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To learn how to create and manage rules in Outlook 2007, see 11, Processing Messages Automatically with Rules.
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At some point, you ll want to recategorize Outlook 2007 items that is, you ll want to add, remove, or modify their category assignments. For example, when one project ends and another begins, some of your contacts will move to a different project, and you ll want to change the categories assigned to the contact items. Perhaps you ve added some new categories to further organize your data and want to assign those categories to existing items. Or perhaps you made a mistake when you created an item or assigned categories to it, and now you need to make changes. Whatever the case, changing categories and category assignments is easy.
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For one reason or another, you might need to change a category. You might have misspelled the category when you created it, or you might want to change the wording a little. For example, you might delete the category Foes and create a new one named Friends to replace it (assuming that your friends are not really foes). Unlike in earlier versions of Microsoft Outlook, you can change existing categories in Outlook 2007. When you change a category, all items assigned to that category are updated. For example, assume that you have created a category named Dallas Toy Show and made the category red. You open the Inbox and assign the category to several messages. Then you open the calendar and assign the category to a few meetings. A week later, you discover that the toy show is moving to Seattle. So you open the Color Categories dialog box and rename the category Seattle Toy Show and change the color to blue. When you look in the Inbox, all of the messages with that assigned category now show the new name and color. Likewise, the appointments in the calendar also show the new name and color.
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You ll nd that one method works well when you want to make the same change to multiple items, such as changing the categories assigned to contacts. That method is to view the items organized by category. For example, assume that you want to view all of the contacts that have the Foes category and then add the Friends category. Choose View, Arrange By, Categories (for some views, you can choose View, Current View, By Category). Find the Foes category, open one contact in the group, and add the Friends category (simply change Foes to Friends). The item now appears under the Friends category group. Click on the category heading for Foes and drag it to the category heading for Friends. Outlook 2007 adds the Friends category to these contacts.
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Creating and Using Categories
If you need to change a category globally rather than add one, see Changing Category Assignments of Multiple Items at One Time later in this chapter.
Earlier in this chapter, you learned how to create new categories. Changing a category is much like adding a new one. Follow these steps to modify a category: 1. In Outlook 2007, select any item, and then choose Edit, Categorize, All Categories. 2. In the Color Categories dialog box, click a category to select it. 3. Click Rename, and then type a new name for the category. 4. Select a new color in the Color drop-down list. 5. Click OK to close the Color Categories dialog box.
Changing Category Assignments
You can assign categories to an item at any time, adding and removing the categories you want. To change the categories assigned to a speci c item, follow these steps: 1. In Outlook 2007, locate the item for which you want to change the category assignment. 2. Select the item and choose Edit, Categorize, or right-click the item and choose Categorize on the shortcut menu. 3. Select a new category in the drop-down list, or choose All Categories to open the Color Categories dialog box, and then assign or remove multiple categories.
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