Categories and flags are not available in all of my folders in Microsoft Outlook. I can use categories and flags on mail in my POP3 account but categories are not available in my IMAP account and flags are limited to one flag, no reminder. Why?
The IMAP protocol doesn't support the Category and Flag properties on messages and assigned categories and flags are not synced back to the IMAP server. If you need to use categories, you need to use a POP3 account instead or move the messages to a local pst file. In place of flags (and their reminders), drag the message to Tasks (or Calendar) and set the reminder.
If using IMAP is a requirement, you can either move the mail to separate folders to separate it or use Automatic Formatting (Conditional formatting in Outlook 2010) to highlight messages meeting specific conditions. If you need reminders, drag the message to the Tasks folder and create a task with a reminder.
Categories and Flags in Outlook 2013 and newer
If having special "this computer only" folders with reduced capabilities in Outlook's IMAP accounts isn't bad enough, I'm left scratching my head when I look at the half-removed Flag and Category features users have come to expect in Outlook. There is no reason why full flags and categories shouldn't work in an ost file, but users are stuck with the IMAP implementation, where flags are limited to on or off and the Categories button is non-existent.
Whether you can add a category to an appointment or contact or add a category or reminder to a task depends on what view you are using and whether you know all the right tricks.
The category picker is missing from appointments. But you can add categories if you assign keyboard shortcuts to at least one category and apply it. Once you add a category to an appointment, you can open the category MRU by right clicking on the category bar in the open appointment.
In Contacts, all of the flag options are available. The keyboard shortcuts work for categories and as with the other Outlook items, once a category is applied, you can right click on it and make changes. You can even add categories from the options dialog (File, Properties). Yes, in the wacky world of Outlook 2013 IMAP accounts, the category picker on the Options dialog is disabled on mail, appointments, and tasks but it works on Contacts.
A user discovered the trick to creating full reminders and color categories on tasks: select more than one. When you right click on one task, you'll get the short IMAP version of the context menu, with options to Flag, Mark Complete, or Delete. The only option for Categories is Clear All Categories (when you click on the Category column). Select 2 or more tasks and viola! The full flag and category menus appears on the context menu. In an open Task, the Categorize button has one option: clear all but keyboard shortcuts will add categories… and yes, the full category menu is available on the right-click context menu.
The user went on to add "My solution right now is to just have a "dummy" task that I can select with the other tasks I want to change, but it's a pain to work around a bug like this, especially since Microsoft is expecting me to pay monthly for the software."
Flags with IMAP accounts
When an IMAP account is configured in Outlook, there is just one option for flags: either flagged or not flagged.
You may occasionally receive an error message when flagging items in IMAP accounts. This error is because Outlook is syncing with the server. Select a different message then switch back to the original message and you should be able to flag messages without error.
The operation cannot be performed because the message has been changed
If you need to set a reminder, drag the message to the Task folder to create a task.
Using Categories with IMAP Accounts Workaround
These instructions are for Outlook 2010 and below or Outlook 2013 and newer when you have a separate pst file for calendar and contacts, in addition to the IMAP data file. Use the instructions in the next section when you use only the IMAP account and use the 'this computer only' folder for Calendar and Contacts.
While you can't change how flags work (except by moving the mail to a local pst), it is possible to trick Outlook into letting you add categories to IMAP messages.
The easy way:
- While viewing a folder in a data file that supports categories, expand the Categories button and choose All Categories to open the Color Category manager.
- Add keyboard shortcuts to your categories. Since you are limited to 10, start with the most frequently used categories.
- Select (or open) the message and press the shortcut. Yes, the shortcuts work on IMAP messages.
If you need to assign a category that does not have a keyboard shortcut assigned, add a category using a shortcut then open the message and right-click in the category area above the subject field.
Choose the category from the list before removing existing categories from the message.
In most cases, the category name will "stick" and sync to other computers running Outlook. However, colors are per message store so each computer will have it's own list of colors. How to Upgrade to Color Categories has instructions on how to quickly add categories to your master category list.
View the Categories in the Message List
The default IMAP view removed the Categories column from the message list view but you should see the category in the Reading pane or in opened messages. To see the category colors in the message list, you will need to customize the view.
- Switch to the View tab.
- Click View Settings button.
- Click Columns.
- Select Categories, click Add.
- Move Categories up or down to place it just after Subject.
- Close dialogs.
Outlook 2013 and newer with only the IMAP data file
The instructions above are for IMAP accounts in Outlook 2010 and below, or when you have a .pst file in a profile with an IMAP account in Outlook 2013 and newer. When you don't have a .pst in your profile (and are using the 'this computer only' folder for Calendar and Contacts), you can set up category shortcuts using these steps:
- Open a new Contact (or Appointment form) and click it's File, Properties button. Note: this only works on new items. After you save and close the item, the category button is disabled.
- Click on Categories at the bottom then All Categories. (This only works on new contacts, appointments, and tasks. After the item is closed and reopened, the category button is disabled.)
- Set up some categories and assign keyboard shortcuts.
- Close the dialog.
