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A neat feature in Microsoft Outlook is the ability to assign a category to a contact. This is a great way to classify it and group them together without actually having to create a group. So the first thing we're going to do is go into our Categories, and create one that's meaningful to us to assign to our contacts. So from the HOME ribbon tab, I'm going to go to categorize, go down to All Categories, and rename an unused category to something that's meaningful to me. I'm going to click it and select Rename. I'm going to create a personal category, so I can assign all my personal contacts to this category.
When I'm all done I can click OK and now I can start assigning this category. I can right-click a contact, go down to Categorize, and assign them to the Personal category. Now here's how you can send an email to all these people. To see everybody that's in a category, the first thing I'm going to go do is change to List view. Once I'm in a list view, I can change the sort option. I do that by going to the VIEW ribbon tab.
It defaults to sorting by Company, but I can actually change to sort it by Category. As you can see, here's my two personal contacts all nice and grouped together. The really neat thing is that I can click on this Category header, come back to the HOME tab and select Email. This is telling me that it's going to apply to everything in the selected group and that's exactly what I want, so that's just fine. I'm going to click OK. So it creates an email based on these two personal contacts.
I can create the body of the email and send it off to those people. When I'm all done, hit Send and off it goes. A really neat thing, if I'm not using Categories at all, I can still use this effectively. I'm going to right-click on my Category header, choose Categorize and select Clear All Categories. Clicking OK will remove the category that I had set for those two contacts. Now the neat thing is as I can come back up here to this Category header of none, meaning I've assigned nobody a category, come back to the HOME tab and click Email.
This is actually a really, really quick way to send an email to all my contacts all at once. It's going to tell me that some of the contacts I have don't have email addresses. It's going to dump their name in instead. So that's how you use Categories to classify your contacts and very quickly send out an email to all your contacts all at once.
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