Add or change categories in Outlook

Content
  1. Use color to organize your emails, contacts and appointments
  2. Add new color category in Outlook
  3. Assign color category to email
  4. Edit categories in Outlook

Use color to organize your emails, contacts and appointments

Use categories in Microsoft Outlook to organize all kinds of items, including e-mail messages, contacts, and appointments. When you assign the same color to a group of related items such as notes, contacts, and messages, you make it easier to keep track of those items. If an item belongs to more than one category, assign it multiple colors.

The instructions in this article apply to Outlook 2019, 2016, 2013, 2010, and Outlook for Office 365.

Add new color category in Outlook

Outlook comes with a set of default color categories, but it’s easy to add your own categories or change the color and name of an existing shortcut. You can even set keyboard shortcuts that apply categories to selected items.

Categories do not work for email in an IMAP account.

  1. Go to the tab House and in the group tags select categorization .

  2. Select All categories .

  3. In the dialog box Color Categories select New .

  4. In the dialog box Add a new category enter the name of the new color category in the text box Name .

  5. Click the drop-down arrow Colour and choose a color for the category.

  6. To assign a shortcut to a new category, select the drop-down arrow Keyboard Shortcut and choose a keyboard shortcut.

  7. Select Okay to save the new color category and close the dialog Add a new category .

  8. Select Okay to close the dialog Color Categories .

Assign color category to email

Assigning a color category to individual emails is useful for organizing your inbox. You can divide by customer or project.

To assign a color category to a message in your Outlook inbox:

  1. Right-click a message in the list of email addresses.

    You can also assign color categories to appointments and tasks. Right-click an appointment in the Outlook calendar or right-click a task in the Outlook task list.

  2. Select Category .

    If you prefer to use this menu, go to the section House and in the group tags select categorization .

  3. Choose a color category to apply to your email.

  4. The first time you use it, you may be prompted to rename a category. Enter a new name if prompted.

To sort posts by category, go to the tab Vision , select sort on and choose Categories .

Edit categories in Outlook

To edit the list of color categories:

  1. Go to the tab House and in the group tags select categorization .

  2. Select All categories .

  3. Select the category you want to change and do one of the following:

    • Change category title . Select rename , enter a new name and press Input .
    • Choose another color . Select drop-down arrow Colour and choose a color. Or choose Not to remove the color from the category.
    • Remove category from category list . Select remove . This does not remove the category from elements to which it was previously applied.
  4. Click Okay when you’re done.

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