How to Manage Categories | MS Outlook 365
Summary
TLDRIn this tutorial, Rod Davis from Burn to Learn demonstrates how to efficiently organize emails in Outlook 2016 using tags and categorization. He guides viewers on marking emails as unread, applying color-coded categories for different types of emails, and setting shortcuts for quick access. Davis also introduces the follow-up function, which flags important emails and tracks their completion. The video promises to enhance productivity and organization in email management.
Takeaways
- 🖥️ The video is a tutorial on how to use Outlook 2016 for organizing emails with tags and categories.
- 🔍 It demonstrates how to mark an email as unread for later review using the 'unread' tag feature.
- 📧 The 'categorize' function is introduced to color-code emails for easy identification and sorting.
- 🎨 Different colors can be assigned to different types of emails, such as sales, purchases, and accounts.
- 📚 The script explains how to add multiple color codes to a single email for further organization.
- 🔑 The importance of shortcut keys is highlighted, allowing for quick access to categorized emails.
- ✂️ Renaming categories for better clarity and understanding is shown as an option within the software.
- 📅 The 'follow-up' function is presented as a way to flag emails for tasks that require action.
- 📝 Once a task is completed, the flag can be marked with a check to indicate completion.
- 👍 The video encourages viewers to leave comments, subscribe, and support the channel for more content.
- 🔍 A preview of the next video is given, promising to teach how to find people and filter emails in Outlook 2016.
Q & A
What is the main topic of the video?
-The main topic of the video is teaching viewers how to organize and categorize emails in Outlook 2016 using tags and colors.
What is the first step to categorize an email in Outlook 2016 according to the video?
-The first step is to open Outlook and click on the 'Home' tab, then go to the 'Tag' section on the right.
How can you mark an email as unread in Outlook 2016?
-You can mark an email as unread by right-clicking on it and selecting 'Mark as Unread' from the options.
What is the purpose of using the 'Categorize' button in Outlook 2016?
-The 'Categorize' button is used to assign a color to an email, which helps in organizing and identifying different types of emails easily.
What color is suggested for categorizing sales emails in the video?
-The video suggests using the color red for categorizing sales emails, as sales are considered 'hot'.
How can you assign multiple colors to a single email in Outlook 2016?
-You can assign multiple colors to a single email by clicking 'Categorize' multiple times and choosing different colors for each category.
What is the color chosen for semiannual purchases in the video?
-The color chosen for semiannual purchases in the video is purple.
How do you access the 'All Categories' feature in Outlook 2016?
-You can access the 'All Categories' feature by clicking on the 'Categorize' button and then selecting 'All Categories' from the dropdown menu.
What is a shortcut key in the context of Outlook 2016 categorization?
-A shortcut key in Outlook 2016 is a keyboard combination that can be assigned to a specific category, allowing you to quickly access that category with a key press.
How can you create a shortcut key for a category in Outlook 2016?
-To create a shortcut key, you select the category, click on the down arrow next to the category name, choose 'Shortcut Key', and then select a keyboard combination such as 'Control + F2'.
What is the 'Follow Up' function in Outlook 2016 and how is it used?
-The 'Follow Up' function in Outlook 2016 is used to flag an email for future action. It's like a to-do list where you can see a flag indicating an important item that requires attention. Once the task is completed, you can click the flag again to mark it as done.
Outlines
📚 Organizing Emails with Tags in Outlook 2016
In this section, Rod Davis from Burn to Learn introduces viewers to the process of organizing emails in Outlook 2016 using tags. The tutorial begins with opening Outlook and accessing the 'Home' tab to find the 'Tag' section. It demonstrates how to mark an unread email as 'Unread' using a right-click option or by clicking on the 'Unread' tag. The video then moves on to categorize emails by color, using the 'Categorize' button. Different emails related to business files such as quarterly sales, semiannual purchases, and monthly accounts are color-coded to distinguish them easily. The process of adding multiple colors to signify different types of sales is also shown. The tutorial concludes with a brief mention of the 'All Categories' feature, which allows users to manage and customize their color-coded categories.
🔑 Utilizing Shortcut Keys and Follow-up Flags in Outlook
The second paragraph of the video script focuses on advanced organizational features within Outlook. It starts with the assignment of a shortcut key to a category, specifically 'Accounts Receivable', which can be accessed quickly using the keyboard shortcut Ctrl + F2. The tutorial explains how to rename categories for better identification and introduces the concept of creating new categories with unique names and colors, as demonstrated with 'Accounts Payable' (AP), which is color-coded red and assigned the shortcut F5. The script then highlights the 'Follow-up' function, showing how to flag emails for follow-up tasks and marking them as completed. The video ends with an invitation for viewers to leave comments, subscribe for more content, and support Burn to Learn through Patreon. It also teases the next video, which will cover finding people and filtering emails in Outlook 2016.
Mindmap
Keywords
💡Outlook 2016
💡Tag
💡Categorize
💡Unread
💡Color Code
💡Shortcut Key
💡Follow-up
💡Flag
💡Accounts Receivable
💡Accounts Payable
Highlights
Introduction to the tutorial on using Outlook 2016 for file organization.
Demonstration of the 'unread' tag function to mark emails for later reading.
Explanation of how to right-click to mark an email as unread and use the 'unread' red tag.
