How to categorize incoming mails in outlook

Outlook provides several ways to categorize incoming emails to help you manage and prioritize your messages. Here are some steps to categorize incoming emails in Outlook:

Method 1: Using Categories

1. Open Outlook and go to the "Home" tab in the ribbon.
2. Click on the "Categorize" button in the "Tags" group.
3. Select a category from the drop-down menu or create a new one by clicking on "New Category".
4. Right-click on the email you want to categorize and select "Categorize" > "Apply Quick Step" > "Category".
5. You can also use the keyboard shortcut "Ctrl + Shift + C" to categorize an email.

Method 2: Using Flags

1. Open Outlook and go to the "Home" tab in the ribbon.
2. Click on the "Flag" button in the "Tags" group.
3. Select a flag from the drop-down menu or create a new one by clicking on "New Flag".
4. Right-click on the email you want to flag and select "Flag" > "Flag for Follow-up" > "Flag".
5. You can also use the keyboard shortcut "Ctrl + Shift + F" to flag an email.

Method 3: Using Rules

1. Open Outlook and go to the "Home" tab in the ribbon.
2. Click on the "Rules" button in the "Move" group.
3. Click on "Manage Rules & Alerts" and then click on "New Rule".
4. Select the condition for the rule, such as "From" or "Subject", and specify the criteria.
5. Choose the action for the rule, such as "Move to folder" or "Categorize", and specify the folder or category.
6. Click "OK" to save the rule.

Method 4: Using Quick Steps

1. Open Outlook and go to the "Home" tab in the ribbon.
2. Click on the "Quick Steps" button in the "Tags" group.
3. Click on "Create New Quick Step" and give the quick step a name.
4. Choose the action for the quick step, such as "Categorize" or "Move to folder", and specify the category or folder.
5. Click "OK" to save the quick step.
6. To use the quick step, select the email you want to categorize and click on the "Quick Steps" button, then select the quick step you created.

Tips and Variations

• You can create multiple categories and flags to categorize emails based on different criteria.
• You can also use Outlook's built-in categories, such as "Personal" or "Work", or create your own custom categories.
• You can use rules to categorize emails automatically based on specific conditions, such as sender or subject.
• You can use quick steps to categorize emails quickly and easily, without having to create a rule.
• You can also use Outlook's search function to find and categorize emails based on specific keywords or phrases.