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Creating and Using Categories
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Figure 5-4. Outlook 2007 can show multiple color categories in the message header to indicate multiple categories.
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In Calendar view, Outlook 2007 displays the item using the last color you assigned and places as many color indicators as it can in the item label. So if you add the Blue, Green, and Red categories, Outlook 2007 colors the item as Red and puts Blue and Green indicators in the item for the Day and Week views. In Month view, you see only the last color assigned.
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To learn how to assign categories to existing items, see the next section, Assigning Categories to Existing Outlook Items.
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Follow these steps to assign categories to a new item: 1. Open the folder in which you want to create the item, and then click New. 2. Use one of the following methods to display the Categories list, depending on the type of item you re creating:
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Message On the Ribbon, click Categorize in the Options group on the Message 5
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Calendar On the Ribbon, click Categorize in the Options group on the
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Appointment or Event tab.
Contact On the Ribbon, click Categorize in the Options group on the Contact
tab.
Task On the Ribbon, click Categorize in the Options group on the Task tab.
Assigning Categories to Outlook Items
Note Click the menu button in the upper-left corner of the note window, and
then choose Categorize. 3. Select a single category on the shortcut menu, or click All Categories, and in the Color Categories dialog box, select all the categories that pertain to the item. If you need to add a category, simply click Add. 4. Click OK to close the Color Categories dialog box and continue creating the item. As you can see in step 3, you can create a category on the y when you re assigning categories to an item. However, a drawback to creating categories on the y is that you might not enter the category names consistently. As a result, you could end up with more than one version of a given category. As you might expect, Outlook 2007 treats category names literally, so any difference between two names, however minor, makes those categories different. Searching for one won t turn up items assigned to the other.
Assigning Categories to Existing Outlook Items
Often you will want to add categories to existing Outlook 2007 items. For example, you will likely want to categorize e-mail messages after they arrive. The easiest way to assign a category to an existing item is to right-click the item, choose Categorize, and then choose a category from the shortcut menu, as shown in Figure 5-5. You can use this method for any of the Outlook 2007 items.
Figure 5-5. Right-click and choose a color category from the shortcut menu.
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Creating and Using Categories
Assigning a Quick Click Category
Outlook 2007 offers the capability to quickly assign a category with a single click. In message folders, with the Reading Pane displayed on the right, you can click the Category column to assign a Quick Click category. You can also click the Category column in the To-Do Bar to assign a category to tasks in the same way. Follow these steps to specify the Quick Click category: 1. Choose Edit, Categorize, Set Quick Click to open the Set Quick Click dialog box, shown in Figure 5-6.
Figure 5-6. Use the Set Quick Click dialog box to specify the Quick Click category.
2. Select a category, and then click OK.
Assigning Categories Automatically
You can easily assign categories when you create an item, but you might prefer to simplify the process for items that will be assigned to the same category (or set of categories). For example, if you frequently create e-mail messages that have speci c category assignments, you could bypass the steps involved in adding the categories to each new message. You can accomplish this by using an e-mail template.
For a detailed discussion of templates, see 25, Using Templates.
You can use templates for other Outlook 2007 items as well. Simply create the template, assign categories to it as needed, and then save it with a name that will help you easily identify the category assignments or the function of the template. When you need to create a message with that speci c set of category assignments, you can create it from the template rather than from scratch. Because the category assignments are stored in the template, new items created from the template are assigned those categories. Using templates to assign categories not only saves you the time involved in adding categories individually but also ensures that the category assignments are consistent. (For example, you won t misspell a name or forget to add a category.) A more likely possibility is that you want to add categories to e-mail messages when they arrive. You can create a rule to assign one or more categories to messages when they arrive or even when you send them. For example, let s say you subscribe to six newsletters and you want Outlook 2007 to highlight them in the Inbox with the Green category. A great way to do that is to assign the color category to the messages based on the recipient address or other unique characteristics of the messages.
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