Outlook - Using categories Tutorial

In this video, you will learn about using categories in Microsoft 365. The video covers how to categorize and organize your documents, emails, and other information in Microsoft 365 using categories.
This will help you easily find and access your files and information when needed, improving your productivity and efficiency.

2:15
3640 views

Available in Microsoft365

Objectifs :

This video aims to teach users how to effectively use color categories in Outlook to organize their emails, appointments, and contacts. It covers creating, assigning, and managing categories to enhance productivity and streamline workflow.

Chapitres :

Introduction to Color Categories in Outlook
Color categories are an effective way to organize your Outlook items, allowing you to easily identify and group your messages, appointments, and contacts. This feature helps improve your productivity by providing a visual method to manage your tasks.
Creating a New Category
To create a new category, follow these steps: 1. Navigate to the Home tab in Outlook. 2. Click on the 'Categorize' icon. 3. Select 'All Categories' from the dropdown menu. 4. In the window that opens, you will see the existing categories. 5. Click on 'New' to add a new category. 6. Assign a name and choose a color for your category. Optionally, you can assign a shortcut key. 7. Click 'OK' to create your new category. Your new category is now ready for use.
Assigning Categories to Outlook Items
To assign a category to an email: - Select the message you want to categorize. - Click the 'Categorize' button on the ribbon and choose the category you just created. Alternatively, you can right-click on the message and select the category from the context menu. You can assign multiple color categories to a single item, allowing for more nuanced organization. This same process applies to calendar items, contacts, and tasks.
Removing and Managing Categories
If you wish to remove a category from an item, return to the 'Categorize' menu and either deselect the category or choose 'Clear All Categories.' To edit or delete a category, go back to the 'All Categories' menu. Here, you can check or uncheck the desired boxes to manage your categories. Note that the last 10 colors used will appear in the 'Categorize' menu, which may help you quickly find the categories you need.
Conclusion
Utilizing color categories in Outlook can significantly enhance your organizational skills. By following the steps outlined in this guide, you can create, assign, and manage categories effectively, leading to a more streamlined workflow and improved productivity.

FAQ :

How do I create a new color category in Outlook?

To create a new color category in Outlook, go to the Home tab, click on the Categorize icon, and select 'All Categories.' In the window that opens, click 'New,' give your category a name, choose a color, and assign a shortcut if desired. Click 'OK' to create the category.

Can I assign multiple categories to a single Outlook item?

Yes, you can assign multiple color categories to a single Outlook item. Simply select the item, click the Categorize button, and choose the desired categories.

How do I remove a category from an Outlook item?

To remove a category from an Outlook item, go back to the Categorize menu, deselect the category you want to remove, or choose 'Clear All Categories' to remove all assigned categories.

What should I do if I can't find a category in the Categorize menu?

If you can't find a category in the Categorize menu, check the 'All Categories' menu where the last 10 colors used will appear. You may need to create a new category if it is not listed.

Can I edit or delete an existing category in Outlook?

Yes, you can edit or delete an existing category by going to the All Categories menu, selecting the category you want to modify, and choosing the appropriate option.

Quelques cas d'usages :

Organizing Emails by Project

A project manager can use color categories to organize emails related to different projects. By assigning a unique color to each project, they can quickly identify and group messages, improving their workflow and response time.

Scheduling Appointments with Color Codes

A personal assistant can categorize calendar appointments by color to differentiate between meetings, deadlines, and personal events. This visual organization helps in managing time effectively and avoiding scheduling conflicts.

Tracking Tasks with Categories

A team leader can assign color categories to tasks in Outlook to indicate their priority level. For example, red for urgent tasks, yellow for medium priority, and green for low priority, allowing for better task management and delegation.

Managing Contacts by Relationship

A sales representative can categorize contacts based on their relationship status, such as clients, prospects, and partners. This categorization helps in targeting communication strategies effectively.

Streamlining Workflow with Color Categories

An office administrator can use color categories to streamline workflow by categorizing items based on their status, such as 'Pending,' 'In Progress,' and 'Completed.' This helps in tracking the progress of various tasks and projects.

Glossaire :

Color Categories

A feature in Outlook that allows users to organize and group messages, appointments, and contacts by assigning different colors to them for easy identification.

Categorize Icon

An icon located in the Home tab of Outlook that provides access to the color categorization features.

Shortcut

A key combination that allows users to quickly access a function or feature in software applications, such as assigning a category in Outlook.

All Categories Menu

A window in Outlook that displays all the categories that have been created, allowing users to add, edit, or delete categories.

Deselect

To remove the selection from an item, such as a category in Outlook, effectively unassigning it from the selected item.

Clear All Categories

An option in Outlook that allows users to remove all assigned categories from a selected item.

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to organize your Outlook items.

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They allow you to identify and group your messages,

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appointments, and contacts.

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You can choose from a default set of categories

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organized by color or create your own categories

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to assign them to your Outlook items.

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First, we will create a new category.

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To do this, under the Home tab,

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click on the Categorize icon and choose All Categories.

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In the window that opens,

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you see the categories already created.

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Click on New to add a new one.

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Give it a name,

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a color,

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and assign a shortcut to it if you wish.

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Then click OK.

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Your new category is created.

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Let's see how to assign it.

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For an email, you can select a message

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and click the Categorize button on the ribbon

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and choose the category you just created.

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You can also access this function

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by right-clicking on the message.

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Obviously, you can assign multiple color categories

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to a single item,

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but you can also select multiple color categories

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to assign them to the same category or categories faster.

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For an element in your calendar, it's the same principle.

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Select it and then assign it the desired category.

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The same holds for your contacts

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and your tasks.

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Finally, if you want to remove a category

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that you have assigned,

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return to the Categorize menu and deselect the category

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or choose Clear All Categories.

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You can also edit or delete a category

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by going to the All Categories menu.

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Note also that you can assign a category

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to the selected item by checking the desired box or boxes

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directly from this window.

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Indeed, the last 10 colors used

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appear in the menu Categorize,

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so you may not find the one you need in this menu directly.

Mandarine AI: WHAT YOU SHOULD KNOW

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