How To Add Categories In Outlook

Categories in Outlook help you color-code and filter emails for better organization. If you are wondering how to add categories in Outlook, you have come to the right place. This guide will walk you through every step, from creating new categories to applying them to emails, tasks, and calendar events. By the end, you will be able to manage your inbox like a pro.

Outlook categories are simple yet powerful tools. They let you assign colors and names to messages, making it easy to spot important emails at a glance. You can use them for work projects, personal tasks, or anything else that needs sorting. Let’s get started.

What Are Outlook Categories?

Categories in Outlook are labels you can apply to items like emails, appointments, and contacts. Each category has a color and a name you choose. For example, you might have a red category called “Urgent” and a blue one called “Personal.”

These categories help you filter and find items quickly. You can sort your inbox by category or use search to show only items with a specific label. This saves time and reduces clutter.

Categories are different from folders. Folders move items to a new location, while categories just tag them. An email can have multiple categories, but it can only be in one folder at a time.

Benefits Of Using Categories

Using categories offers several advantages:

Quick visual identification of important emails
Easy filtering and searching by category
Consistent organization across emails, tasks, and calendar events
Ability to assign multiple categories to one item
Customizable colors and names to fit your workflow

Now that you understand what categories are, let’s move on to the main topic.

This section covers the exact steps for creating and using categories in Outlook. The process is similar across Outlook 2016, 2019, 2021, and Microsoft 365. We will focus on the desktop version first, then cover Outlook on the web and mobile apps.

Step 1: Open The Categories Dialog

To start, you need to access the category management window. Here is how:

Open Outlook on your computer.
Go to the “Home” tab on the ribbon at the top.
In the “Tags” group, click the “Categorize” button. It looks like a colored folder.
From the drop-down menu, select “All Categories.”

This opens the “Color Categories” dialog box. Here you can create, edit, and delete categories.

Step 2: Create A New Category

In the dialog box, follow these steps:

Click the “New” button.
Type a name for your category in the “Name” field. For example, “Work” or “Important.”
Choose a color from the drop-down list. You can pick from 25 preset colors.
Optionally, assign a shortcut key. This lets you apply the category with a keyboard shortcut.
Click “OK” to save the new category.

You will see your new category appear in the list. Repeat these steps to add more categories as needed.

Step 3: Apply A Category To An Email

Once you have categories set up, applying them is easy:

Select an email in your inbox or open it.
On the “Home” tab, click the “Categorize” button.
Choose the category you want from the list. The email will be color-coded instantly.

You can also right-click an email and select “Categorize” from the context menu. This works the same way.

Step 4: Apply Multiple Categories

An email can have more than one category. To add multiple:

Select the email.
Click “Categorize” and pick the first category.
Repeat the process to add another category. The email will show multiple color bars.

This is useful for emails that belong to more than one project or topic.

Step 5: Remove A Category

If you need to remove a category from an email:

Select the email.
Click “Categorize.”
Click the category again to deselect it. The color bar will disappear.

You can also clear all categories by choosing “Clear All Categories” from the menu.

Managing Categories In Outlook

Now that you know how to add categories in Outlook, let’s look at managing them. You can rename, change colors, or delete categories as your needs evolve.

Renaming A Category

To rename a category:

Go to “Categorize” > “All Categories.”
Select the category you want to rename.
Click “Rename.”
Type the new name and press Enter.

All items with that category will update automatically.

Changing A Category Color

To change the color:

Open the “Color Categories” dialog.
Select the category.
Click the color drop-down and choose a new color.
Click “OK.”

The color change applies to all items using that category.

Deleting A Category

To delete a category:

Open the “Color Categories” dialog.
Select the category.
Click “Delete.”
Confirm the deletion.

Deleting a category removes it from all items. Those items will no longer have that color label.

Using Categories In Outlook On The Web

Outlook on the web (OWA) also supports categories. The steps are slightly different but just as simple.