Now you can use the shortcuts to assign categories to email, appointments, and contacts. After you add a category to an item, you can right-click on the Category InfoBar (see screenshot in previous section above) and select other categories.
Add Category Field to the View
You can customize the Message list view and add the Category field to the view. However, this only allows you to use the quick click category. You can open the message and right click on the category bar to select more categories.
Using Category Shortcuts Video Tutorial
Use VBA to Display Category Options
Paste this into the VB Editor and add it to the toolbar or ribbon. Click the toolbar button to open the Category dialog. Add it to the QAT, ribbon, or toolbar. This works with messages or other Outlook items selected in the list views or opened in a new window.
Public Sub CategorizeIMAP()
Dim sel As Outlook.Selection
Set sel = Application.ActiveExplorer.Selection
If sel Is Nothing Then
Exit Sub
End If
Dim obj As Object
Dim selCats As String
Dim gotCats As Boolean
For Each obj In sel
If Not gotCats Then
obj.ShowCategoriesDialog
selCats = obj.Categories
gotCats = True
Else
obj.Categories = selCats
obj.Save
End If
Next obj
End Sub
Adding Categories to Opened Items
This simple code can be added to the QAT, toolbar, or ribbon of any Outlook form. It only works on opened items but will work on recurring appointments.
Add the following code to the VB Editor and then add a button to the QAT, Ribbon, or Toolbar of any Outlook form. Click the button to open the Category dialog.
This code does not work with selected messages in the message list, you need to open the message (or other Outlook item) in a new window. This macro will work with recurring appointments.
Public Sub ShowCategoriesDialog() 'by Michael Bauer 'http://www.vboffice.net/en/developers/assign-email-categories-before-sending Dim Item As Object Set Item = Application.ActiveInspector.CurrentItem Item.ShowCategoriesDialog End Sub
This version of the macro will work with either an opened item or a selected item. (If you select more than one item, it only works on the first item.)
You can use this macro as you create items or use it to add categories later. It will work with recurring events.
It only works with the opened or first selected event; it does not work on multiple selections.
Public Sub CategorizeIMAPItems()
Dim objApp As Outlook.Application
Dim Item As Object
Set objApp = Application
Select Case TypeName(objApp.ActiveWindow)
Case "Explorer"
Set Item = objApp.ActiveExplorer.Selection.Item(1)
Case "Inspector"
Set Item = objApp.ActiveInspector.CurrentItem
End Select
If Item Is Nothing Then Exit Sub
Dim obj As Object
Dim selCats As String
Dim gotCats As Boolean
With Item
If Not gotCats Then
.ShowCategoriesDialog
selCats = .Categories
gotCats = True
Else
.Categories = selCats
.Save
End If
End With
End Sub
How to use macros
First: You will need macro security set to low during testing.
To check your macro security in Outlook 2010 or newer, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.
After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.
Open the VBA Editor by pressing Alt+F11 on your keyboard.
To put the code in a module:
- Right click on Project1 and choose Insert > Module
- Copy and paste the macro into the new module.
More information as well as screenshots are at How to use the VBA Editor
Tools in the Spotlight
Category Manager allows sharing of color categories; it adds a sidebar to the folder view as well as opened items, in which you can group your categories and assign them lightning fast; and it adds a reminder, which optionally prompts you if you forget to assign a category. Version 3 |
Tools
BrittANY says
DIANE YOU HAVE SAVED MY WORK EMAIL! THANK YOU THANK YOU!
Wolfgang says
If the IMAP protocol doesn't support categories then how does Thunderbird do it? In Thunderbird I can completely customize Tags (same as categories in Outlook) to the yin yang as well as create tons of new ones for IMAP email accounts. Also, the work around instructions above for categories re: IMAP don't seem to apply to Outlook 2021. I don't see a "Properties" button option anywhere in 2021. Thank you. Your updated info is much appreciated.
Diane Poremsky says
Outlook 2021 has properties - on the File tab. also under Options (called Options there - but only for new calendar & contacts. )
Do Thunderbird categories sync back to the server? Outlook's categories did not and users were confused so Microsoft removed the capability.
Wolfgang says
Thanks Diane, but I'm confused. I'm talking about the Mac version and I don't see properties under the file tab as you've outlined in your response nor do I see Options anywhere. Also, I've been using the latest Thunderbird Mac and with IMAP emails you can customize Tags and attach them to emails just like categories in (non IMAP) Outlook emails. I don't care if they sync back to the server. All I care about is being able to attach tags to emails so my life is made easier trying to search for similar or the same emails in the same category. What am I missing?
Diane Poremsky says
The workarounds in this article are for classic Outlook for Windows. I'll check on my mac, but I don't think there are any tricks you can use to make categories work in it.
Viktor says
Thanks a lot to You for these article! Microsoft make our life harder, but thanks to You we save time - and spend saved time to enjoy out life! thnx one more time!
Jana says
Thank you so much for this guide. Now I can have the colour categories in my work e-mail.
