1 00:00:00,05 --> 00:00:02,05 - [Narrator] In Outlook, categories cross 2 00:00:02,05 --> 00:00:04,05 all the applications. 3 00:00:04,05 --> 00:00:06,02 The same categories list is used 4 00:00:06,02 --> 00:00:10,03 in the calendar, in email, in contacts, and so on. 5 00:00:10,03 --> 00:00:13,09 But I love categories in my calendar. 6 00:00:13,09 --> 00:00:17,00 I can assign multiple categories to any Outlook item. 7 00:00:17,00 --> 00:00:19,06 For example, if I create a meeting that has something to do 8 00:00:19,06 --> 00:00:23,01 with a budget, I can assign a budget category 9 00:00:23,01 --> 00:00:26,00 but I can also assign a project name category 10 00:00:26,00 --> 00:00:29,00 if it's about the budget for a particular project. 11 00:00:29,00 --> 00:00:31,00 Outlook comes out of the box 12 00:00:31,00 --> 00:00:33,04 with built-in categories like orange category, 13 00:00:33,04 --> 00:00:36,06 blue category, yellow category, and so on. 14 00:00:36,06 --> 00:00:39,09 And we modify these categories by changing their names 15 00:00:39,09 --> 00:00:42,05 but we can add more categories. 16 00:00:42,05 --> 00:00:46,00 And when we sort and filter by category, 17 00:00:46,00 --> 00:00:49,01 Outlook uses the text associated with the category, 18 00:00:49,01 --> 00:00:50,08 the actual category name, 19 00:00:50,08 --> 00:00:53,04 so it's perfectly fine to have three 20 00:00:53,04 --> 00:00:55,08 or four categories that all use the same color 21 00:00:55,08 --> 00:00:58,08 if that's a help for your organizing. 22 00:00:58,08 --> 00:01:00,07 To get to the categories dialog box, 23 00:01:00,07 --> 00:01:03,05 I just need to have any Outlook item selected. 24 00:01:03,05 --> 00:01:05,00 So I'm going to create a new meeting 25 00:01:05,00 --> 00:01:07,03 on Tuesday, August 1st at 10:00 a.m. 26 00:01:07,03 --> 00:01:09,07 I simply select it here in the calendar 27 00:01:09,07 --> 00:01:14,09 and add a title and this is going to be a budget meeting. 28 00:01:14,09 --> 00:01:16,08 If I have people I want to invite, 29 00:01:16,08 --> 00:01:19,02 I simply add them in here. 30 00:01:19,02 --> 00:01:24,01 There's Reggie, but I also need Charles. 31 00:01:24,01 --> 00:01:25,08 Outlook's looking at their calendars 32 00:01:25,08 --> 00:01:27,02 and finding suggested times, 33 00:01:27,02 --> 00:01:29,07 says everyone is available at 11 apparently, 34 00:01:29,07 --> 00:01:33,05 not necessarily at 10, so I will try 11 o'clock. 35 00:01:33,05 --> 00:01:35,02 Notice that that shifts. 36 00:01:35,02 --> 00:01:37,00 I can add a room or a location. 37 00:01:37,00 --> 00:01:40,07 This is not a Teams meeting, it's an in-person meeting. 38 00:01:40,07 --> 00:01:43,09 Now I can click more options 39 00:01:43,09 --> 00:01:47,04 and have access to my entire ribbon. 40 00:01:47,04 --> 00:01:49,05 And what I'd like to do is categorize this 41 00:01:49,05 --> 00:01:52,05 as budget and finance. 42 00:01:52,05 --> 00:01:55,03 Now this is a category I created previously. 43 00:01:55,03 --> 00:01:57,04 It's got a green color to it. 44 00:01:57,04 --> 00:02:01,01 It's a meeting so Outlook AI says, ah, it's a meeting. 45 00:02:01,01 --> 00:02:03,04 I'll put a couple of conversation bubbles 46 00:02:03,04 --> 00:02:06,06 to be able to display that that's a meeting on the calendar 47 00:02:06,06 --> 00:02:09,09 and if I wanted to add more information, I could. 48 00:02:09,09 --> 00:02:11,05 If I wanted to add another category, 49 00:02:11,05 --> 00:02:12,04 I can do that, though. 50 00:02:12,04 --> 00:02:14,06 I already have budget finance. 51 00:02:14,06 --> 00:02:17,02 I'm also going to add planning 52 00:02:17,02 --> 00:02:20,08 and now I have budget finance and planning, both categories. 53 00:02:20,08 --> 00:02:23,09 So if I were to search for this particular meeting, 54 00:02:23,09 --> 00:02:26,03 I could search for either the budget category 55 00:02:26,03 --> 00:02:27,09 or the planning category. 56 00:02:27,09 --> 00:02:30,03 That would work just fine. 57 00:02:30,03 --> 00:02:32,06 When I'm all done, I'm going to simply send this 58 00:02:32,06 --> 00:02:36,03 and it appears here on my calendar with the icon 59 00:02:36,03 --> 00:02:40,01 and it shows that I am the owner of this particular meeting. 60 00:02:40,01 --> 00:02:41,09 When I first started using categories, 61 00:02:41,09 --> 00:02:43,06 I went crazy with them in my calendar, 62 00:02:43,06 --> 00:02:44,08 and my calendar is full 63 00:02:44,08 --> 00:02:47,05 of colors that provide meaning for me. 64 00:02:47,05 --> 00:02:49,05 I was not so hot on using categories 65 00:02:49,05 --> 00:02:51,09 in my inbox until I realized the power of search 66 00:02:51,09 --> 00:02:56,05 because categories are, in fact, like hashtags for email. 67 00:02:56,05 --> 00:02:58,08 If I assign a category in an email, 68 00:02:58,08 --> 00:03:03,00 it's easy for me then to search for that category later on. 69 00:03:03,00 --> 00:03:05,08 Categories provide an Outlook-wide organizational 70 00:03:05,08 --> 00:03:08,08 method that is visually appealing in the calendar 71 00:03:08,08 --> 00:03:12,00 and powerful for search everywhere in Outlook.