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Sharing a Category List
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Sharing Categories with E-Mail
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Another (and perhaps easier) way to share categories is through e-mail. By default, Outlook 2007 strips categories out of incoming messages so that they are not added automatically to your category list. Outlook 2007 uses a rule to enforce this behavior. If you turn off the rule, categories arrive with incoming messages. However, only the category text arrives; the color is set to None for these categories, but you can modify the categories to add your own color. Follow these steps to turn off the rule: 1. Choose Tools, Rules And Alerts. 2. In the Rules And Alerts dialog box, clear the Clear Categories On Mail rule. 3. Click OK.
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In Microsoft Exchange Server 2007, Clear Categories is enabled by default and is controlled by the server administrator, so the Clear Categories On Mail rule does not appear in the Rules And Alerts dialog box for Exchange Server 2007 accounts. See the Exchange Server 2007 Help documentation for the Set-TransportCon g command to learn how to enable and disable Clear Categories for Exchange Server 2007.
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With the rule turned off on the recipients systems, you can now create a message, assign to it all of the categories you want to share, and then send the message. Follow these steps to add the categories to the outgoing message: 1. Start a new message. 2. In the message form, click the small arrow in the Options area on the Message tab. 3. In the Message Options dialog box, click Categories, and then assign categories to the message as desired. 4. Close the Message Options dialog box, and then send the message.
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You can use two registry settings to control whether Outlook 2007 will strip out categories for outgoing and incoming messages. These settings reside in HKEY_CURRENT_USER \Software\Microsoft\Of ce\12.0\Outlook\Preferences (although the settings do not exist by default). The setting AcceptCategories controls incoming messages, and the setting SendPersonalCategories controls outgoing messages.
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Creating and Using Categories
Using Categories Effectively
The addition of color categories in Outlook 2007 makes categories even more useful and extends the ways you can use categories to manage your schedule, messages, and other items in Outlook 2007. Like most Outlook 2007 features, categories are not in themselves useful it s how you use them that makes them useful. Here is a handful of tips for using categories effectively:
Create your categories rst. By creating your category list up front before you
start assigning categories, you force yourself to take the time to think about what categories you need and how you will use them. What makes sense for someone else might not t your needs, and vice versa. This doesn t mean that you can t add categories after the fact or change the way you use categories, but some planning up front will help ensure that you get the most out of categorization.
Use categories in combination with folders to organize messages. Categories offer an excellent means for you to organize your Outlook 2007 data. Some people use folders to organize their messages; others use categories exclusively to manage their messages, keeping everything in the Inbox but assigning categories so that they can quickly identify messages. The best approach falls between, with a combination of folders and categories. Use categories to classify messages, but also use folders to organize those messages. For example, you might create a folder named Toy Show to store all messages relating to the upcoming toy show and then use categories to further classify messages in that folder. Use search folders in combination with categories. After you have categorized
your messages, you can use search folders to quickly locate all messages with speci ed categories. Search folders give you the bene t of potentially searching all of your message folders for speci c items, enabling you to quickly locate all items with a speci c category, regardless of where they are stored. Take some time to consider which search folders will best suit your needs, and then create them.
Rely on colors to help you visually identify items. Although you can create categories with no color, color will help you tell at a glance that a given message, appointment, or other item ts a speci c category. For example, you might color all of your important meetings in red, personal appointments in green, and optional appointments or meetings in yellow. The ability to tell at a glance what an item is will help improve your productivity and effectiveness. Assign color categories to messages using rules. Although you can certainly assign colors to messages manually, you should also take advantage of rules to assign categories for you automatically. For example, you might categorize messages from speci c senders so that you can easily identify them in your Inbox. Or use categories to identify messages from mailing lists, friends, and so on. Identify your most commonly used category. Determine which category you use
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