What are Outlook categories?

What are Outlook categories?

Outlook categories are a management tool, similar to rules and tasks. Most users use the colors to visually identify items by people, topic, priority, and so on. However, categories can do much more. You can use them to perform quick sorts, populate search folders, and even narrow a mail merge to a specific category.

How do I use categories in Outlook?

Method 1:

  1. Select an email message or calendar event and right-click.
  2. From the Categorize menu, select New category.
  3. Type a name for your category, and then, if you want, choose a color by clicking the category icon.
  4. Press Enter. The category is created and applied to the items you've selected.

How do I find categories in Outlook?

Show or hide categories in the navigation pane It just allows you to see a shorter category list. On the Outlook menu, click Preferences. Under Personal Settings, click Categories. Under Show in Navigation Pane, select or clear the check boxes that you want.

How do I customize categories in outlook?

Edit Categories in Outlook

  1. Go to the Home tab and select Categorize,in the Tags group.
  2. Select All Categories.
  3. Select the category you want to change and then take one of the following actions: Change the category title: Select Rename, type a new name, and press Enter. ...
  4. Select OK when you're finished.

What are the two types of Outlook rules?

There are two types of rules in Outlook—server-based and client-only. When you're using a Microsoft Exchange Server account, some rules are server-based. These rules run on your mailbox on the Exchange mail server even when Outlook isn't running.

Why can I not rename categories in Outlook?

When you rename a category in the Color Categories dialog box Outlook has to examine every categorized item in every folder to rename the category, if appropriate. Because of this, only the mailbox owner can rename a category displayed in the Color Categories dialog box.

Can you rename categories in Outlook?

You can change the name at any time. In any view, click Home. In the Tags group, click Categorize, and then click All Categories. Click a category, and then click Rename.

Can you add more colors to Outlook categories?

Add and create more new color categories in Outlook Step 1: Click the Categorize > All Categories in the Tags group under Home tab in Outlook 2010 / 2013; or click the Categorize button in the toolbar in Outlook 2007. ... Step 2: Click the New button in the Color Categories dialog box.

How do I change the color categories in Outlook?

Rename a color category

  1. Select an Outlook item (either an email, calendar event, contact, or task.
  2. In the Tags group on the Ribbon, click Categorize, and then click All Categories. ...
  3. Click a category, and then click Rename.
  4. Type the new name for the color category, and then press Enter.

How many categories can I have in Outlook?

with 6 categories

Can I color code emails in Outlook?

Color messages sent only to you From any email folder, select View > View Settings > Conditional Formatting. In the Conditional Formatting dialog box, click Add. Type a name for your rule name in the Name box, and then click Condition.

How do I add color categories to Outlook calendar?

Assign a color category to a calendar appointment, meeting, or event

  1. From your main calendar view, right click the appointment, meeting, or event, point to Categorize. , and then click a color category.
  2. From an open appointment, meeting, or event, look for the Categorize button. on the ribbon, in the Tags group.

How do I view calendar categories in Outlook?

Viewing items by category You can view your calendar items grouped in categories in a list view: Select the view tab on the ribbon • Click on change view • Select list. You will then see your appointments in a list on the screen, and can choose to sort your list by category.

How do I add categories to my calendar?

Add your categories through the "My Calendars" function, which can be found on the left sidebar of the calendar screen. Click the "Create" link in the bottom right corner of the box. Under the "Calendar Name" section, enter the Category name. Add a brief description and any other information if desired.

What do the colors mean in Outlook email?

A green tick means that recipients are available to contact. A yellow clock signals that they are away, and their computer has been idle, while a red dot means that they are busy. A purple arrow means they are out of office and a purple dot means that they have set up an automatic reply feature in Outlook.

How do I automatically color code meetings in Outlook?


  1. In the Calendar window, click the View tab and then click the View Settings button in the Current View group. ...
  2. Click Add to create a new rule.
  3. Enter a name for the rule—Set Color Personal.
  4. Choose a color—choose blue.
  5. Click Condition (at the bottom-left of the dialog box).

