Categories in Shared Folders Only categories are visible on items when you share folders on Exchange server; colors are per user. Other users will see your categories in a white color unless it's already in their color category list.
To add a category that is not in your master list, to your master list: Select it so it's highlighted Click the New button. Outlook will assign the next unused color; change the color and set a shortcut key, if desired, then click Save.
Managing Categories To add, remove, rename, or assign shortcuts to categories, expand the category selector and choose All Categories from the end of the menu to open the Color Category dialog, shown below. Select the category on the left then the appropriate button in the dialog to add, edit, delete categories, or assign colors or shortcuts to categories. You cannot add categories in bulk using this dialog. Bulk Add Categories in Outlook and up While you can bulk add categories to any item in older versions of Outlook by typing in the category field; beginning with Outlook , you need to use the category menu or dialog to select categories.
Also possible in older versions, you could type or paste a comma-delimited list in the master category dialog then add the list to your master list. While this is not possible to do from the master category list in newer versions of Outlook, it is possible to type a list of categories and add them to the master list.
Open a contact form and switch to the All Fields page. Select Frequently used fields from the Select from menu, then type or paste a comma-separated list of categories into the Category field. How do I reset the categories?
This will not remove the categories from individual items. To remove categories from Outlook items, create a search folder to find the items that have categories assigned then remove the categories using Select All, then right click and choose Clear All Categories.
If you decide you want to restore the categories to the master list and haven't deleted them from the items yet , use Upgrade to color categories. Click Reset and close the dialog. How is the Category list organized? When you expand the Categories button, the flyout is ordered by the most recently used categories. If you click All Categories to open the Color Categories dialog, the list should be alphabetical.
Master Category List In current versions of Outlook, beginning with Outlook , the master category list is stored in the Outlook data file. If you use a pst file and move the pst file to another computer, you'll keep your categories. If you use Exchange server, including Office email or Outlook. In Outlook and older the master category list is stored in the Windows Registry.
Each user has a different category list. To back up the Master Category List in Outlook Note that this list is in Unicode encoding and is not compatible with versions other than Outlook To use any of these methods to move categories to another computer using a compatible version of Outlook, you'll need to change the version number in the key before importing.
You can use this exported branch to distribute a category list to other Outlook users. I personally do not recommend this method, because it eliminates much the utility of the Category feature for users. See the next section for what I think is a better method. If you remove a category from the master list, any items marked with that category are not affected. In the Categories dialog box, that category is listed as " not in master list.
It is critical to remember that the category set on an individual item is totally independent of the user's Master Category List. For example, you can set a category of Blue on an item, then delete Blue from your personal Master Category List. The item is still categorized as Blue. In the Categories dialog, you should now see its category as "Blue not on master list.
Yes, it would be nice if Microsoft had made this easier, but the real issue usually is making category assignment consistent. In a public folder, consider handling that with a custom form that forces users to pick from an "official" list of categories. I've put together a sample form at Required Categories Contact Form. Another approach would be to use code behind the form to make category assignment automatic based on the value of other fields in the form.
One situation where the Master Categories list makes a difference is when you are working with a large folder and dragging a large number of items between categories. When a category is not in the Master List, you risk losing the original categories from items added to new categories.
You can avoid problems by dragging fewer items at a time or select the items, right click and choose Categories.
To filter a folder on multiple categories See Using QueryBuilder for more information. Remove Categories From Messages To remove categories from incoming messages, create a rule and choose the condition to "clear messages's categories". If you use an older versions of Outlook, Rules Wizard doesn't have an option to remove categories from messages you send or receive, it can only add more categories.
You'll need to use VBA to remove categories. In any of these newer versions you can filter or group by category, select the contacts in the category and start the mail merge using Tools, Mail merge. You can't use categories directly as selection criteria for a Word mail merge in Outlook 97 and Outlook It is added in Outlook -- but works only if each item has only one category assigned to it.
That does not mean that it can't be done, though. It just takes a bit of extra effort. Here are several methods: Select Contacts by category using a filter, copy all matching items to a new Contacts folder, add that folder to the Outlook Address Book, and use it as the mail merge source.
Categories Unavailable to Mail Merge in Word. You can use Excel to drive a bulk mailing based on a category. Some of the third-party mail merge tools also support merging by category. You can use categories in Rules Wizard rules, both as part of conditions and as actions, assigning one or more categories to an item.
For example, I used to use an autoresponder to handle subscription requests for my Exchange Messaging Outlook newsletter and marked the incoming requests with a category of "Response sent.
Back to the autoresponder example: I manage the mailing list in a Contacts folder that uses a custom form. New items are created by dragging the incoming message to the folder. When the new recipient is created, it has the category of "Response sent. Helen Feddema's Code Sample 55 demonstrates how to use an Outlook form to display all contacts by category. It's up to you to take the next step of writing code to do something with all those contacts. To troubleshoot Rules Wizard rules with categories Things You Can't Do with Categories You can't create a view that shows both categories and subcategories.
In other words, the Categories field can be used for grouping just once. What you might try is a set of categories that themselves include a subcategory: Friends - Good, Friends - Very Close, etc. You can't search and replace a category directly without writing code.
However, you can select a bunch of categories, then right-click, choose Categories from the pop-up menu and work with the Categories for the entire group of items. Categories are not removed from the Outlook items, but the categories are shown as "not in master Category". Color Names Although knowing the names of the colors is less than useful for most users, they are in the Object model as OlCategoryColor.
The 25 color names are as follows.