Categories can visually represent the work that you're doing; for example, creative work or travel time, interdepartmental and intradepartmental meetings, and specific projects. Specify which categories you'd like to use to filter your calendar view.
- [Instructor] Categories can be used in any of the Outlook apps. We could have been using them in the inbox, but I waited until now to talk about them because, for me, categories come alive in the calendar because they give me a visual representation of my day. I can use categories for the type of work that I'm doing, I can use categories to let me know what kind of travel I'll be undertaking, whether I have items that are taking me out of the office, whether I'm working on work in my department or meeting with staff outside of my department.
The type of categories I have should best reflect the work that I'm doing. And in my case, my categories allow me to see whether I'm traveling and who I'm meeting with. I have specific times of the day that I'm doing my best creative work, and so I have a category for Creative Work, it's the purple category that you see here on the calendar. Work that has to do with my IT team is in reds and pinks, work that has to do with travel is in oranges, and work that has to do with finance and the executive team, is in greens.
Now I also have work for specific projects and they have colors of their own. If you'd like to access your categories, click the Organize tab in the calendar and click Categories, you'll notice that these are assigned to an account. So I have Creative Work, CRM, Day off, Executive Team, Finance and so on. To eliminate a category, select it and hit the minus. To add a category, click the plus and you get to choose both the color out of this palette of 25 colors, and enter a name. You can use colors over and over again but you can't repeat names.
And then, and this is a key piece for Outlook for the Mac, you can decide which of these you wish to be able to use as filters, and show in the Navigation pane. That's what I have going on over here on the left-hand side. So if I'd like to be able to see all of my Creative Work time and my Executive Staff time, I can simply turn those items on, and notice that I'm hiding the other categories. Click the checkbox in front of Calendar again to bring everybody back. To assign a category, very, very easy.
Simply choose the item and add the category. This is an IT item. This is for my Event Team. I don't have a category for that yet, so let's edit the categories to create a new one. And this is a Project Team, have most of my Project Teams in this color range, so there's my Event Team. And now that that category exists, I can assign it to this item.
To eliminate a category from an item, simply go back to Categorize, if you wish to get rid of all categories, Clear All, if you just wish to turn something off, you can turn one off and turn another on. And by the way, if I wish, I can add multiple categories to the same item. The only category that I see is the last one that I applied, however, if I open the item, you'll notice that it shows me both categories. And if I sort or filter based on categories, it will appear in both, it's just that the color for the item itself, whether it's a meeting or an appointment, is consistent and solid.
Only one color. Again, the last category I chose. If you'd like to have more information about how to think about the types of categories you might wish to use in your organization, there's a course in the online training library that I would recommend, and that is Time Management with Outlook for Mac 2016 Calendar and Tasks. There's an entire section in this course on organizing your work with categories.
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- Decluttering your inbox
- Creating text shortcuts with AutoCorrect
- Power searching in mail and calendar
- Dealing with junk mail
- Setting up out-of-office replies
- Saving a search for reuse
- Creating recurring appointments and tasks
- Backing up Outlook data with Time Machine