Shayne says
Hi There,
we are using outlook 365 app and when we add new categories they are not showing the Message preview untill we close and reopen outlook.
Is there a fix to this it has only just started to do this over the last week
Arjun Kochhar says
Hi Diane,
I just shifted to Outlook 2016 now with an IMAP account and I have imported my old pst file (with emails and tasks).
And while all my emails have synced, may tasks are not syncing from outlook to my email server.
But the main problem is what I'm having with is the way my tasks are working in outlook:
1) Once a right click a task it only shows flag message, mark complete and clear flag- previously it gave me many options for changing dates etc.
2) I cannot even drag and move a task up and down from the task list.
Please can you help in solving this problem.
Diane Poremsky says
1. This is a limitation of IMAP accounts. They don't fully support flags, so you only havd flag on, flag off.
2. This is due to the view you are using.
https://www.outlook-tips.net/tips/tip-drag-reorder-todo-list/
Actual tasks do not sync with IMAP accounts. they should be in a folder named 'tasks (this computer only)'
David McAlister says
Another method seems to have worked so far. In Outlook365 email, I do a Search for a particular sender's email address. When the list of emails from and to that sender comes up, I apply a Category, like "Medical." The categories SEEM to stick, although it's a little flaky. I do the same in Calendar. When I search for a recurring appointment and the list of occurences comes up, Outlook lets me assign a Category, like "Bills." In the past, the categories have all disappeared when I did a Sync with my Google calendar. But using this method, the categories and their colors seem (again: seem, again: so far) to stick.
Lisa E says
Yes!! I'm so happy I found this article! I'm in the same boat as another commenter--I use Gmail and Outlook, and first Gmail forced me to upgrade to Office 2019 because of the additional security required; then they forced me to switch to IMAP, and then I found I couldn't use my beloved color categories. The procedure with IMAP only data file worked like a charm. I don't use Contacts, but so what? It worked! Thank you thank you thank you!!!
Faye says
Diane, this is so wonderful, you is VERY clever!
I use Outlook 365 for my day-to-day email. I have just had to change from POP to IMAP due to Gmail being a dick and 'Lo' not able to use 'categories', which I need so my less computer savvy husband can look to see what's printed, paid, pending, completed etc. Now after following your clear and pictorial instructions we now have our colour codes in the main body of the email and also in the message list again. (This woke me up last night trying to figure out all scenarios...hate that)
One little thing which I may have missed but made the world of difference is you need to have your 'F-Lock' Key turned on. I keep mine off mostly for doing screenshots (Prt Scr + Window key).
Any way grateful thanks, I truly am just over the moon, hate it when a computer tells me 'No'.
Faye
Don Pinkleton says
Thank you, thank you, thank you!
At least I now have a workaround for IMAP/SMTP email protocol Outlook 2021 calendar categories (which MS disabled in their "improvements.")
A kind Dell support tech showed me how to create the keyboard shortcuts, but I couldn't figure out how to use them in calendar.
You're the only one who gave me something I could follow on this issue.
Blessings be upon you, your camels, sheep and children!
Gary Reed says
Hi Diane. How clunky can Microsoft get? Setting a date&time to follow-up an email you are sending (or have sent) is fundamental to communications - business and personal. If the email is dragged to the Task folder, you can set the reminder date&time. However the original email is then no longer in the email folder (and you cannot copy it back) so you have lost the record of sent/received emails. Copy the email (rather than move it) keeps the original Email and gives you a Task with date&time reminder. As Sargent Schultz said in Hogan's Heros "Very interestink but schtupid"
Diane Poremsky says
>> How clunky can Microsoft get?
Probably not a question you want to ask them. :)
>> However the original email is then no longer in the email folder
Right-click Drag to make a copy.
It's only an issue with IMAP accounts because the properties are not supported by most IMAP servers.
Thomas Chisangwi says
Hi Diane, please assist me. I have a group email in my accounts department with four users on it. They are all on Office 13, the point is i tried to run Categories to a point where one actions a mail and categorize it with their chosen color. It should alert or appear to the rest on the users in group mail that the request was auctioned with by a certain user with that specific color.
This has failed to show to the rest of the group, only applies/appears to the user that has auctioned only. Is IMAP able to support fully on group email categories?
Please assist.
Thomas
Jan Otnes says
Hi, Diane. i am looking for a system with Imap that can allow two users to answer emails, and mark the emails with personal color or marks, so both can see which one of the emails the other person has answered.
Is that possible in 2016/2019 Outlook or any other email program? Kind reg. jan
Diane Poremsky says
That is not possible with IMAP accounts in any version of Outlook. Categories do not sync to the server, so the other person will not see them. Sorry.
Dana says
Hi Diane
Having a strange thing happening. I have used this category workaround for a few years now (thank you!) with Outlook 2013. I have several IMAP accounts so several inboxes and I have been able to add categories to incoming emails at will using shortcuts... until yesterday. Now, I have one particular account that does not respond to shortcuts at all. I cannot assign them. Is there something in a single IMAP account that could be preventing this from working when it still works on other accounts' messages in the same Outlook? How could this affect only one of my IMAP accounts? Any insight would be appreciated!
