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Outlook 2010 - Categorising activities

Outlook gives you the option to categorise items so that they can be easily found. For example, you may want to show that a group of messages, appointments, events or notes are relevant to a particular project or department.

You can categorise a calendar entry at the time you create it, or at a later time.

To add a category at the time you create a calendar entry

1. In the New Meeting/Appointment window, click on the Meeting/Appointment tab in the ribbon.

2. In the Tags group, click on the Categorize button.

3. A drop down list of options will appear. Select a colour from the list.

Tip! The first time you select a colour you will be prompted to rename it. Change the name of the colour category if you wish, by entering the new name in the Name box. Click on Yes to continue.

Renaming a category

4. When you have completed your meeting request, click on the Send button. The meeting will now appear in your Calendar shaded with the appropriate colour category.

Please note: It only appears as colour-coded in your Calendar, not the attendees you have invited.

To add a category after the calendar entry has been created

1. Single-click on the the entry you want to add a category to. 

An extra tab in the ribbon will appear entitled Calendar Tools / Appointment ( or Appointment Series, if you click on a recurring meeting).

Tools tab in toolbar

2. In the Tags group, click on the Categorize button.

Category button in toolbar

3. A drop down list of options will appear. Select a colour from the list.

Tip! The first time you select a colour you will be prompted to rename it. Change the name of the colour category if you wish, by entering the new name in the Name box. Click on Yes to continue.

Renaming a category

The entire calendar entry is now shaded in the colour you have chosen.

Tip! You can apply more than one category to a calendar activity.

Clear a category from an activity

1. Click on the entry that you would like to remove the colour category from.

2. In the ribbon, click on the Categorize button.

3. From the drop down list that appears, select Clear All Categories.

Clear all categories option

Can other users see my colour categories?

If you have given other users permission to see more than just free/busy access to your diary, then yes, those users will be able to see your colour-coded entries.

For those who just have free/busy access, they will not be able to see your colour categories.

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Page last modified on 28 oct 10 10:09