How to Enable Categories in Outlook 365? Step-by-Step Guide

It allows Outlook 365 users to categorize a messy inbox or color-code an unorganized corporate calendar. So, if you’re an IT Administrator assigned to categorize emails, you can use this helpful handbook to sort emails by category in Outlook 365!

How to Enable Categories in Outlook 365? (Classic, New, & Web)

Here’s how to enable Categories in Outlook 365 (Classic, New Outlook, and Outlook on the Web):

In Outlook Classic (Desktop Client)

These are two simple ways to categorize emails in Outlook Classic:

• Via the Ribbon: In the inbox, click on any email >> select Tags group (under the Home tab) >> hit Categorize to select or create a color.
• Via Right-Click: Open Outlook Classic >> right-click any email or calendar event >> hover over Categorize>> select your tag.

Pro Tip: You can tag emails with a single click via the Quick Click hack. Simply go to Tags >> Categorize >> Set Quick Click. And select the most used color category. Now, whenever you click the space in the category columns of your message list, it will instantly tag that item.

In New Outlook For Windows & Outlook on the Web (OWA)

Here’s how to enable categories in Outlook 365 (New Outlook and Outlook on the Web)

• Open Outlook >> right-click an email message.
• Move your cursor over Categorize >> choose your preferred label.

To Manage Complete Master List:

• Go to Outlook >> click Settings (gear icon) in the top right corner.
• Right-click Accounts >> hit Categories.

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Why is Categorize Grayed Out in Outlook 365?

Categorize grayed out in Outlook 365 happens because the IMAP protocol (Gmail, Yahoo) isn’t natively configured to support category metadata properties. And, since these color tags are not syncedto the email server, Outlook blocks the Categorize option and makes it unclickable.

Unfortunately, the majority of the blog posts ranking on Google skip this critical technical reality. Leading to the Outlook issues like “Why don’t categories work in Outlook?”

However, you can force Categories on IMAP accounts. In simple words, you don’t need to switch your complete email ecosystem to an Exchange server just to use color labels.

So, here’s how to force Color Categories on IMAP accounts and enable categories in Outlook 365:

• Open Outlook >> go to the Calendar or Contacts tab.
• Make a faux appointment or fake contact.
• Click the Categorize button >> select all Categories.
• Create custom categories >> Assign Shortcut Key (e.g., Ctrl + F3) to each account >> Save and close.
• Go back to IMAP inbox >> choose an email >> hit the assigned shortcut key (Ctrl + F3).

Now, you will notice that the “Categorize grayed out in Outlook 365” issue is fixed! And you will be able to sort emails in Outlook 365 by sender and date.

Introducing Dynamic Smart Folder: Turn a Color Category into a Smart Folder

Dynamic Smart Folders are the dedicated folders for a specific color category. It allows Microsoft Outlook 365 users to view all emails tagged to a specific color throughout the account in a unified feed.

In other words, every time you tag an item with that specific color, it will instantly reflect itself inside the new smart folder under the “Favourites” option.

So, without any further ado, let’s see how to turn a color category into a smart folder. And, how to categorize emails in Outlook:

• Open Outlook >> go to Settings (gear icon) >> Accounts >> Categories. These steps will open the Master Category settings pane.
• Find the high-priority category (e.g., Urgent Customer Queries).
• Right-click the Star (Favorite) icon (next to category) >> close the Settings.

Under the Favourites (on the left-hand folder navigation pane), you will notice a dedicated folder reflecting that color category.

New Outlook for Windows Categories Missing? Easy Fixes!

“New Outlook for Windows Categories Missing” issue can occur due to the hidden Tags group, missing required permission, or incorrect reading pane settings. So, if you’re struggling with the same issue, check out the queries cited below. It will help you understand the root cause of it and share a quick solution to fix it.

Query #1: Why is my Categorize button missing from the ribbon?
The Categorize button is missing from the ribbon because the Ribbon has been customized. When it has been customized, it may hide the “Tags” group. To fix the Categorize button missing from the ribbon error, apply the easy steps given below:

• Open Outlook >> right-click on empath space on the Ribbon.
• Select Customize the Ribbon >> Add the Tags (Categorize) group back to the Home tab.

Query #2: Why Colors disappear on a Shared Mailbox?
The Colors are missing on a Shared mailbox because of the “Reviewer” permission on the shared account. To access Colors, “Editor” or “Owner” permissions are required! So, request your IT Administrator to upgrade your mailbox permissions to unlock the category sync permissions.

Query #3: How to fix Categories are missing on Outlook mobile?
“Categories are missing on Outlook Mobile” issue happens due to the structural app design limitation. Also, on Outlook Mobile, you can only view color categories on emails, not on calendar events. So, to manage calendar color categories, you have to access the desktop/web client.

Query #4: Categorize menu icon missing on an open email?
The Categorize menu icon goes missing on an open email due to incorrect viewing settings or IMAP profile corruption. You can simply fix this issue and enable categories in Outlook 365 by restoring the default context menus.

• To do so, go to the View tab >> hit Reset view.
  

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Does Switching to Another Office 365 Tenant Delete the Custom Category?

