I am unable to locate catergorising

Question

I am unable to locate catergorising

Theresa Andrews 0

Wanting to flag emails for different staff. I am using outlook classic

3 answers

Your answer

Answer 1

Hi Theresa Andrews,

Thank you for posting your question in the Microsoft Q&A forum.

Correct me if I’m wrong, but based on your subject line, it seems you're looking for the Categorize feature in Outlook Classic. However, from your description, it sounds like you're trying to categorize incoming emails in your inbox based on different recipients (i.e., your staff) using different colors.

If you're simply looking to manually categorize emails, you can do so by:

Selecting one or multiple emails,
Right-clicking on them,
Choosing Categorize, and then selecting the color you want.

If you're aiming to automatically categorize emails based on the recipient, Outlook doesn't currently support assigning categories directly based on the recipient field. However, there's a workaround using Rules, though it's not ideal for large teams since each rule can only be set for one recipient at a time. You’ll need to create individual rules for each staff member.

Here’s how you can set it up:

Right-click on an email from the staff member.
Select Rules > Create Rule > then click Advanced Options to open the Rule Wizard.
Choose From [your staff] > click Next.
Select assign it to the [category] category.
Click on category, choose the color(s) you want > click Next.
Add any exceptions if needed > click Next.
Finish by selecting Run this rule now.

I hope these suggestions help! Let me know if you have any further questions.

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Kudos-Ng 5,005 Reputation points Microsoft External Staff Moderator

2025-09-05T07:48:56.26+00:00

Hi Theresa Andrews,

I wanted to check if the solution I shared earlier worked for you.

If you need any clarification or further help, feel free to reach out.

And if you think my reply is helpful to you, please consider marking it as an answer.

This helps others in the community facing similar problems.

Thanks for your understanding.
Kudos-Ng 5,005 Reputation points Microsoft External Staff Moderator

2025-09-08T08:51:09.7033333+00:00

Hi Theresa Andrews,

Just checking in to see if you had a chance to review the previous response.

Your feedback would be very helpful in ensuring everything is on track.

Answer 2

Theresa Andrews 0

Hi, thank you for reaching out. I need your assistance with the new version of outlook. All my team members use the new outlook and can have access to the categories. I have the option to switch to the new version on my outlook but very nervous to do it as I have so many things on classic outlook. Can you provide me with a Step by Step guide how to switch over? Is it easy and quick to do, will I lose anything? Thank you, Theresa

Kudos-Ng 5,005 Reputation points Microsoft External Staff Moderator

2025-09-09T08:57:58.79+00:00
Hi Theresa Andrews,

Thank you for your thoughtful follow-up and for sharing your concerns.

To clarify your question: yes, you can easily switch between Classic Outlook and the New Outlook experience. Microsoft provides a simple toggle option, and you can refer to this official guide for step-by-step instructions: https://support.microsoft.com/en-us/office/toggle-out-of-the-new-outlook-for-windows-ec102b39-5727-418e-ae1f-a1805434640c

Key Points:

Switching is quick and reversible: You can try the New Outlook and switch back to Classic Outlook anytime if needed.

Your data is preserved: Your emails, calendar, and contacts remain intact. However, some features like Outlook profiles are not yet supported in the New Outlook.

I hope this information helps you feel more confident about trying the New Outlook. If you find this reply and my previous response helpful, I’d really appreciate it if you could mark it as the accepted answer. That way, others with similar questions can easily find the solution.

Thanks again, and feel free to reach out if you have more questions!

Answer 3

Theresa Andrews 0

Thank you for your response. As I work for multiple clients, I have created email profiles in Microsoft classic for quick responses to clients email. Can I confirm with what you are saying that I wont be able to do this in the New Outlook version?

Many thanks, Theresa

Kudos-Ng 5,005 Reputation points Microsoft External Staff Moderator

2025-09-10T05:42:20.3+00:00

Hi Theresa Andrews,

Thank you for your response and for your follow-up question.

Yes, based on the official Microsoft article, I can confirm that the Multiple Mail Profiles feature is currently not available in the New Outlook. However, it is on the roadmap for future development.

You can find a detailed comparison of features between Classic Outlook and the New Outlook here: https://support.microsoft.com/en-us/office/feature-comparison-between-new-outlook-and-classic-outlook-de453583-1e76-48bf-975a-2e9cd2ee16dd#bkmk_accountsupport

I hope this information is helpful. Let me know if you have any other questions!
Kudos-Ng 5,005 Reputation points Microsoft External Staff Moderator

2025-09-12T11:29:21.8433333+00:00

Hi Theresa Andrews,

Just checking in to see if you had a chance to review the previous response.

Your feedback would be very helpful in ensuring everything is on track.
Kudos-Ng 5,005 Reputation points Microsoft External Staff Moderator

2025-09-15T10:39:48.43+00:00

Hi Theresa Andrews,

It has been a while and I am writing to see if the above information was helpful.

If you have any further updates on this thread, please feel free to post back.

If you think my reply is helpful to you, please consider marking it as an answer. Warm thanks.

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I am unable to locate catergorising

3 answers

Your answer