Frustrated Outlook user says
Hello - with Office 365, with multiple accounts (exchange, IMAP, POP3) I cannot categorize email on the IMAP account (Nov. 2019)
A comment below states that this problem was fixed with Office 365. Is that true, and if so, is there an easy way to restore normal categories (i.e. using the same categories in the same "normal" way across all accounts). Or, do you still have to use special tricks such as the "shortcuts" trick noted below, to get (at least some of) your categories to work with IMAP accounts?
Diane Poremsky says
no, its not true - if you use imap and have the imap data file set as default, you won't have the full use of flags and categories.
Frustrated Outlook user says
Thank you so much for your invaluable knowledge and quick response!
Brian Kelly says
Thanks as always. I fumbled for (only) 20 minutes reading pointless MS articles then came here. Your site is my go to for all things Outlook.
Mick says
I just installed the latest Office 365 update and this problem has been fixed! The color category shortcuts (Ctrl+Function keys) feature for Outlook is back. Office 365 update is Version 1902 Build 11328.20146.
Happy.
MK Holmes says
Same question--I will wait patiently for the next update! Your insights, advice, and tutorials are without a peer!
:: MKH
Diane Poremsky says
The shortcuts should be fixed at the end of Feb.
Chad says
Diane,
I am currently using Office Home & Business 2016 with an IMAP account. I recently used your “Outlook 2013 and newer with only the IMAP data file” workaround to gain access to the category feature and it worked perfectly! Except after about a month of the category feature working just fine, now when I try using my shortcuts to categorize an email it does nothing. Seems like over night it stopped working...Could you please help me with this? Thank you!
Diane Poremsky says
It was overnight. :) The last office update broke shortcuts, the next one should bring them back.
https://www.slipstick.com/outlook/category-shortcuts-dont-work/
Mick says
Diane, any idea when this will be fixed??
I have the same problem... 365, IMAP, this computer only.... and suddenly I can no longer assign color categories to contacts and appointments using CTRL+F# shortcut. All of my previously-assigned categories are there but I can't assign new ones! Desperately need this to manage my work. Please tell me MS is going to fix this SOON.
Diane Poremsky says
The broken shortcuts should be fixed at the end of the month. I believe its set to be released on the 26th of Feb.
https://www.slipstick.com/outlook/category-shortcuts-dont-work/
charles says
please update for Office 2016 / 2019
Diane Poremsky says
It's the same in 2016, 2019, and 365.
Athena Pantekoek says
Thank you for these instructions. I have a new client who wanted to use the color flags or categories on an IMAP email, I am I have worked for several hours with instructions that just say it should work. Thank you for both explaining that it doesn't work with the IMAP in Office 2013, and for the workaround. This likely save the new client for me. You also work with another client of mine- and have always provided great service.
Paul says
In Outlook for Mac (Version 15.37), how can other users on their Mac see the category colours i have assigned to emails??
Diane Poremsky says
It should be like it is on the windows version - they can see the category name (in open message), but the color will be white. They need to have the category in their category list to see colors, and will see the colors they set, not yours. They would need to be owners to see the colors.
Jason says
So if they make the same category names and choose the same colors I do, someone else on their computer on the account can see the color categories I choose in the list pane of the emails after they add the category column? Or will it only show when they open the message?
Diane Poremsky says
It will show in the category column too.
Anne Brown-Robins says
I'm very disappointed about the loss of Categories and Flags in 2016 as they are absolutely key to my "Time Management" advice to learners at the Community College where I teach. I've successfully created the Categories QAT button (although explaining it away is going to be a challenge) - is there an equivalent for Flags?
Diane Poremsky says
Are you using an IMAP account? Categories and Flags should work "correctly" in pop3/pst and Exchange accounts (Outlook.com can be added as exchange in outlook 2010 and up), with the categories available on the Home ribbon or on a right click of a message.
Flags shouldn't have any change - but in imap, they are flag on, flag off only. pop3/pst and exchange offer the full range of flags.
Anne Brown-Robins says
Diane thank you for your amazingly fast response (and with the time difference too!!).
I can only assume it is an IMAP account as the "symptoms" are as described in this article. It came as a rude shock to find the Categories "missing" and a good 45+ mins of my lesson plan (designed at home with a POP3 account) completely thrown. The problem is I haven't got much say over the policies/setup of the system which is shared by a variety of learners/communities), however I will enquire whether POP3 is feasible.
Tom J. Weber says
Hi Diane,
Can you offer a solution to why in Outlook 2016 for Mac, not all my categories show up in the side bar? I have many contacts under several categories for whom the categories show up when you open the contact but not on the side bar. So the result is that I cannot show a group of contacts in any of the categories that don't show up on the side bar.
Diane Poremsky says
Open the category dialog and click 'show in navigation pane' (Sorry I missed this earlier. )
Ryan Strobo says
Hi Diane,
Thank you so much for this post! So helpful!! Followup question - is there a work around to then sort by category? I've set up my categories but I like to sort my inbox accordingly. Thanks!!
