Office 365 (Outlook 2011) - Categorize an item

Important: Beginning September 22, 2016, Office for Mac 2011 will no longer be available for installation from the Office 365. Please see the following document for further details: Office 365 - Microsoft Office 2011 path to retirement.

You can organize your messages, events, contacts, and other items (items: Units of information in Outlook, such as e-mail messages, calendar events, contacts, tasks, and notes.) by assigning them to categories. Because categories are color-coded, when you view the item list, it's easy to see which items belong to which category. You can assign an item to a standard category, such as Family or Travel, or to a category that you create.

If an item is assigned to multiple categories, the last category that is assigned is considered to be the primary category. The primary category determines the font color of the item in the item list. Also, when you sort items by category, an item is grouped with its primary category.

  1. Select an item in the item list (item list: In the main Outlook window, the list of messages, contacts, tasks, or other items. By default, the item list is displayed vertically between the navigation pane and the reading pane.).

    To select multiple items, hold down command key as you click the items.

  2. On the Home tab, click Categorize, and then click a category.

    Home tab, group 5

To create a new category, on the Home tab, click Categorize, click Add New, and then type a category name.


  • By default, when you assign a contact to a category, all messages that you receive from that contact are automatically assigned to the same category. To turn off this preference, on the Outlook menu, click Preferences, click Categories, and then clear the Assign categories to messages from categorized contacts check box.
  • If you select a category in the navigation pane (navigation pane: The left pane of the Document Connection for Mac window that displays saved locations and files.) and then create a new item, the new item is automatically assigned to the selected category.
  • When Junk E-mail Protection is enabled, Outlook assigns possible junk messages to the Junk category and moves the messages to the Junk E-mail folder.
  • To delete all categories from an item, select the item, click Categorize, and then click Clear All.

    Home tab, group 5

See also

Display all items in a category

Filter items by category

About organizing in Outlook

Keywords:microsoft office 365 event appointment schedule scheduling outlook 2011 calendars colors categories category emails contacts messages o365   Doc ID:67574
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2016-10-05 15:32 CDTUpdated:2016-10-14 13:02 CDT
Sites:UW-Milwaukee Help Desk
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