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Creating and applying categories

From: Outlook Web App (OWA) 2010 Essential Training

Video: Creating and applying categories

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.

Creating and applying categories

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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Outlook Web App (OWA) 2010 Essential Training

52 video lessons · 4103 viewers

Gini Courter
Author

 
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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