Diane Poremsky says
Sorry, you can't sort by categories, at least not in the normal sense of 'sorting'. You can group by categories (and sort the groups).
Max Karani says
Thank you for some very useful information. I really don't understand MS mind in changing the way categories were before. Having a contact database with easy access to categories is key!
Juan Lara says
Hi Diane,
thanks a lot for this information. My question is about to make Categorize windows bigger in order to see more options to choose manually and avoid scroll down. Is this possible?. Another thing will be to have this screen separately so you can access it whenever you want.
Thanks in advance for your help. I googled about it with no success.
Diane Poremsky says
No, it's not possible with the native outlook features but there are category addins that might work for you - at least one adds a pane to the right of the reading pane with the entire category list in it. Check out the list in Tools.
Tsudoi says
Hi Diana, this is so great. Thanks for your explanation.
Do you know how it is possible to make it visible to see from Reading Pane?
I can only seem to see categorized emails when I Search for Categorized Items. I would like to be able to easily see it from very front page in the Inbox. Do you know any ways to do it?
Diane Poremsky says
The categories should show in the actual reading pane on the selected item - to see the colors in the message list, try adding the categories column to the view. Out the categories column right after the subject column and it will show in the compact view.
(I updated the article to include instructions.)
Eleanor says
I'm working with outlook 2016 and none of the workarounds work - if i try the contacts one, the categories button is greyed out and unusable. Any advice?
Diane Poremsky says
The only one that works in Outlook 2016 now is the macro to bring up the dialog. (It worked when i last checked a few weeks ago.)
Eran says
hi Diane, I used the macro code above and it's working just great except the fact I can't assign color categories to series events on the 2016 outlook calendar. help?
Angus Kennedy says
Hi Diane, sorry if this question is off topic but you seem to know what you're talking about! I just want my inbox to show total messages instead of unread. I've googled several versions of my question and all I can find is to right click and then change through properties - problem is when I right click on the inbox (or any folder) the drop down does not have properties as an option. All it has is: create new subfolder, rename, delete, empty folder, remove, mark all as read.
Diane Poremsky says
this is outlook.com? Those instructions are for Outlook desktop. I don't see an option for that in outlook.com options - https://outlook.live.com/owa/?path=/options/mail
Angus Kennedy says
Yes, it's outlook.com...thanks, Diane, I'll search for a solution using outlook.com. Sorry to bother you, have a great evening!
Diane Poremsky says
I suspect there isn';t a solution at this point in time. :(
Hank Moore says
Hi Diane, novice here. I have 365 with outlook 2016 and two imap accts as well as a pop acct. I'm sorry if it's already been addressed but I couldn't see any postings from users with 365 and outlook 2016. I use the heck out of categories for my contacts and am lost now without them. How can I get the ability to assign categories to my contacts?
Diane Poremsky says
Keep the contacts in the POP account's data file (set it as default data file), not one of the iamp data files. you should never use the folders labeled 'this computer only' as they aren't backed up and you risk losing your data.
Karen Schroeder says
Thank you! I just switched from Outlook 2007 to Outlook 2016. I was astonished that Categories weren't an option for appointments. Your advice for using keyboard shortcuts to Categorize appointments works beautifully.
Since Microsoft neglected to have this feature easily accessible, I am grateful to have an alternative. It is so much easier to look at my monthly calendar view with different colors assigned by Category.
Thank you once again!
Jeremy says
Brilliant advice on using keyboard shortcuts to categorize IMAP messages in Outlook 2010. Works a treat - would never have guessed this method. Many thanks.
marty says
Diane, I'm an outlook power user. I have 2,800 contacts and each contact has at least 1 and in some cases up to 5 categories assigned to it. I probably have a total of 40-50 categories assigned to these 2,800 contacts. I recently left my job and these categories are the life blood of my profession. My former employer gave me a pst file with my contacts. I purchased a new desktop with Windows 10 and outlook 2016. I also use an iPhone 6 and downloaded icloud for windows. When I sync icloud with outlook, i get all of my contacts and the categories come over with them; HOWEVER, when I click on the Categorize list after opening a particular contact, the selected category reads "not in master category list". I can then retype that category name as a new category and the "not in master category list" message goes away; HOWEVER, when I then click out of the specific contact and go back to the contacts home page and try to view by categories (which is how I ultimately use the function), the categories icon is faded and not selectable. I'd like to engage you, if possible, to help me? I've been working on this for over a month, am losing my mind, and you appear to be the expert! Thanks Marty
Robert says
I have found a work-around that is fairly straight-forward. See if this helps:
From any appointment, click:
- the View tab
- View Settings
- Conditional Formatting
Then add a rule, give it a name, set the color and set the condition. It isn't exactly the same as the legacy Categories system, but it works. For example, I now put a question mark in all proposed or place-holder events. I added a rule that colors red every event on my calendar that has a '?' in the subject. I have added similar rules for travel and meetings with certain personnel or companies.
I hope this helps.