What is the key difference between an appointment and a meeting?

The main difference is that appointments affects only your own calendar and in meetings you can invite others. In appointments, you don't have the choice to invite others and self is automatically included.

What does Outlook automatically point out when you are invited to a meeting?

Responding to a Meeting Invitation Accept: You can attend; Outlook will put the meeting on your calendar. Tentative: You may be able to attend; Outlook will put the meeting on your calendar as tentative. Decline: You cannot attend; Outlook will not put the meeting on your calendar.

What is the most efficient way to add someone to a meeting that has already been scheduled?

Add a person to an existing meeting

  1. Open the meeting request. In the Respond group on the ribbon, select Respond, then Forward. Add one or more recipients to the meeting request.
  2. Click Send. The meeting owner will receive notification that you've forwarded the meeting request to another person.

How do I send an outlook invite multiple times?

Tip 439: Send Multiple Meeting Requests

  1. Create the meeting invitations and invite yourself and click Send.
  2. Open each item on your calendar select File, Save as.
  3. Save each item as an ICs on the hard drive.
  4. Create the email message and attach the ICS files.

How do you send a meeting invite in Outlook without including yourself?

Create new Meeting Request in the Calendar You can then press the Invite/Add Attendees button or use the Scheduling assistant to turn it into a meeting request. This meeting request will not include yourself as an attendee by default but will set the owner of the Calendar as the Meeting Organizer.

How can I create a distribution list in Outlook?

Create a contact group or distribution list in Outlook for PC

  1. On the Navigation bar, click People. ...
  2. Under My Contacts, select the folder where you want to save the contact group. ...
  3. On the Ribbon, select New Contact Group.
  4. Give your contact group a name.
  5. Click Add Members, and then add people from your address book or contacts list. ...
  6. Click Save & Close.

How do you send an Outlook invite?

How to send a calendar invite in Outlook

  1. Log into your Outlook account.
  2. Click the calendar icon, located in the lower-left corner of the screen.
  3. Create a new event by clicking into the desired date, or by clicking "New Event" in the upper-left corner of the screen.
  4. Fill out the desired information and select "More Options."

Does forwarded meeting invite gets sent to all the attendees?

From the information provided, yes, the forwarded message is hightly likely sent to other attendees in the To field. You may check it with other attendees, or verify the transport log.

How do I send a zoom meeting in Outlook?

Scheduling a meeting

  1. Open the Outlook desktop app and switch to calendar view.
  2. In the Home tab, click New Meeting.
  3. Enter meeting details like the title, location, and guest list.
  4. In the Meeting tab, click Add a Zoom Meeting.
  5. Select your desired video, audio and meeting settings.

How do I schedule a zoom meeting?

Android | iOS

  1. Sign in to the Zoom mobile app.
  2. Tap Schedule.
  3. Select the meeting options. Some of these options might not be available if they were disabled and locked to the off position at the account or group level. Topic: Enter a topic or name for your meeting. ...
  4. Tap Save to finish scheduling.

How do I send a zoom meeting invite?

Desktop client

  1. Sign in to the Zoom Desktop Client.
  2. Schedule a meeting.
  3. Click Meetings.
  4. Select the meeting that you want to invite others to. Click Copy Invitation. The meeting invitation will be copied and you can paste that information into an email or anywhere else you would like to send it out.

Can you start a zoom meeting after the scheduled time?

You can start your meeting at any time after you scheduled it. Non-recurring meeting ID will expire 30 days after the meeting is scheduled or started. You can also re-start the same meeting ID within the 30 days. Recurring meeting ID will expire 365 days after the meeting is started on the first occurrence.

How do I host a zoom meeting for the first time?

Scheduling your first meeting

  1. Sign in to your Zoom web portal.
  2. Click Meetings.
  3. Click Schedule a Meeting.
  4. Choose the date and time for your meeting.
  5. (Optional) Select any other settings you would like to use.
  6. Click Save.