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Organizing mail with categories and folders

From: Up and Running with Office 365

Video: Organizing mail with categories and folders

Over time, as your email messages begin to pile up, you'll want to stay organized, one way to keep track of certain types of messages and keep them related is to use categories. We will start with that. Take any message you might have in any one of your folders. With it selected here in the snippet list, just go over to the ellipses or more actions icon, go down to Categorize, and if you want, you can assign any of these categories. They are all named by their color. And of course you can be more specific by creating your own.

Organizing mail with categories and folders

Over time, as your email messages begin to pile up, you'll want to stay organized, one way to keep track of certain types of messages and keep them related is to use categories. We will start with that. Take any message you might have in any one of your folders. With it selected here in the snippet list, just go over to the ellipses or more actions icon, go down to Categorize, and if you want, you can assign any of these categories. They are all named by their color. And of course you can be more specific by creating your own.

Let's go down to manage categories and click add new category. Let's say we want to keep business and personal emails separate from each other and recognize them by a color code. So we will type in personal, we can change the color right from here by clicking the dropdown. You can choose an existing color that's already there and remove the other one or choose a new one. I am going to go with this bright pink and click OK. You can see how it appears now down at the bottom of my list. Let's add another new category, this one business, and we will choose a different color for it. We will go with the more maroon color and click OK.

So we have many categories now to work with. If we wanted to remove any of these we just go to it, click the X off to the right, and it's gone. But I am going to keep those for now. Click OK. Now its time to assign categories. So you're reading a message you realize okay, this is business-related. I am going to tag it that way with the category, click the ellipses, go down to categorize, and choose Business. There it is, second from the top. You will notice it's marked here in the message, as well as the snippet over here in the middle pane.

Let's back to the ellipses. I'll show you that if you go to categorize, you can actually assign more than one. Maybe this also has a personal hint to it. We can click personal and it's been assigned as well. Now if that was a mistake, you can always remove categories by clicking that same ellipses > categorize and then selecting anything that's already checked. You can also clear them all by going back into categorize and choose clear categories. And there you go.

So the advantage is when you look at them you'll know which ones are personal, which ones are business, and you can have all kinds of different categories. Let's go back there now to categorize > manage categories. And like I said, if there's any here that you no longer need, just select it and click the X. You will see this message that it won't affect any messages that are already categorized. Clicking OK means you won't be able to use it going forward. I am going to do the same with personal and click OK. All right, so those are categories.

That's one way to visually keep track of your messages. But if you also want to be able to move them into specific folders, you will notice there are number of default folders. If you want your own, you can create them. All you need to do is right-click the main heading or main folder where you want to create those folders. For example, under the name Karen Leslie, if I right-click, I can create a new folder. It appears down at the bottom with a flashing cursor. And maybe here's where I want to put in anything related to the user conference.

When I press Enter on my keyboard there is my folder, and now I can move messages into that folder by simply going into the message, right-clicking, choosing move, and then picking the folder. Notice I can also have it copied to the selected folder, so it still appears in my inbox. When I click Copy, away it goes. If we click the folder, we will see it in there as well, a nice copy. So we don't have to lose track of the messages that are related to specific topics, like our user conference.

At any time if you want to remove a folder, just go to the folder itself, right-click. You can rename, delete empty the folder, and here is where we go to add it to our favorites. If it really belongs as one of our favorites, we use it quite often, we can pop it up there. But we are going to choose Delete. You will see a warning that you're about to delete the user conference folder. All of its contents will be deleted as well. That's okay. It's just a copy, so I will click OK and it's gone. So if you need to stay organized when the messages start piling up, to visually keep track, think about categories.

And if you actually want to physically move different messages into separate folders for future reference, you can create and work with folders as well.

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Up and Running with Office 365

29 video lessons · 10290 viewers

David Rivers
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