Mike says
I am using outlook 2010 at my company and just starting to move from a folder based organizational system to a category based one. I set my categories up and have been assigning them to the items in my inbox and that has been working perfectly; from here I have been moving them to folders in my personal archive... No problem and the categories have been transferring with the emails. The problem is when I go into my personal archive to assign categories to old email, my category system (the unique categories that I created) are not available via the category drop down menu. How do I sync these categories between the inbox and the personal archive... Or is this even possible.
Thanks!
Mike
Sharalyn Ayers says
What is REALLY stupid... I thought maybe the categorize was NOT compatible with the IMAP function changing the category in each location, but it is. You can still use category if you have a pop3 account in your outlook. Move the email to the pop3 account, categorize it, then move it back to the IMAP account. The color coding stays with it and flows into all locations. We need this function to identify who is assigned which job. It helps us to avoid duplicating work! REALLY STUPID that they removed it from IMAP.
Diane Poremsky says
Use a macro to set the category instead of moving the message back and forth.
The reason categories are not supported in IMAP is because IMAP servers don't support categories and they can be lost on a re-sync and not available on other computers that open the IMAP account in outlook.
Harold says
How to set different flag colours for emails & tasks in an exchange acct-outlook 2010?
Diane Poremsky says
Colored flags are no longer available - Outlook went back to using the traditional red flags and the colored flags were replaced by color categories.
Len R says
I use Outlook 2013, Windows 8.1 (64-bit HP), Google Contacts and Calendar. I tried your method in the video for IMAP, but there is no "Categories" button on Contacts from which to start the process with shortcuts. Is there another way? Thanks. I am a real novice.
Diane Poremsky says
Are you using the contacts in a folder with the label 'this computer only'? Because that is in the IMAP data file, categories are not supported. If the Contacts folder is in a pst file, you would have the categories button. Use the macro and add a button to the ribbon.
Shorts says
Does this work with group mail box via Google Mail IMAP? where all the users who connect to the group mail box see exactly the same flags applied to each email? As this doesn't sync with the hosting server I am assuming not.
Diane Poremsky says
If the IMAP server syncs the flags and categories properties, they will show up on all outlooks that open the mailbox - some IMAP servers do, most do not, that's why they removed the ability to add categories (easily).
David says
Outlook 2013 - I have noticed that some of my flagged email messages in my IMAP (hotmail) account show up in red font. I realized this was because of conditional formatting recognizing the email as "past due". The thing is, I never set any due date for these emails. Note that only some of my emails are doing this - most of them just remain with the normal font indefinitely.
How is this happening? Is there actually a way to set a due date for flagged emails? There must be since somehow Outlook is reading a date. This would be a useful thing to set.
Diane Poremsky says
Is it set up as IMAP or as EAS? Did you set due dates in outlook.com?
The accounts are moving to Office 365 hosting - this means an Exchange mailbox. Once the account is moved, if you add it back as an Exchange account you'll have full Outlook features, including the ability to use all of the flags.
Jozsef says
Hi. Is there a way to migrate Outlook 2016 to new PC in the way that the person can continue where he left off, without looking emails and assigned categories, flags etc to the messages? With IMAP account (means ost file). Thanks!
Diane Poremsky says
No. You can't move or reuse an ost file, so if the server doesn't sync the properties outlook added, they won't be downloaded to the new computer.
If you just need the category list, you can use a macro to export it and import it. [post2post id="20764"]
Erik says
One of my users can see the categories marked correctly in the preview window, but when she goes into the inbox it is not. She closes Outlook and then reopens. Once that is done, it is all correct. I've tried rebuilding the ost and even the whole profile.
Diane Poremsky says
In what way or they incorrect? What version of Outlook? Because they are wrong in the message list, I'd try resetting the view on the folder.
Erik says
We have Outlook 2013 through 365. The emails that show in a category in the preview show as uncategorized in the inbox..... until restart.
Diane Poremsky says
So the message is losing the category? I've seen categories drop from the master list when there were more than 1000, but it should always stay assigned to the item (with no color assigned).
Did you try resetting the view on the folder?
Greg says
My co-workers color categories pop up on my calendar items when they add categories to a meeting occurence that they are included on. Is there a way to prevent others categories from populating on my calendar? I do calendar exports to track work time and having to clear their categories off each time is tedious.
Diane Poremsky says
You can try settings a rule to remove categories on all incoming items - not sure it will work though.
web user says
Yes. I am using the Google Apps Sync utility found here https://tools.google.com/dlpage/gappssync. It's wonderful. I am able to using all of the functionality of Outlook without limitations.
web user says
The idea that the IMAP protocol doesn’t support the Category and Flag properties on messages in Outlook is not entirely true. I use Google Apps for Business and my email is IMAP. The categorize and flag properties work with no problem at all in Outlook.
Diane Poremsky says
Are you using the sync utility? That adds some capabilities not found in many imap servers. Outlook flags are stars in Gmail and Categories aren't visible in Gmail but are stored on the message and are visible on other computers.
