If you’re like me, you have hundreds of contacts. Sometimes trying to sort through all the clutter can be daunting. Microsoft Outlook offers a great way to categorize these contacts. Categorizing your contacts enables you to sort them into logical groups. For instance, you may want to only view contacts that you work with, or you may want to only see family. It is very easy to do this in Outlook. In order to categorize we’ll need to open up a contact in Outlook. In Outlook 2010 there is a colorful square labeled “Categorize” on the top right corner of the ribbon toolbar. See the picture below.
You will notice that there are several color coded categories listed in the drop down menu. Some of these categories have default labels on them such as Businessand Holiday. The cool thing is you can use these, or you can customize them to make sense to you. Below you will see a picture of the Categorizemenu. At the bottom of the menu you will see an option called All Categories. This is where you click to customize this menu.
When you click the All Categoriesoption you will see the box below. Notice I have selected the generically named “Green Category”. Over on the right side of the window you have the option to rename. I chose to rename this Geeksjust for fun.
Once you have customized the categories the way you want them, you can assign them to your contacts and save them. Now we can view our contacts in categories. If we go to the Viewtab in Outlook, there is a button in the top left corner that says Change View. Below you will see what this looks like. Notice the envelope with the words By Categorywritten underneath. Click this option to view your contacts by category.
Now you can see a list of categories. There is a sideways triangle beside each category. When clicked they will expand to show you all of the contacts that are listed in that category. In the picture below you will see where I have expanded the new Geekscategory I created. You will also notice that each category heading tells you how many items are listed in that category. Another thing to note is that a contact can be a member of more than one category if you so choose. For instance, a personal contact may also be a business associate too. Hopefully you will find this helpful and maybe think of creative uses for the categories in Outlook.