How to use contact categories in Outlook 2016

You can organize your Outlook 2016 contacts by assigning categories and colors, flagging them for follow-up, or marking them as favourite or private. To open Contacts, click People on the Navigation bar.

Categorizing contacts

You can organize your contacts into categories. For example, you may have Family, Friends, or Business categories. Each contact can be assigned to more than one category.

Open Contacts and click the Home tab. Select the contact, then click Categorize and choose the category you want to assign to the contact.

If this is the first time you’ve used the category, you’re prompted to choose whether you want to rename it. Enter a new Name and click Yes, or click No to keep the current name.

Note: The Categorize menu item is available only if you are using POP3 (post office protocol 3) to retrieve your email. For more information about email protocols, see What are the differences between POP3 and IMAP in the HostPapa knowledge base.

Flagging a contact for follow up

You can create a to-do item to remind yourself to call or email a contact by flagging the contact for follow up.

Open Contacts and click the Home tab. Select the contact, then click Follow Up and select the timeframe for the reminder. If you want to create a to-do item that includes a scheduled reminder, click Add Reminder instead of Follow Up.

A to-do follow up item is added to your tasks.

Marking a contact as private

A private contact is visible only to you and not included in shared contact lists.

Open Contacts and click the Home tab. Select the contact, then click Private.

Adding a contact to favorites

Adding contacts to favorites allows you to quickly find and send email to them.

Open Contacts and click the Home tab. Right-click the contact and select Add to Favorites.

Hover over People in the Navigation bar to see your favorite contacts.

More information

For more information about Outlook 2016 contacts, see the following articles in the HostPapa knowledge base:

If you have any questions or need help, you can always contact HostPapa Support by opening a support ticket. Details about how to open a support ticket are here.

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