Barry Graham says
I was going to say that I also thought that the Google Apps Sync was the answer to all the issues. Then I deleted an e-mail in Outlook and found that it also deleted it on the gmail server. That's not what I want, it's not what happens with gmail in Outlook using POP or IMAP, it archives the message. So unless you know differently, it seems the only way to archive a message is to actually move it in Outlook to the archived messages folder. This is not as convenient as hitting Delete. I can't believe it works this way, since Google's philosophy is to archive by default.
Diane Poremsky says
I'm surprised that is happening. Did you confirm the google settings are to archive deleted mail? Log into your mailbox at gmail.com and check the options.
Richard says
Hello Diane, I have a situation where when I flag a message then close and re-open outlook the message gets unflagged. This is an imap account. Any way to correct this?
thanks.
Diane Poremsky says
It's possible that it is resyncing from the server when Outlook opens it - the flag is not uploaded so it downloads the unflagged copy. Does it happen to all messages or just some? If so sync (do a send and receive) after flagging the message, does the flag stick?
Which version of Outlook do you use? It might help to delete the imap data file and let outlook create a new one.
Linda V says
we have just converted to Office 13 from 7 (and previous version before that) somewhere in that legacy, my profile inherited a stack of categories which I have to trawl through to reach the ones I use. I have tried deleting - but they stay on the list. Is there a way to edit the list so it only shows the ones I use. My IT support staff are vague on this problem.
Diane Poremsky says
Are they coming back as 'not on master list'? You need to remove the categories from the messages and other outlook items that have the category assigned. Otherwise, they can get added back on the master list. Create a search folder for By Category - collapse all groups, the select a category group that you want removed and click Categories > Clear all. Repeat for each category. If contacts, tasks or appointments have categories, group by category in those folders and remove categories you want removed.
Mary says
It's an aol account, which I believe is an IMAP account. I need idiot proof directions. Thank you for your help.
Diane Poremsky says
When you use Outlook 2013 and only the IMAP data file, the macro might be the best option. You can try this: open a contact (new or existing) and click it's File, Properties button. Click on Categories at the bottom then All Categories. Set up some categories and assign shortcuts. Close the dialog and use the shortcuts to assign categories to email, appointments, and contacts. Once you add a category to an item, you can click on the category InfoBar and select other categories.
Mary says
Hi Diane,
I am having trouble with your video above about assigning categories to shortcuts. I can't find the categories tab you are referencing. I have a surface pro and outlook 2013 and would really like to color code my appointments. Please help.
Thank you.
Mary
Diane Poremsky says
What type of email account are you using? If the only account is an imap account you need to use the macro to get access to categories. If you have a pst file set as default, you'll have the category command and can assign a keyboard shortcut to your most used categories.
Charles Steiger says
I just upgraded my userid@outlook.com IMAP to categories today in Outlook 2013 (Office 365 subscription) and the categories are synched between Outlook 2013 and Outlook.com
Maybe they will soon add the feature for follow-up flags, too?
Charles Steiger says
I mean follow-up flags w/ dates etc.
Diane Poremsky says
I don't know if dates will be added, but I'm off to check this out. :) It will be great if they fixed some other issues too.
Charles Steiger says
I forgot to say that I have seen you in a great number of my search results providing wonderful insight and help with regard to Exchange/Outlook and I think Microsoft Office, too. Thanks for all you do! (coming from someone new to Outlook using 2010 at work and 2013 at home).
Ron J. says
If I wanted to change my gmail account, which I access with Outlook 2013, from IMAP to POP what cautions do you recommend? I assume if I use a POP account that all of the downloaded emails would be accessed by other computers assigned to the same user in Office 365.
Diane Poremsky says
First: if there are 'this computer only' folders, make sure thye are empty - move any contents to the same folders in a pst file. (Use list view on the calendar.) Then Remove the account and add it as a pop. Yes, other users can pop the mailbox - check the gmail settings (online) - it can control what happens to deleted items and downloaded items and also if all items are downloaded or just newer ones.
Lisa says
Thank you for this post. It answered my question about mail folder flags as well as giving me the effective workaround of dragging the item to Tasks.
Simon A says
I receive this error when I type a long reply to an email, if I then cut the text out that I have typed, close the email (clicking NO to saving the draft), click REPLY (again) and paste the text in, it will send fine. Thanks.
Simon A says
Thanks for the reply. Sorry my fault, I did not associate that part of it because it's entirely not the case with how it happens with me (i've never flagged an item before).
I only ever get the message if I reply to an email but take some time to do so (so it's usually a long reply). I try to send, get the error message, cut the text out of the reply, close the email, re-open the email, paste the reply back in and send no problem.
Anti-virus....no, only MSE.
Simon A says
On this page there is an error message shown (which I am receiving if I take too long to type out the reply to a message in Outlook 365) - "the operation cannot be performed because the message has been changed". But there is nothing written in the article itself about this message that I can see ?
Any ideas why it's there on the page please ? Or better still, any idea why I am receiving it ?
Thanks.
