Outlook 2007: Assign Shortcut Keys for Categorizing your Mail and Task Items

Posted June 6, 2007 by Rob Rogers in Microsoft Outlook

By giving each category a shortcut key, you can significantly reduce the time it takes to categorize an inbox full of email as well as a lengthy list of tasks. To assign shortcut keys to your categories, follow these steps:

1. Click Actions, mouseover Categorize, and select All Categories.

2. Click the category that you will assign a shortcut key.

3. Use the Shortcut Key dropdown to select a shortcut key from the list.

4. Repeat steps 2 and 3 for each category that requires a shortcut key.

5. Click OK.

Now when you wish to assign a category to an item, simply select the item and use the preassigned shortcut key for the desired category.


About Rob Rogers

Once a prolific author here on Tech-Recipes, Rob has moved on to greener pastures.
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  • Jerry McManus

    That’s fine if you only have 12 categories. I want a shortcut to bring up the categories window. Best thing I’ve found so far is to write a script in Autokeys. Wish there were something more integral to Outlook to do that with. I realizing I’m only saving the steps on the menu of Action | Categorize | All Categories but with a hundred messages a day those keystrokes add up. Any better solutions?

    • Steven Barden

      I just found that by going into Opetions I can assign the Catagories mini icon next to the Save, Forward and others. Then when I hit Alt, the Catagories mini-icon has (in my placement on the Tasks item when i open a tasks item for example) a ‘9’. Understand that I DO NOT mean using the ribion, that can be hidden for this info. But you can add more mini icons to the same place as the save ‘disc’ looking icon. I think it buried in Advanced, but you can put the mini icon ‘out’ on to the opened item, and make it a ‘post-Alt-press’ key. I hope this helps others too (Steven . Barden at I N E T D E V dot C O M)

  • H Sheth

    how can i change the shortcut key for the reply button from ctrl+R to just R .. is there a way to change those default assigned shortcut keys?