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Changing Category Assignments of Multiple Items at One Time
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In some cases, you ll want to change the category assignments of several items at one time. For example, assume that you ve assigned the category Seattle Toy Show to 50 messages in your Inbox. (You really should do a better job of cleaning out your Inbox!) Now you want to clear the categories on all of those messages. You could change the messages one at a time, or you could hold down Ctrl, select each message, and then change the category. But for a larger number of items, there is an easier way the trick is to use a view organized by category: 1. Open the folder containing the items whose categories you want to change. 2. Choose View, Arrange By, Categories. 3. Locate the items under the category you want to change.
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4. If the category you want to assign to the items has not been assigned yet to any items, assign the category to one item. That item should now show up in the view under its category. 5. Click on the category you are changing, and drag it to the target category. An important point to understand when using this method to change categories is that Outlook 2007 assigns the target category (the one on which you drop the items) exclusively to the items. For example, assume that you have several items with Red, Blue, and Green category assignments. You drag those items to the Yellow category. All of the items now have only the Yellow category. The other categories are removed. If you want to assign categories to a group of items, you have a couple of different methods from which to choose. If the number of items is relatively small, hold down the Ctrl key, select each item, and then right-click an item and choose Categorize, followed by a category selection. Or choose All Categories to assign multiple new categories.
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A list view usually works best when you need to select multiple items.
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If you need to change a lot of items, rst organize the view by category (choose View, Arrange By, Categories). Then right-click the category whose items you want to change, choose Categorize, and then choose a new category (or choose All Categories to modify multiple categories). Outlook 2007 displays a warning message informing you that the action will be applied to all items in the selected category. Click OK to continue with the change.
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Now that you ve created your personal category list and faithfully assigned categories to all your data in Outlook 2007, how do you put those categories to work for you Searching for items with given categories is a good example of how you can use categories to organize and sort your data: by specifying those categories in the Advanced Find dialog box, you can compile a list of items to which those categories have been assigned. You also can sort items by category. To do so, follow these steps: 1. Open the folder containing the items that you want to sort. If the Categories eld isn t displayed, right-click the column bar, and then choose Field Chooser. 2. Drag the Categories eld to the column bar, and then close the Field Chooser dialog box. 3. Right-click the Categories column, and then choose Group By This Field.
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As an alternative to this method, you can use the prede ned Categories view. With the folder open, choose View, Arrange By, Categories to display a tabular view sorted by categories.
Note
To clear groupings, right-click the Categories column, and choose Don t Group By This Field.
Viewing Selected Categories Only
In many situations, it s bene cial to be able to restrict a view to show only selected categories. For example, perhaps you want to view all messages that have the Toy Show and Travel Required categories. Whatever the case, you can use a couple of methods to view only items with speci c category assignments. First you can use a custom, ltered view to lter only those items that t your criteria. Follow these steps to customize a view to show selected categories: 1. Open the Outlook 2007 folder that contains the items you want to view. 2. Choose View, Current View, Customize Current View. 3. In the Customize View dialog box, click Filter. 4. In the Filter dialog box, click the More Choices tab, as shown in Figure 5-7.
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