How to add more color categories in Outlook?

Normally you may label messages, tasks, or others with color categories in Outlook, which help you identify them from a mass of items at a glance, and group/filter them together with same color categories quickly. In addition to one color categories, you can add as many color categories as you need to one item. Here is an easy tutorial to add many color categories for one message, one task, one appointment, and one note, as well as create new color categories in Outlook.

Add more color categories for a message, task, appointment, contact, or note

Add and create more new color categories in Outlook

Add more color categories for a message, task, appointment, contact, or note

The first section will show you how to add many color categories for a message, a task, an appointment, a contact, or a note rapidly in Outlook. Here we will take one message for example.

Step 1: Select the message that you will add many color categories for.

Step 2: Click the Home > Categorize > All Categories in the Tags group.

In addition to Categorize button in Home Ribbon, right clicking selected message > Categorize > All Categories is also available.
By the way, there is no Ribbon in Outlook 2007’s main interface. However, you can find out the Categorize button in the toolbar.

Step 3: Check the color categories that you will add to the selected message together.

Step 4: Click OK.

Step 5 (Optional): If you use the Category feature for the first time, it will ask you for renaming categories. You can rename categories according to your needs.

Then all of checked color categories are added to the selected message together, and show in the color lump, reading pane of related message, and related message window as well.

Add and create more new color categories in Outlook

Current existing color categories may not enough for your categorizing. Right, this section is about how to create more new color categories in Outlook.

Step 1: Click the Categorize > All Categories in the Tags group under Home tab in Outlook 2010 / 2013; or click the Categorize button in the toolbar in Outlook 2007.

Note: The Categorize button is invalid until you select one message, one task, one appointment, one contact, or one note in Outlook.

Step 2: Click the New button in the Color Categories dialog box.

Step 3: In the Add New Category dialog box, enter a name in the Name: box, and pick out a color from the Color: box.

Step 4: Click OK button.

The new created color will list in Color Categories dialog box at once.

Note: If your Email account type is SMTP, for example the Gmail, you are not able to neither add color category for a message, nor create new color category. But it does not affect adding many color categories for tasks, appointments, contacts, and notes.

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