How to Categorize Emails in Outlook 2010

When it comes to managing your emails in Outlook 2010, categorization can be a powerful tool to help you stay organized and focused. Outlook categories allow you to group similar items together, such as emails, contacts, calendar events, and tasks, into broad topic areas or subjects. In this article, we'll explore how to use Outlook categories to streamline your email management.

Unlike separate folders, you can assign the same email or item to multiple categories in Outlook 2010. This means that an email about a trip, for example, could be categorized as both 'Travel' and 'Upcoming Event.' This flexibility makes it easier to find relevant emails quickly, even if they're stored in different folders.

To get started with categorizing your emails, navigate to the Search tab in Outlook 2010. From here, change the search scope to 'All Outlook items' by clicking on the dropdown menu and selecting this option. You can then enter a specific category name, such as 'Travel,' to see all related emails and other items.

One of the benefits of using categories over separate folders is that your searches can be conducted across multiple folders at once. This means that an email may not show up in a search for the word 'travel' or 'trip' if it's only mentioned in passing, but would appear immediately if it's tagged with the 'Travel' category.

For example, let's say you have a series of emails about an upcoming trip to Hawaii. You could categorize these emails as 'Travel' and then use the Search tab to quickly find all related items, including calendar events and tasks.

Outlook has had a Categories feature for some time now, but it's still often overlooked by users who prefer to rely on separate folders. However, categories offer a more flexible and faster alternative to traditional folder organization. By using categories, you can save time and reduce clutter in your email inbox.

In conclusion, Outlook categories are a powerful tool that can help you stay organized and focused in Outlook 2010. With the ability to assign multiple categories to an item and conduct searches across multiple folders at once, categorization offers a more flexible and efficient way to manage your emails.

How to categorize emails in outlook 2010