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In this movie I'm going to show you how to create and apply categories to items in your inbox. But you can use these same steps to apply categories to items in your calendar or contacts list, in tasks or in any other email folder here in Outlook Web Access. So the Category button on a message is this little button right here. If I open a message, I actually see a categories dropdown but I can access that right here as well; I simply click and choose a category.
OWA comes up with six categories baked in and I don't particularly want to use any of them unless I want to carry around a little card that says, blue equals planning, and green equals finance. I want to have categories that have names that are meaningful for me and my organization. So the first thing I'm going to do is go manage my categories; and I want to create a new category called Planning. And I'm going to use blue for that, this is a fine blue. There are twenty five colors here, but unless you are going to have them right next to each other, it's not twenty five valid individual choices.
For example unless the deep peach and the deep gold and the olive green are next to each other, It's really kind of hard to tell these two apart or these two. How do you tell a difference between the powder blue and the gray, unless they are in the same space? Or even for that matter, the seafoam green and the teal. So you'll probably get about sixteen useful colors out of this pallet. Don't let that surprise you. And what I'm doing is I'm creating a category that has two attributes; a text name, Planning, and a color, blue.
Those are two different ways that I can organize my information because if I sort for example on Category name then, I'm sorting here on the word Planning not on the color. And if I filter on Category I'm filtering based on the text. The color is just my visual cue and it's most helpful for me often in my calendar. But it can be useful in the inbox as well. So here's my new Planning category. And let's create another category as well called Budget and I'm going to paint that green.
Again, if I filter, I'm filtering on the words, when I look at it I'm seeing the color and I'm going to click OK. So I have two new categories, I have some old ones and I don't actually want to use those, so I could delete them and that works well and there are others I can delete later. You get the idea of how we do this management piece. Now I don't get a separate set of categories for the other items, so I want to make sure when I create categories that if for example, I'm using the color green in the Calendar for holidays that all of a sudden I go oh! I wish I was using green for Budget; one set for all of OWA.
Let me go ahead and click OK. Now this is a planning meeting and I want to assign the Planning category and that's right here, just click and choose and now Planning has been assigned there and I can also see it here as well. This is a Budget item, I'm going to click and it is Planning and Budget both and notice two small bars. I can have as many of them as I wish, but it's easy to look at the two, and I can point and get a tool tip that says, ah! That's for Planning, Planning and Budget that works really well.
So that's how easy it is to manage your categories creating new categories, deleting the categories that were already there and to apply a category to an individual item. In the next, chapter you'll see how we can use these categories to filter our inbox in OWA.
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