outlook for mac shortcut keys categories

#Outlook for mac shortcut keys categories how to#
#Outlook for mac shortcut keys categories plus#

You probably create new categories as you need them, and allowing the feature to evolve is a sound choice. Set a category default for quick application. This tip doesn’t apply to Outlook 2003 or Outlook 2007. That’s part of the follow-up feature, but you can set a default for that too (right-click a flag and choose Set Quick Click). To apply the default category to an item, click the Category field. If you’ve not used the category before, Outlook will prompt you to give the category a meaningful name. In the resulting dialog, shown in Figure D, choose the category you’ll use as a default.ģ. Or right-click any Categories box and choose Set Quick Click.Ģ. Or right-click an item and choose All Categories. Choose Categorize from the Tags group and choose All Categories. If this is the case, you can assign that category to a Quick Click as follows:ġ.

If you’re like most users, you probably apply one category more than any other. The built-in keys often conflict with mobile devices, including netbooks and tablets that use the function keys for predefined tasks. If you forget a shortcut key, you can find it in the All Categories dialog. Outlook will display the shortcut in the dialog. From the Shortcut Key drop-down, choose a shortcut, as shown in Figure C. In Outlook 2007, click Categorize on the Toolbar and then choose All Categories.ģ. To assign a shortcut key to a category, do the following:ġ. Otherwise, you’ll have a hard time recalling the right keys when you need them. These shortcuts are handy, but keep them to a minimum. If you prefer keyboarding to mouse clicks, you can create a shortcut key to assign a category. You can add new categories by repeating the steps above, but click New instead of Rename in step 3.

When you rename a category, Outlook updates assigned items accordingly. Outlook offers several default categories. Enter a meaningful name or change the name, as shown in Figure B. In the resulting list of categories, check the category you want to rename.Ĥ. In Outlook 2003, choose Categories from the Edit menu and then choose Master Category List.Ģ. In Outlook 2007, click Categorize on the Toolbar and then choose All Categories.

Click the Home tab, choose Categorize from the Tags group, and then choose All Categories. You can rename a category later as follows:ġ. The first time you apply a category, Outlook will prompt you to name it. Right-click the Categories field to gain access to categories. Outlook lets you assign multiple categories to a single item and you can assign categories to any item - they’re not just for mail. If you right-click any other field, you can choose Categorize from the resulting shortcut menu to access categories. To do so, right-click the Categories field and choose a category, as shown in Figure A.

#Outlook for mac shortcut keys categories how to#

To put categories to use, you need to know how to apply them. So if you can’t implement categories, check with your administrator. I’ve also included instructions for Outlook 2003, where applicable.Īdministrators can use group policy to disable categories. This article refers to Outlook 2013 (20), but you can apply most of what you learn to Outlook 2016. Because of this distinction, trying to cover all versions comprehensively isn’t feasible. Outlook 2007 combines textual descriptions with colours. In 2003, a category is a simple word or phrase. Where categories are concerned, version matters. Understanding category basics will open your eyes to the possibilities. You can use them to perform quick sorts, populate search folders, and even narrow a mail merge to a specific category. Most users use the colours to visually identify items by people, topic, priority, and so on. Outlook categories are a management tool, like rules and tasks.

#Outlook for mac shortcut keys categories plus#

Here are some tips to help you master category basics, plus some creative ways to put them to work.

Categories are one of the best organizing tools Outlook offers.