Creating Categories In OWA

Log in to Outlook on the web.
Click the gear icon (Settings) in the top right.
Select “View all Outlook settings.”
Go to “Mail” > “Categories.”
Click “Add category.”
Type a name and choose a color.
Click “Save.”

Your new category is now available.

Applying Categories In OWA

Select an email in your inbox.
Click the “Categorize” icon (colored folder) in the toolbar.
Choose the category from the list.

You can also right-click an email and select “Categorize.”

Using Categories In Outlook Mobile App

The Outlook mobile app for iOS and Android also supports categories. Here is how to use them.

Creating Categories On Mobile

Open the Outlook app.
Tap the three-line menu icon (hamburger) in the top left.
Tap the gear icon (Settings).
Select “Categories.”
Tap “Add category.”
Enter a name and choose a color.
Tap “Save.”

Applying Categories On Mobile

Tap and hold an email in your inbox.
Tap the “Categorize” icon (colored folder) at the bottom.
Select the category you want.

The email will be color-coded immediately.

Advanced Tips For Using Categories

Once you master how to add categories in Outlook, you can use them in more advanced ways. Here are some tips to get the most out of categories.

Using Categories With Rules

You can create rules that automatically assign categories to incoming emails. For example, all emails from your boss can get a “Manager” category.

Go to “File” > “Manage Rules & Alerts.”
Click “New Rule.”
Select “Apply rule on messages I receive.”
Choose conditions, like “from a specific person.”
Select “assign it to a category” as the action.
Choose the category and finish the rule.

This automates your organization.

Using Categories With Search Folders

Search folders let you view all items with a specific category in one place. To create one:

Go to “Folder” tab > “New Search Folder.”
Select “Categorized mail.”
Choose the category you want.
Click “OK.”

The search folder appears in your folder list.

Using Keyboard Shortcuts

You can assign shortcut keys to categories for faster application. In the “Color Categories” dialog, select a category and choose a shortcut key from the drop-down. For example, Ctrl+1 for “Urgent.”

Then, select an email and press the shortcut to apply the category instantly.

Common Issues And Fixes

Sometimes things don’t work as expected. Here are common problems and solutions.

Categories Not Showing In List

If you don’t see categories in the “Categorize” menu, try restarting Outlook. If that doesn’t work, check if categories are enabled in your settings.

Category Color Not Displaying

If the color bar doesn’t appear on emails, you might have the reading pane turned off. Enable the reading pane from the “View” tab.

Categories Not Syncing Across Devices

Categories should sync if you use the same Microsoft account. Make sure you are signed in on all devices. If syncing fails, try re-creating the category on the primary device.

Frequently Asked Questions

How Do I Add A Category To An Email In Outlook?

Select the email, go to the “Home” tab, click “Categorize,” and choose a category. You can also right-click the email and select “Categorize.”

Can I Create Custom Categories In Outlook?

Yes. Open “Categorize” > “All Categories,” click “New,” and enter a name and color. You can create as many as you need.

How Do I Delete A Category In Outlook?

Go to “Categorize” > “All Categories,” select the category, and click “Delete.” This removes it from all items.

Why Are My Outlook Categories Not Showing Up?

Check if you are in the correct account. Restart Outlook or re-create the category. Also, ensure you are not using a shared mailbox that doesn’t support categories.

Can I Apply Multiple Categories To One Email?

Yes. Select the email and apply one category, then repeat for another. The email will show multiple color bars.

Conclusion

Now you know exactly how to add categories in Outlook. This simple feature can transform how you manage your emails, tasks, and calendar events. Start by creating a few categories that match your workflow. Apply them consistently, and you will notice a big difference in your productivity.

Remember, categories are flexible. You can change them anytime as your needs change. Use rules and search folders to automate even more. With practice, you will wonder how you managed without them.

Go ahead and try it now. Open Outlook, create a category, and apply it to an email. You will see the power of color-coded organization right away.