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Outlook 2013 Essential Training

Assigning a category to a contact


From:

Outlook 2013 Essential Training

with Jess Stratton

Video: Assigning a category to a contact

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.
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  1. 43s
    1. Welcome
      43s
  2. 14m 45s
    1. Getting started
      2m 16s
    2. Touring the Outlook interface
      3m 54s
    3. Exploring the Ribbon
      4m 50s
    4. Exploring the Navigation and Status bars
      3m 45s
  3. 19m 40s
    1. An overview of adding accounts
      55s
    2. Adding an IMAP, Exchange, or POP account automatically
      1m 55s
    3. Adding an IMAP, Exchange, or POP account manually
      3m 22s
    4. Adding a Facebook and LinkedIn account using the Social Connector
      3m 18s
    5. Adding an RSS feed
      3m 28s
    6. Connecting to an iCloud account
      2m 57s
    7. Connecting with SkyDrive
      3m 45s
  4. 23m 14s
    1. Reading mail
      4m 54s
    2. Customizing the inbox
      5m 45s
    3. Saving attachments from a message
      3m 25s
    4. Searching mail
      3m 23s
    5. Flagging messages as junk mail
      3m 4s
    6. Finding messages quickly
      2m 43s
  5. 27m 22s
    1. Using conditional formatting to change font and color
      3m 43s
    2. Creating follow-up flags and color categories
      5m 49s
    3. Organizing mail into folders
      3m 42s
    4. Using Quick Steps to process messages
      4m 26s
    5. Using mail rules to process messages
      4m 40s
    6. Cleaning up your mailbox
      5m 2s
  6. 26m 32s
    1. Creating a new message
      3m 17s
    2. Replying to and forwarding a message
      3m 12s
    3. Formatting a message
      3m 43s
    4. Creating voting buttons in a message
      1m 57s
    5. Adding signatures
      2m 27s
    6. Sending an out-of-office or autoreply email
      4m 11s
    7. Exploring delivery options
      2m 39s
    8. Creating personal stationery
      4m 5s
    9. Exploring other mail settings
      1m 1s
  7. 22m 15s
    1. Introducing the Address Book
      51s
    2. Creating a new contact
      5m 17s
    3. Creating a new contact group
      2m 48s
    4. Assigning a category to a contact
      2m 38s
    5. Searching for contacts quickly
      3m 23s
    6. Moving and copying contacts into folders
      2m 1s
    7. Sharing contact data with others
      3m 38s
    8. Getting driving directions to a contact's address
      1m 39s
  8. 31m 22s
    1. Introducing the calendar
      4m 59s
    2. Creating an appointment and a reminder
      5m 44s
    3. Creating a meeting
      5m 5s
    4. Chairing a meeting
      2m 50s
    5. Responding to a meeting invitation
      3m 6s
    6. Opening other calendars
      3m 58s
    7. Printing, emailing, and sharing the calendar
      4m 7s
    8. Setting calendar preferences
      1m 33s
  9. 6m 24s
    1. Introducing tasks
      2m 6s
    2. Creating and assigning tasks
      2m 17s
    3. Creating notes
      2m 1s
  10. 13m 35s
    1. Exporting PST and OST data files
      3m 12s
    2. Reusing text by creating Quick Parts
      3m 14s
    3. Inserting pictures, charts, and screenshots into messages and calendar entries
      3m 24s
    4. Setting language preferences
      2m 19s
    5. Setting advanced general Outlook options
      1m 26s
  11. 27s
    1. Next steps
      27s

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Outlook 2013 Essential Training
3h 6m Appropriate for all Feb 08, 2013

Viewers: in countries Watching now:

Learn how to leverage the power of Microsoft Outlook to stay on top of all your important connections. In this course, author Jess Stratton introduces you to navigating your email messages, calendar, and contacts in Outlook 2013. The course begins with a tour of the interface and shows how to connect to a wide variety of mail, social media, and cloud computing accounts, including IMAP and POP accounts, Facebook, LinkedIn, and even RSS feeds. Jess also shows how to quickly create, send, and read email and reduce your inbox clutter; organize, group, and share contacts; and stay on schedule with calendars and tasks.

Topics include:
  • Exploring the Ribbon
  • Adding an IMAP, Exchange, or POP account automatically
  • Connecting to iCloud or SkyDrive
  • Saving attachments
  • Searching mail
  • Flagging messages
  • Using mail rules to process messages
  • Replying to and forwarding a message
  • Adding signatures
  • Creating new contacts
  • Creating and responding to meeting invitations
  • Setting up advanced options
Subjects:
Business Productivity Email Teacher Tools Education Student Tools
Software:
Office Outlook Office 365
Author:
Jess Stratton

Assigning a category to a contact

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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