Microsoft Office Tutorials and References
In Depth Information
2.3 Organize and manage messages
Outlook 2013 has six preconigured color categories named only by color. You can
rename them and create new categories. Each category can have the following elements:
Name The category name can be one simple word or a long, descriptive phrase.
The first 32 characters of the category name are visible in the color categories
dialog box, but pointing to a truncated name displays the entire name in a ScreenTip.
Shortcut key You can assign any of the 11 available keyboard shortcut
combinations (Ctrl+F2 through Ctrl+F12) to the individual color categories. (You can assign
only these 11 keyboard shortcuts within the dialog box.)
Color You can assign any of the 25 available colors to a category (or to multiple
categories), or you can choose not to assign a color and to rely only on the name
to distinguish between categories. (You can’t choose colors other than the 25
shown.) When you assign a category that doesn’t have an associated color to an
Outlook item, the color block or color bar is shown as white.
You can assign an unlimited number of categories to a message, but only the three most
recently assigned appear in the message list. The colors representing all the assigned
categories appear in the Reading Pane.
Tip If you don’t rename a standard color category before assigning it for the first time,
Outlook gives you the option of renaming the category the first time you use it.
Outlook users with Exchange, IMAP, or POP accounts can designate one category as the
Quick Click category. Outlook assigns the Quick Click category by default when you
simply click the Category box or column associated with an item. (Category boxes appear in
the message header in Single view and Preview view.) Until you select a Quick Click
category, clicking the blank Category boxes has no effect.