While folders in Microsoft Outlook provide a convenient way to store emails, you may need a way to easily locate specific messages. With Microsoft Outlook categories, you can assign one or more color-coded labels to your emails. Let's take a look at how to use Microsoft Outlook categories on Windows, Mac, and the web.
How to assign a category in Outlook
There are several different ways to assign a category to an email in Outlook. The options vary depending on the platform you're using.
In Windows, do one of the following:
- Right click on the email, go to "classification" , and select فئة from the popup menu.
- Locate Email address , and go to the tab Home page , and open the drop-down menu. "Signs"Click on the menu. "classification" And choose a category.
- With the email open, go to the tab "Messages" Open the drop-down menu "Signs". Click "classification" And choose a category.
You will see the category name and color at the top of the email as well as in the column. Categories In your inbox.
On a Mac, do one of the following:
- Right click on the email, go to "classification" , and select a category from the pop-up menu.
- Select the email, go to the tab Home page , and open the drop-down menu. "Signs". Click Menu "classification" And choose a category.
- With the email open, go to the tab "message" , and open the drop-down menu. "classification" , and choose a category.
- Locate Message -> Classification In the menu bar, select Category.
You will see the category name and color at the top of the message and in the column. "Categories".
On the web, do one of the following:
- Right click on the email, go to "classification" , and select a category from the pop-up menu.
- Select the email, and open the drop-down menu. "classification" , and select category.
You'll see the category name and color at the top of the email and next to the subject line in your inbox.
Follow the same process for your platform to assign additional categories to an email.
Set a category with a quick click on Windows
Another easy way to assign a category to an email in Outlook on Windows is to create a Quick Click action. This sets a default category, allowing you to set it by clicking the cursor in a column. "Categories". As of this writing, the quick click feature is only available on Windows.
- Open menu "classification" And choose Set quick click.
- When the small window appears, use the drop-down menu to select the default category and click "OK" To save it.
- To set the default category by quick clicking, click the indicator in the column. Categories Next to the email in your inbox.
How to unassign a category
If you use your categories as temporary tags or simply want to remove a category from an email, you can do that too.
Clear one category
Open menu "classification" As shown above and uncheck the category you want to remove.
Clear all categories
Open menu “Categorize” And choose “Clear All Categories” In Windows or “Clear All” On Mac or “Clear Categories” (Clear categories) on the web.
How to organize your inbox by category
While you can view message categories, you can also sort or arrange your inbox by category. This gives you an easy way to view all emails in one category, listed alphabetically by category name.
In Windows, click a column header. Categories or choose Categories In the filter/sort/order box.
On Mac, click a column header. Categories or select View -> Sort by -> Categories in the menu bar.
Sorting by category is not a feature on the web, as of this writing.
Tip: Check out our tutorial on how to sort your Gmail inbox too!
How to manage categories in Outlook
You can manage your category list in Outlook by renaming or deleting a category. Additionally, you can assign a shortcut key in Windows or add a category to Favorites on the web.
Open menu “Categorize” As previously described and specified “All Categories” in Windows or “Edit Categories” On Mac or “Manage Categories” on the web.
Rename a category
Microsoft Outlook provides you with default categories named after colors. For example, you might have a blue category, a red category, a green category, and so on. Fortunately, you can rename a category to anything you like and not be stuck with color names.
In Windows, select the category, and click "rename" , enter the new name, and then press Enter.
On a Mac, double-click Name and enter New name , then press Return.
On the web, select the edit icon. (lead pencil) and enter New name , and tap "save".
Delete category
If you want to remove a category, either a default category or one you created, you can do so in just a few steps.
In Windows, select Category , and click "delete" , and confirm by clicking on "Yeah" in the popup window.
On Mac, select Category , and click minus sign button , and confirm by clicking on "delete" in the popup window.
On the web, click the icon. delete (Trash) and click "delete" To confirm removal.
Assign a keyboard shortcut to a category in Windows
To categorize your email faster, you can set Keyboard shortcut in Outlook on Windows.
Locate Category Open the drop-down box Shortcut key On the right. Select the key combination you want to use and click "OK" To save it.
When you want to assign a category, select Email address In your inbox and click on keyboard shortcut.
Add a category to your web favorites
For quick access to a category, you can add it to your Favorites in Outlook on the web. It will appear in the Favorites section of the left sidebar.
- Click star Located on the right side of an existing class or to the right of a new class name.
- Expand "Favorite" On the left to see all emails in that category.
How to create an Outlook category
If you want to override the default categories in Outlook, you can create your own category, allowing you to give it a custom name and choose a color.
Create a category on Windows
- Open menu "classification" As shown earlier, either by right-clicking or opening a menu "Signs" , then select All categories
- Click "new" on the right side.
- Add the label in the field "the name" Choose a color from the drop-down list. "the color". Optionally, you can add Shortcut key Using the drop-down list box.
- Click "OK" To save your new category.
Create a category on Mac
- Open menu "classification" As shown above, either right-click or open the menu. "Signs" , Then select Edit categories. Instead, go to Outlook -> Settings in the menu bar and select "Categories".
- Click "Plus sign" at the bottom of the list.
- Enter Category name In the corresponding box, select Color index To choose a color.
- Click "addition" To save the category.
To create a category on the web
- Open menu "classification" As shown earlier, either by right-clicking or opening the drop-down menu. "classification" , then select "New category".
- Enter a category name in the “No Name” box, and choose color , and tap "save".
Frequently Asked Questions
Q1: Why aren't my Outlook categories showing up?
The answer: There are two possible reasons why categories may not appear in Outlook. First, The category feature is not available for IMAP email accounts..
In addition, the column may not be Categories displayed in your inbox. To do this on Windows, go to the tab "an offer" , and select “View settings” , and select "Columns". within Available columns , Choose Categories and click "addition".
On Mac, right-click the column header and click Categories To put a check mark next to it.
Q2: Can I search by category in Outlook?
The answer: You can use the advanced search options in Windows and Mac to search by category. In Windows, select the Filter icon to the right of the field. "research" Use the drop-down list box. Categories To select a category. On a Mac, click inside a field. "research" To open the Search tab and choose "Categories". Then select a category at the top.
On the web, type the category name in the field. "Research" And select it from the results.
Q3: Can I create subcategories in Outlook?
The answer: You cannot currently create Microsoft Outlook subcategories. However, you can mimic this by using a naming convention and corresponding colors. For example, you could have a category named "clients" , then additional categories called Anderson's Clients و “Brown Clients” و “Carlson Clients” With the color(s) of your choice.
