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Understanding Categories . . . . . . . . . . . . . . . . . . . . . . . 119 Customizing Your Category List . . . . . . . . . . . . . . . . . . . 121 Assigning Categories to Outlook Items . . . . . . . . . . . . . 123 Modifying Categories and Category Assignments . . . 127
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Organizing Data with Categories . . . . . . . . . . . . . . . . . . 129 Viewing Selected Categories Only. . . . . . . . . . . . . . . . . 130 Sharing a Category List . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Using Categories Effectively . . . . . . . . . . . . . . . . . . . . . . 134
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ne of the primary functions of Microsoft Outlook 2007 is to help you organize your data, whether that data is a collection of contacts, a task list, your schedule, or a month s worth of messages. To make this easier, you can use Of ce Outlook 2007 categories, which are a combination of words or phrases and colors that you assign to Outlook 2007 items as a means of organizing the items. For example, you might assign the category Personal to a message from a family member to differentiate that message from your work-related messages and then customize the Inbox view to exclude personal items. A new feature in Outlook 2007 incorporates color with categories, making it easy to identify categories at a glance. This chapter explains how categories work in Outlook 2007 and shows you how to work with the new color categories, add categories, assign categories to Outlook 2007 items, and use categories to arrange, display, and search Outlook 2007 data.
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If you ve used a personal nance or checkbook program such as Microsoft Money or Intuit Quicken, you re probably familiar with categories. In these programs, you can assign a category to each check, deposit, or other transaction and then view all transactions for a speci c category, perhaps printing them in a report for tax purposes. For example, you might use categories to keep track of business expenses and separate them by certain criteria, such as reimbursement policy or tax deductions. Outlook 2007 categories perform essentially the same function: you can assign categories to Outlook 2007 items and manipulate the data based on those categories. For example, you might use categories to assign Outlook 2007 items such as messages and tasks to a speci c project. You could then quickly locate all items related to that project. Or you might use categories to differentiate personal contacts from business contacts. Whatever your need for organization, categories offer a handy and ef cient way to achieve your goal.
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Outlook 2007 combines colors with categories, giving you the capability to see category assignment at a glance. As you ll learn later in this chapter, you can still use categories without color, simply by assigning the color None to the category.
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What can you do with categories First, with the new integration of color with categories, you can tell instantly what category is assigned to a given item. For example, let s say you create a rule that assigns the Red category to all messages from a particular contact. You can then tell at a glance without doing anything else which messages are from that person. Or perhaps you assign the Red category to business messages and Green to personal. Whatever the case, color categories are a great means for visually identifying speci c types of messages. After you assign a category to each relevant Outlook 2007 item, you can sort, search, and organize your data according to the category. Figure 5-1, for example, shows the Advanced Find dialog box after a search for all Outlook 2007 items assigned to the category Toy Show. Figure 5-2 shows the Contacts folder organized by category, displaying all contacts who are involved in the toy show. The ability to search by category makes it easy to nd all the items associated with a speci c project, contract, issue, or general category.
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