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Microsoft Outlook 2010 Tutorials
Replying and Forwarding E-mail / Categorizing Messages
Subtitles of the Movie (Microsoft Outlook 2010 / Replying and Forwarding E-mail / Categorizing Messages)
Color categorizing your messages, as well as the appointments in your Calendar, makes them easy to visually identify and organize and we're only working in Mail right now and I've brought up the Calendar not to confuse you but to let you know that this Categorize feature and we'll be seeing a list of Color Categories we can apply, it works the same in Mail and in Calendar and it's the same list of categories and that becomes important when you start customizing your categories so that you don't make any of the categories mail-centric or calendar-centric. You want to be able to use them in both contexts. You'll learn how to customize these categories in another lesson but Outlook will give you the option to rename the categories as you apply them so that needs to be mentioned at this point. So let's talk about how to categorize our mail. All you have to do is select a message and you can either go to the Home tab and choose Categorize and pick a category from this list of default Color Categories, or you can right-click the message and choose Categorize and then pick a category that way. Now I'm going to back out of that and we'll go back up to the Categorize button just because it's a little bit easier to see up here on the Ribbon than it is down in amongst the messages and I'm going to choose it and then if you choose a category you've applied before it will simply apply the color. So I'm going to choose Blue Category and you see the words Blue Category appear in the Categories column and you see a blue strip appear across the top of the message here in the Reading Pane accompanied by the words Blue Category. Now those words would be whatever you had renamed the category to had you renamed it. Now another way to apply a Category, as I said, is to right-click it. I'll do that this time and I'll choose Categorize and this time I'm going to choose Orange Category. Now since it's the first time I've applied Orange Category it's giving me the chance to rename it. Now I'm going to call this Training and that means that the Orange Category will be applied to all messages and, remember I said it also works in the Calendar, to any appointments or events in my Calendar. We'll learn that in the lessons pertaining to the Calendar, but it can be applied to anything training related there. At this point I can, now that I've applied the Category, renamed it, I can click Yes to apply it to the message or note that I can apply a shortcut key, choosing from this Preset list of combinations of Ctrl and Function keys. I'm going to leave that off for right now. You would only really want to apply shortcut keys to categories that you're going to apply frequently, you know, really often. At this point, though, I'm just going to click Yes and then this message is categorized as Training, both in the Reading Pane and here in the Categories column. To get rid of a Category simply right-click the message or choose Categorize and choose Clear All Categories from the pop-up menu. You can apply multiple categories, so for example here I can right-click and choose, hmm, Purple Category and, again, because it's the first time I've applied it, it's asking me if I want to rename it. I'm just going to say fine, just apply it as Purple Category and now both categories are applied. I'll right-click it and choose Clear All Categories. Notice if I right-click the Categories column it goes right to the pop-up menu. It doesn't make me choose Categorize and then the list, so that's yet a third way to apply your Categories. I'll Escape out of there. So, you can apply a Category from the Home tab's Categorize command, you can clear categories by choosing Clear All Categories from the pop-up menu, you can rename Categories when it's the first time you've applied them, so there's all sorts of ways, simple ways, to apply these Categories even before you've customized the list. Some people, for example, only use the Red Category and just use it as Red Category to indicate urgent messages and that's the extent of their categorization, but you can go much further and you can go even further once the list of categories is customized. So, you'll learn that in another lesson and then, as I said, when we get into Calendaring you'll learn how to apply Categories to your Calendar events and appointments.
Tutorial Information
| Course: | Microsoft Outlook 2010 |
| Author: | Laurie Ulrich Fuller |
| SKU: | 34166 |
| ISBN: | 1-936334-54-2 |
| Release Date: | 2010-10-05 |
| Duration: | 7 hrs / 89 lessons |
| Captions: | No |
| Compatibility: |
Vista/XP/2000, OS X, Linux QuickTime 7, Flash 8 |
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