Utilizing Color Categories to Organize Outlook

Learn the steps for utilizing color categories to organize Outlook – creating, assigning, renaming, deleting, setting a color category as a quick click and assigning a quick click color category to an item.

Color categories are used to group like items for quick viewing.  Color category organization can be used across all Outlook applications – Email, Calendar, Contacts, Notes and tasks.  NOTE:  Outlook allows the assignment of more than one color category to an item for additional levels of organization.  For example, you can assign one color category to all Acme Projects and assign color categories to each subproject of Acme.  This will allow you to quickly see everything for Acme as a whole, plus delve down to the subproject level.  Below are the step by step instructions for utilizing color categories to organize Outlook – creating, assigning, renaming, deleting, setting a color category as a quick click and assigning a quick click color category to an item.

Creating a Color Category

  1. Access Outlook.
  2. From within Email, Tasks or Notes –Click the Home tab and click Categorize, in the Tags groupUtilizing Color Categories to Organize Outlook
  3. From within appointments or meetings – Click the Appointment or Meeting tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  4. From within a contact – Click the Contact tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  5. From within a task – Click the Task tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  6. Click All Categories.
  7. The Color Categories dialog box will open. Click the New button.
  8. The Add New Category dialog box will open. Enter a name for the color category in the Name: box.Utilizing Color Categories to Organize Outlook
  9. Use the down arrow next to Color: to choose a color for your new color category.
  10. Click the down arrow next to Shortcut Key: to assign a shortcut key to the new color category.
  11. Once you have added the appropriate information, click OK.Utilizing Color Categories to Organize Outlook
  12. The new color category is added to the list in the Color Categories dialog box. Click OK to complete the process.Utilizing Color Categories to Organize Outlook

Assigning Color Categories to Items

  1. As our example, we will use an email message. Highlight the email message.
  2. Click the Home tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  3. Click the appropriate color category.Utilizing Color Categories to Organize Outlook
  4. The color category is added to the message.Utilizing Color Categories to Organize Outlook

Assigning Multiple Color Categories to Items

  1. As our example, we will use an email message. Highlight the email message.
  2. Click the Home tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  3. Click the appropriate color category. Utilizing Color Categories to Organize Outlook
  4. The color category is added to the item. NOTE:  With multiple color categories, they will be listed in a row. Utilizing Color Categories to Organize Outlook

Renaming Color Categories

You can rename color categories you created as well as the default color categories available within Outlook.

  1. As our example, we will use an email message.
  2. Click the Home tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  3. Click All Categories.
  4. The Color Categories dialog box will open. Highlight the Color Category you wish to rename and click the Rename button.Utilizing Color Categories to Organize Outlook
  5. Type in the new name for the Color Category and click the OK button.Utilizing Color Categories to Organize Outlook
  6. The Color Category is now updated within the list.Utilizing Color Categories to Organize Outlook

Deleting Color Categories

  1. As our example, we will use an email message.
  2. Click the Home tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  3. Click All Categories.Utilizing Color Categories to Organize Outlook
  4. The Color Categories dialog box will open. Highlight the Color Category you wish to delete and click the Delete button.Utilizing Color Categories to Organize Outlook
  5. You will be prompted to confirm you want to delete the category. Click Yes to confirm the deletion.Utilizing Color Categories to Organize Outlook
  6. The highlighted color category is removed from the list. Click OK to close the Color Categories dialog box and complete the process.Utilizing Color Categories to Organize Outlook

Setting a Color Category as a Quick Click

Quick Click categories allow you to assign a Color Category with one click.

  1. As our example, we will use an email message.
  2. Click the Home tab and click Categorize, in the Tags group.Utilizing Color Categories to Organize Outlook
  3. Click Set Quick Click. Utilizing Color Categories to Organize Outlook
  4. The Set Quick Click dialog box will open. Click the down arrow next to No Category to choose the appropriate Color Category.Utilizing Color Categories to Organize Outlook
  5. Once you have selected the appropriate color category, click OK.Utilizing Color Categories to Organize Outlook

Assigning a Quick Click Category

  1. As our example, we will use an email message. Highlight the email message.
  2. Click the Categories box to add the quick click category. NOTE:  To utilize the quick click categories, you must include the Categories view in your inbox.Utilizing Color Categories to Organize Outlook
  3. The Quick Click category is now added to the message.Utilizing Color Categories to Organize Outlook

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