Unfortunately, yes! An Office 365 Tenant-to-Tenant migration completely removes the custom category metadata and sets it back to the default (white). A major bottleneck (issue) for the organizations going through a merger, acquisition, or domain change.

Imagine telling your executive that their color-coded calendars and categorized emails in Outlook 365 are gone forever. Their sheer effort and time were wasted, and they have to start from scratch. It will not only affect the morale of employees but also impede the progress of your organization.

So, what’s the ultimate solution? How can IT Administrators preserve Outlook categories during migration?

By using the SysTools Office 365 to Office 365 Migration categories tool. A most-recommended and reliable software used by Microsoft 365 Administrators to move multiple custom categories during migration.

It is an incredible migration tool with an average rating of 4.9/5.0, purely based on 1540 reviews of IT admins and power users.

It promises a complete, quick, and most importantly, secure shared mailbox migration from one mailbox to another. Including the data from Teams, SharePoint, and personal chat.

And, one of the most-liked features by IT administrators is Delta migration. An amazing feature that can migrate newly arrived items (emails, contacts, etc.) from the source account. Interesting, isn’t it?

So, let’s see how to migrate categories during a migration.

How to Migrate Categories During a Migration: The Best Solution

Step 1: Start by clicking the download button and launching the migration tool.

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Step 2: In the “Source” and “Target” section, choose “Microsoft 365”.

Step 3: Go down & check the Workloads (Email, Contacts, Calendars). Then, apply a date filter >> hit “Next“.

Step 4: Enter “Admin Email” and “APP ID” (In the Source window). Then, hit ” Next” to continue.

Step 5: Add the destination Admin’s Email and App ID (In the Destination window).

Step 6: Now, provide the users (in the Resources Screen). These are the three available options to add users:

• Fetch them directly
• Import from a pomade CSV
• Or, download the blank template >> upload it with your user list.

 

Step 7: Finally, cross-check the arranged user list >> right-click the “Start Migration” button. You can also set a priority to a specific account using the Star option.

Author’s Final Word

“How to enable Categories in Outlook 365?” is one of the most frequently asked queries asked by MSPs and IT admins. Knowing how to enable Categories can help you sort emails by category in Microsoft Outlook 365 (by sender and date).

So, if you’re wondering “How to categorize email in Outlook”, follow the easy methods mentioned in this all-encompassing guide. You will not only find the route to enable categories. But, customizing and troubleshooting categories in Outlook 365 across all versions.

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 FAQs (Frequently Asked Questions)

Q.1 How to enable Categories in Outlook 365?

These are the simple steps to enable categories in Outlook 365:

In Outlook Classic (Desktop Client)

• Via the Ribbon: In the inbox, right-click on any email >> choose Tags group (under the Home tab) >> select Categorize to select or create a color.
• Via Right-Click: Open Outlook Classic >> right-click any email or calendar event >> hover over Categorize>> select your tag.

In New Outlook For Windows & Outlook on the Web (OWA)

• Open Outlook >> select an email message.
• Move your cursor over Categorize >> select your preferred label.

To Manage Complete Master List:

• Go to Outlook >> hit Settings (gear icon) in the top right corner.
• Right-click Accounts >> select Categories.

Q.2 How to categorize emails in Outlook automatically?

To categorize emails in Outlook automatically, practice the easy steps given below:

In Outlook Classic:

• Go to the Home tab >> Rules >> Manage Rules & Alerts.
• Click New Rule >> select Apply rule on message I receive >> Next.
• Set Conditions>> Next >> Assign it to the category.
• Click Category >> select the color >> OK >> Hit Finish.

In New Outlook (Web & Desktop):

• Open Settings (gear icon in the top right corner) >> Mail >> Rules.
• Right-click Add new rule >> type name.
• Set Conditions (under Add a condition) >> Categorize >> choose the color category >> hit Save.

Q.3 How do I create custom color categories in Outlook?
Here are the easy steps to create custom color categories in Outlook:

• Outlook Classic: Open Outlook >> click Categorize >> select All Categories>> Hit New.
• New Outlook: Open New Outlook >> right-click any message >> click Categorize >> hit New Category.

Q.4 How do I make certain emails go to specific folders in Outlook?
By setting a rule, you can send specific emails to designated folders in Outlook. To do so, follow the given steps:

• Outlook Classic:
  • Open Outlook >> right-click an email >> click Rules >> hit Set Rule.
  • Choose Conditions >> Check Move the items to folder (under Do the Following) >> Select or Create New folder >> hit OK.
• New Outlook (Desktop)/ Outlook on the Web:
  • Go to Outlook >> right-click the email >> select Rules >> Create Rules (or click the three-dot menu >> Rules >> Manage rules).
  • Type the name for your rule >> add condition (sender, keywords, or attachments) >> select Move to (under Add an action) >> pick the specific folder >> hit Save.

Q.5 Can external recipients see the categories I assign to an email?
Absolutely Not! Categories are strictly personal metadata inside your mailbox database and cannot be seen by external recipients. So, when you reply to or forward an email, your assigned color categories are automatically extracted.