Tutorial on using the 'categorize' button for organizing emails by color codes.
Example of categorizing quarterly sales emails with the color red.
Adding different colors for different types of sales, like blue for house sales.
Categorizing semiannual purchases with the color purple.
Using the 'categorize' function to organize monthly accounts receivable with the color yellow.
Overview of the 'all categories' feature and customization options.
Instruction on how to add, rename, or delete categories and colors.
Introduction to the shortcut key feature for quick access to categorized emails.
Assignment of a shortcut key (Control + F2) for the 'accounts receivable' category.
Renaming categories for better organization and clarity.
Categorizing and renaming the 'monthly accounts payable' file with a new color and shortcut.
Explanation of how to use the 'follow-up' function to flag emails for important tasks.
Demonstration of marking an email as 'follow-up' and clearing the flag upon task completion.
Encouragement to leave comments and subscribe for more Outlook 2016 tutorials.
Teaser for the next video on finding people and filtering emails in Outlook 2016.
Transcripts
hi everybody Welcome To Burn to learn
this is Rod Davis you know there was a
time when you had to label or color code
your files manually so you could find
them at a later time in this video we
will show you how to do all of that in
just a few clicks of the mouse using
Outlook 2016 are you ready let's begin
open Outlook and click on the home tag
and over to the right you will see the
tag section now suppose you open an
email but you don't really have time to
read it because you're very busy what
can you do well let's see what the
unread tag function really can do let's
click on an email let's click on the one
from code academy now remember we don't
have time to read it right now so what
can we do about it first right click on
that email and options appear as you can
see we can scroll down and just mark it
as unread or and what I want to do is to
return to the tags and click on the
unread red tag and accomplishes the same
thing it preserves that email shows it
as unread so that when I have time I can
read
it now we're going to show you how to
use the categorize
button let's go to the business file
that we
have this is what we want to concentrate
on for this section and as you can see
we have several emails here we have a
email concerning quarterly sales another
one SE semiannual purchases and monthly
accounts receivable and monthly accounts
payable let's work with sales let's
click on
sales and then scroll over and click on
categorize
now a color drop- down box appears and
all we need to do is select a color so
for sales let's let's choose red sales
are
hot you know if you have different kinds
of sales and you want to show each type
you can add another color let's say that
this is the sale of of say houses let's
click on categorize again
and choose another color for to show the
sales of Cs let's choose
blue as you can see now two color codes
are indicated for quarterly sales blue
and red we can do as many colors as we
want but that's enough for that one for
the moment let's pick on another one of
these files let's say semiannual
purchases click on it and then click on
categorize
again and we're going to choose another
color since sales was red and blue let's
choose purple for semiannual
purchases and again if you want to
differentiate even further you could add
more colors but let's leave it there at
the moment so now we have have two of
our files colored let's go now to the
monthly accounts receivable
file and click on
categorize and choose another color
let's call this
yellow oh yes let's look at how this all
categories Works click on all
categories as you can see we have
several colors to choose from here here
as
well um let's let's choose a yellow
color for this
one and as you can see over on the right
you can do a lot with this you can
decide on a new one all together you can
rename it you could delete it you can
also uh add a different color if you're
not pleased with the one you have for
example just click on the down arrow for
color and now you see additional colors
if you should need them or want them
let's close that for
now and let's look at a very important
feature called shortcut key let's hit
the down arrow for
that as you can see there are several
options you can control plus F2 3 4 Etc
let's decide to have a shortcut by
choosing control
plus
F2 now as you can see in the window the
shortcut key is indicated for this
category this category being accounts
receivable so when we go into our our
Outlook all now we need to do is click
on contrl F2 and that file appears
automatically when you're comfortable
with it you click okay and then then
it's done or you can rename it let's
click on rename and show how to do
that so let's call it
accounts
receivable and then click on
okay and we've renamed it okay let's now
go to the monthly accounts payable file
click on
that and click on
categorize for that
one let's go to all categories
again and now for accounts pable let's
decide to give it another name so click
on
new let's call it accounts
pable AP for short and choose a color
let's let's change from what we did do
and go to the color
red this is what uh is suitable for
bills and let's give it a
shortcut right now we have none let's
give this one F5 that looks good click
okay and click okay again and there we
have now categorized every one of these
files with a color code very simple to
do just follow these steps we've done
ourselves a tremendous favor in
organizing our files by categorizing
them now when we open our inbox we'll
see that the colors of everything that
we've categorized and that tells us how
to find them we can click on the color
or click on the shortcut and what we're
looking for automatically comes uh to
you so now let's show you how to use the
followup
function let's pick on accounts
receivable let's click on it and then
click on the
followup
okay this is one way when we click on it
it Flags the email so click on flag the
message and there you see a flag appears
there's another way to do this for any
email you can s simply hover over the
flag and click on
it and when you do it is ready for
followup it's kind of like a to-do list
every time you see a flag you know it's
an important item and you need to do
something with it when you have done the
follow-up work you click on the flag
again and a check mark appears
indicating to you that you have done
that work hope this video was
helpful don't forget to leave a comment
below to let us know what you think of
this video also please help us by
subscribing and if you would like to
support burn to learn please visit our
Patron Page by clicking the link
below in our next video we will show you
how to find people and filter emails
using Outlook
2016 thanks for watching see you next
time
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