Join Gini von Courter for an in-depth discussion in this video Applying and removing categories, part of Outlook 2007: Time Management with Calendar and Tasks.
One of the Outlook features, that makes it very easy for me to stay on top of my work and on top of my meeting schedule is Color Categories. I can assign categories to different items whether they're here in my Calendar, over here in Email, in my Contacts or in even in my Tasks, I have the ability to color categorize any of these items, and then I can sort on them, I can filter on them, but in places like my Calendar, I can simply look at them and have a really good idea that I have a Board Meeting because I have a category for board, that I have some training in blue, that I have some finance items here in green, and that I have some out of office travel which is this orange color.
In order to look at my categories, I can open an item or just select any item and choose Categorize here on the toolbar and then choose All Categories. So I can assign multiple categories to an item. I can say not only is this training, but this is training that will be done Online. When I click OK, now all of these have been assigned to Online Training. Notice that the color changed for all of them. I am going to go ahead and Open the series, and you'll notice that originally they work this dark blue for Training, now they're Online and so it shows this silver color.
The last category that you assign is the color that you will see here in the Calendar. So if I wanted to clear all the categories and I wanted to have it show as blue first, I am going to go ahead and Save & Close this, go back and Open the series, and I am going to choose Online first and then I'm going to choose Training, and notice that Training is on the left now, and when I Save & Close this, that I have this blue color. Even though there's two different categories assigned, the last category that I put in place is the one that will be the color that shows here in the Appointment or Meeting Bar in the calendar.
If I want to remove categories from items, it's just as easy to do that. If I want to remove all the categories from an item, I can right-click Categorize and Clear All Categories, all gone. And any time you touch any of these meeting categories or any of the meeting reminders, notice that the reminder box pops up. Same thing is true here in the Mail. If I want to clear this category, Clear All Categories, great and easy to do, and here in Contacts to assign a category, right-click, Categorize, somebody in my Finance committee.
Now you don't really see this here, but when you open the person up, there it is, right there. So easy to assign a category, easy to clear a category. In the next movie, we will see how to customize categories.
- Creating an appointment, event, or meeting
- Inviting others
- Creating recurring meetings
- Flagging emails
- Creating tasks from email or from scratch
- Applying categories to tasks and to-do items
- Completing a task and sending an update
- Setting Calendar and Task List options