendar Appointments
Categories are not limited to emails; you can also use them in your calendar appointments: - **Right-click on the appointment**: Open the context menu. - **Select 'Categorize'**: Choose your desired category from the options. The appointment will then be displayed in the color of the selected category, making it easier to distinguish between different types of appointments.
Removing Categories
If you need to remove a category from an item, follow these steps: - **Select the item**: Click on the email or appointment. - **Right-click and choose 'Categorize'**: From the context menu, select 'Clear Categories'. This action will remove the category from the selected item.
Integration with Outlook Application
The categories you create in Outlook Online will also appear in your Outlook application if it is installed on your computer. This integration ensures a seamless experience across platforms.
Conclusion
Utilizing color categories in Outlook Online significantly enhances your ability to organize and manage emails and appointments. By following the steps outlined in this guide, you can improve your productivity and ensure that important items are easily identifiable.

FAQ :

How do I assign color categories to my emails in Outlook Online?

To assign color categories, right-click on the email, select 'Categorize' from the context menu, and choose the desired category. You can also create new categories through 'Manage Categories'.

Can I create my own color categories in Outlook Online?

Yes, you can create your own color categories by selecting 'New category' in the 'Manage Categories' window, entering a name, and choosing a color.

What is the purpose of using color categories in Outlook?

Color categories help users organize their emails and appointments visually, making it easier to identify and associate items quickly.

How can I remove a category from an email or appointment?

To remove a category, right-click on the item, select 'Categorize', and then choose 'Clear Categories' from the options.

Will my categories in Outlook Online sync with the Outlook application on my computer?

Yes, categories created in Outlook Online will also appear in the Outlook application if it is installed on your computer.

Quelques cas d'usages :

Organizing Emails for Project Management

In a project management role, you can use color categories to differentiate emails related to various projects. For example, assign a blue category for Project A and a green category for Project B, allowing for quick identification and retrieval of relevant emails.

Scheduling Appointments with Color Coding

As a personal assistant, you can categorize appointments by color to distinguish between meetings, deadlines, and personal events. For instance, use red for urgent meetings and yellow for follow-up appointments, enhancing your calendar's visual clarity.

Improving Team Collaboration

In a team setting, you can create shared color categories for emails related to team projects. This allows all team members to quickly identify important communications and prioritize their responses based on the assigned categories.

Enhancing Email Management for Sales Professionals

Sales professionals can categorize emails from different clients or leads using distinct colors. This helps in tracking follow-ups and managing client communications more effectively, leading to improved sales outcomes.

Streamlining Event Planning

Event planners can use color categories to manage various aspects of event planning, such as vendor communications, client meetings, and logistics. By categorizing these emails, planners can easily navigate their inbox and ensure no detail is overlooked.

Glossaire :

Outlook Online

A web-based version of Microsoft's email client, allowing users to manage emails, calendars, and contacts from any device with internet access.

Color Categories

Visual labels that can be assigned to emails and appointments in Outlook to help users organize and identify items quickly.

Context Menu

A menu that appears upon right-clicking an item, providing options relevant to that item.

Manage Categories

A feature in Outlook that allows users to create, edit, and delete color categories for better organization of emails and appointments.

Favorites Tab

A section in Outlook where users can access frequently used items, including emails and categories, for quick reference.

Reading Pane

A feature in Outlook that allows users to preview the content of an email without opening it in a new window.

Appointment

A scheduled event in the Outlook calendar that can be categorized and color-coded for better organization.

Clear Categories

An option in Outlook to remove assigned color categories from an email or appointment.

00:00:00

In Outlook Online you can assign

00:00:02

color categories to your emails to

00:00:05

make your Outlook items more visible.

00:00:08

You can then identify and

00:00:10

associate them more quickly.

00:00:11

To display your categories,

00:00:13

right click on a message,

00:00:14

then in the context menu choose Categorize.

00:00:17

By default 6 generic categories are

00:00:19

displayed, Yellow, Orange and so on.

00:00:21

Select New category to create a new

00:00:24

one or go to Manage Categories.

00:00:26

In the window that appears you will

00:00:28

see your six basic categories.

00:00:30

You also. Have the option to

00:00:33

create a new category here.

00:00:34

To add a category, enter its name.

00:00:37

Then choose a color for the category

00:00:39

from the available options.

00:00:41

You can also set it as a favorite,

00:00:43

which allows you to access all messages in

00:00:46

that category through your Favorites tab.

00:00:48

Once your categories are created,

00:00:50

select one or more e-mail,

00:00:51

right click and choose Categorize

00:00:53

from the context menu.

00:00:54

Finally, select the category to apply.

00:00:56

The category name will be displayed in the

00:00:59

e-mail preview as well as in the reading.

00:01:02

Lane.

00:01:02

This provides you with a better

00:01:04

visual representation of your emails.

00:01:06

You can also find your categories

00:01:08

in your calendar.

00:01:09

To add a category to an appointment,

00:01:12

right click and choose your category

00:01:14

from the Categorize option.

00:01:15

The appointment will be displayed

00:01:17

in the color of the category,

00:01:19

making it easier to distinguish between

00:01:21

different types of appointments.

00:01:22

To remove a category, select the item,

00:01:25

right click, then in Categorize,

00:01:26

choose Clear Categories.

00:01:27

Finally,

00:01:28

note that all categories created

00:01:29

in Outlook Online will also appear

00:01:31

in your Outlook application.

00:01:33

If it is installed on your computer.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2293 Views

Microsoft Outlook Online Video Training – Discovery

Through a logical progression of video tutorials, discover the basic features of Microsoft Outlook: Discover email and calendar, Outlook on ...

ALL COURSES