Diane Poremsky says
It's above the screenshot: "You may occasionally receive an error message when flagging items in IMAP accounts. This error is because Outlook is syncing with the server. Select a different message then switch back to the original message and you should be able to flag messages without error."
But... that is not the cause when an Office 365 Exchange account is involved. What antivirus do you use? Do you get the error if you restart Outlook in Safe mode? To open Outlook in Safe mode: Close Outlook then hold Ctrl as you click on the Outlook icon. You'll get a message asking if you want to start in Safe mode. Click Ok.
Alejandro Ardila says
Hello, I have this problem with a client, when he creates a task, he assing categories to it, and then assing the task to other user, when the other user receive the task, this dont have the color categories in the task and if he accept the task the creator of the task loose the color categories too. Is mandatory for the client to maintain the color categories. So i was wandering if there's a way to work aroud this. Thanks
Diane Poremsky says
No, sorry, there isn't a way around it, unless the recipient sets a category or he makes an unassigned copy of the task.
Damien says
Thank you for this. I recently moved from a POP account to an IMAP account and use categories to track the status of emails with suppliers and customers so this little bit of code was a life saver. I only used the first macro. Thanks.
Kayleigh says
Hello,
Your info has been invaluable thankyou!
I manage support for my company, and I am now sharing an IMAP account to queue the support tickets with my colleague.
Using the short cut method has worked beautifully, but it doesn't share over to his display. We'd like to be able to flag emails for each other to say 'his' or 'hers' etc.
Do you have any further advice?
Thank you,
Nick says
thank you for the video on how to add the macros to the ribbon. It worked perfectly. do you have another macro you can recommend for getting the full flag menu for messages in an imap inbox?
Diane Poremsky says
AFAIK, it's not possible, but I'll look into it.
Nick says
Thank you!
Nick says
Diane, can you give me a little more detail on the VB editor route for adding categories? I have successfully pasted the code into the VB editor "ThisOutlookSession", and it runs nicely. However i don't understand how to add it to the ribbon now so it shows up as an option with my inbox (IMAP) messages. Please help. Thanks!
Diane Poremsky says
You need to edit the ribbon - File, Options, Custom Ribbon. Add a Group to the ribbon (or a tab and a group) then Add the macro. I have a video that shows how to do it here: https://youtu.be/bSusk0am2F4
Doug Evans says
Hi Diane. Thanks for the article and the details on how to add it to the ribbon. Could you give me a little more detail on how to exactly "paste the code into the VB editor 'ThisOutlookSession'" as I am inexperienced with the VB Editor. Thank you!!
Diane Poremsky says
I have a video here - https://www.youtube.com/watch?v=_Go1fnZlnYU - written instructions are here: https://www.slipstick.com/developer/how-to-use-outlooks-vba-editor/
Glyn says
yes, owa is enabled, but i need offline mode (not to mention a plugin that needs the outlook client). having said that i will use owa when i want quick access to check something.
don't have a categorise button on the imap machine??
have a copy of the macro, i'll run it on the exchange machine
thanks
Diane Poremsky says
You should have a local pst that is the default for calendar and contacts - select a folder in it and add the categories
Glyn says
our supplier has restricted us to 1 exchange, i don't know any technical reason...
how do i set up categories on the machine that uses imap? sorry, never used imap before... i feel like i've just been sent back in time a bit...
thank you
Diane Poremsky says
It sounds like they are using per-device licensing instead of per user.
Is OWA enabled? It's not bad, unless you need offline access, then IMAP is better.
Click the Categorize button (while viewing the default pst) and choose All Categories. Add the categories.
If you want a list of the category names and their assigned colors, run this macro on the computer that opens the Exchange mailbox.
Glyn says
Just looking for some advice... i have an email account that is accessed by several machines, all run outlook 2007 but one is connecting by exchange proper, the others use IMAP. we use categories every day, but can't categorise mail on the IMAP ones... i've set shortcuts on the exchange access machine but when i try them on an IMAP machine, they don't do anything. Anybody got any clues?? have i missed something? is there any other workaround available?
thanks, glyn
Diane Poremsky says
Is there a reason why your can't use Exchange on all the systems? It would eliminate the problems...
What shortcuts did you set up? The Ctrl+n shortcuts should work in IMAP, but you need to set up the categories on each machine as the master list won't migrate.
jon says
i got it....
the field for imap is "flag status"
so the conditional formatting is:
flag status - not equal to - unflagged
Diane Poremsky says
Yeah, that works here too. I tested it on my laptop before, will have to double check what I used.
jon says
with the red followup flag being set,
i have tried advanced view settings imap messages, conditional formatting/condition/advanced:
followup flag - is not empty
flag status - equals - followup flag
neither has any effect.
this works great with pop mail, but NOT with imap messages.
Diane Poremsky says
Is it a gmail imap? It works fine on an imap account provided by a web host but not my gmail account.
jon says
you can set up a rule to flag an incoming email in an imap folder.
however, conditional formatting based on the flag field not being empty appears not to work in outlook 2010...
Diane Poremsky says
how did your conditional rule read? It works her using the "For follow up field is empty".