How-to · Outlook for Mac
How to use categories in Outlook on Mac: new and legacy steps for 2026
In legacy Outlook for Mac, select a message, click Categorize in the ribbon, and pick a category. Manage the list under Outlook > Preferences > Categories, and group your messages with Organize > Arrange by > Categories.
Quick answer
- Legacy Outlook for Mac: select a message, click Categorize in the ribbon, then choose a category.
- Manage the list in Outlook > Preferences > Categories. Group by category with Organize > Arrange by > Categories.
- Microsoft has no Mac-specific categories page. The Mac steps here come from Microsoft Q&A answers and Microsoft's Outlook for Mac pages.
- Gmail over IMAP often greys out categories. Check your account type before you build a system around them.
- Microsoft's Mac shortcut list has no shortcut for categorizing or filtering by category.
What you need
- Outlook for Mac, version 16.58 or later, per Microsoft's feature table
- An account type that supports categories. Gmail over IMAP often does not.
- Full access to any shared mailbox you want to categorize in
How to Assign, rename and group categories in Outlook on Mac in Outlook on a Mac
Select the message
Click the email once in the message list. Hold ⌘ and click to pick several messages before you categorize them.
Tip: Check the highlighted message before you open the menu. Outlook applies the category to what is selected.
Open the Categorize menu
On the ribbon, click Categorize. A list of your categories appears, each with its color.
Tip: If Categorize is missing or shows only Edit Categories, see the troubleshooting section.
Pick a category
Click the category you want. The message picks up that color in the list.
Create a category you do not see
Click Categorize again and choose Edit Categories at the bottom of the menu. Use this when the category you want is not in the list yet.
Open the category list in Preferences
Click Outlook in the menu bar, then choose Preferences. In the Preferences window, open Categories to see your full list.
Tip: The plus button adds a category. The minus button removes one.
Add or remove a category
Click + to add a new category and type its name. Select a category and click the minus button to remove it. Check which messages use it first.
Rename a category (legacy only)
Select the category, double-click its name, type the new name, and press Return. Reports say this works in legacy Outlook for Mac and not in new Outlook for Mac.
Tip: If double-click does nothing, create the new name, apply it to the messages, then delete the old category.
Group the message list by category
Choose Organize in the menu bar, then Arrange by, then Categories. Your messages group under each category name.
Categories are the color tags Outlook puts on messages and calendar items. They help you spot the email that needs a reply, the invoice that needs a check, or the client thread you keep returning to. This guide covers Outlook on the Mac, and it has one catch you should know first. Microsoft has no official, Mac-specific step-by-step page for categories. Its category articles cover Windows and the web, and they say they do not cover Mac. The Mac steps here come from Microsoft Q&A answers and Microsoft's own Outlook for Mac pages. Where a source disagrees with another, this guide says so.
Check which Outlook you are running
Outlook for Mac has two experiences. The older one is legacy Outlook. The newer one is new Outlook. Microsoft says the new experience turns on when you switch off the Legacy Outlook toggle. You can go back with Help > Revert to Legacy Outlook. Accounts added in one version do not copy over to the other. An account you added in legacy may be missing in new Outlook, and the reverse can happen too.
This matters for categories because the menus differ. Legacy Outlook has a Categorize button in the ribbon and a Categories page under Preferences. Microsoft's feature table lists setting and managing categories in Outlook for Mac from version 16.58, but it does not give Mac steps for the new app. If you are not sure which app you run, open the Help menu. If it offers Revert to Legacy Outlook, you are on the new version.
Microsoft's Outlook for Mac features page says support for legacy Outlook for Mac would end in October 2026. That date has passed. Check what your version still supports before you plan around it. If your Mac is managed by a work account, ask your IT team which version they support.
| Setup | Where categories are | What to check |
|---|---|---|
| Legacy Outlook for Mac | Categorize button in the ribbon, and Outlook > Preferences > Categories | Confirm the Categorize menu lists your categories |
| New Outlook for Mac | No Mac-specific steps from Microsoft | Test one message before you rely on it |
| Gmail over IMAP | Categories often greyed out | Check the account type first |
| Outlook on the web | Right-click, then Categorize | Windows and web steps, not Mac steps |
Assign a category to an email
The short version is select, Categorize, pick. The longer version matters when the category you want is not in the list yet. Check that the right message is highlighted before you open the menu. Outlook applies the category to what is selected, and a stray click can tag the wrong email.
Here is a worked example. Microsoft's 2025 Work Trend Index reports that the average employee receives about 117 emails a day. You do not want to categorize all of them. Pick three or four categories that match real next steps, such as Reply today, Waiting on someone, Finance and Read later. Apply a category only when the message needs an action. Four labels are easy to remember and easy to scan.
Create, edit and rename categories
The category list lives in one place. Open Outlook > Preferences > Categories. Click + to add a category. To remove one, select it and use the minus button next to +. A Microsoft Q&A community answer describes these buttons, so check them on your version before you delete anything. Before you delete a category, find the messages that use it. Microsoft's Windows steps suggest creating the new category and applying it before you remove the old one.
Renaming is the messy part. In one Microsoft Q&A thread, the answer says to open the Categories settings window, select the category, double-click its name, and type the new name. The thread does not give the exact menu path. Users reported that double-click rename works in legacy Outlook for Mac but does nothing in new Outlook for Mac. Microsoft's Windows and web article says categories cannot be renamed at all. Treat rename as a legacy option. In new Outlook, create the new name, apply it to the messages, then delete the old category.
Group and filter messages by category
Grouping shows every message under its category header. In legacy Outlook, choose Organize > Arrange by > Categories. The message list then groups by the categories you assigned. This is the fastest way to find every tagged email in one block, and it helps when you work through a category at a time.
Filtering is newer. Microsoft's Outlook for Mac page lists Filter by Category among recent updates marked as production. The page does not give the menu location. Look for a filter control near the message list in your version, and confirm the steps on Microsoft's current pages. Microsoft's feature table also lists grouping by flag and category as available from version 16.58.
117
emails the average employee receives each day, per Microsoft's 2025 Work Trend Index
Microsoft News: New Microsoft study reveals the rise of the 'infinite workday'275
times per day employees are interrupted by meetings, emails or chat notifications
Microsoft News: New Microsoft study reveals the rise of the 'infinite workday'40%
of employees check email before 6 a.m.
Microsoft News: New Microsoft study reveals the rise of the 'infinite workday'Categories on meetings and recurring events
Categories also apply to calendar items. Microsoft's Windows and web article says you cannot categorize one occurrence of a recurring meeting. You can only categorize the whole series. The Mac pages do not say the same thing, so assume the rule holds until you test it. Make a recurring event, categorize one occurrence, then open the series to see whether the change spread to every date.
Why categories go missing: IMAP, Gmail and delegates
The most common cause is the account type. A Microsoft Q&A thread describes a user who added a Gmail account over IMAP, then found the Categories option greyed out. The answer says categories are not supported for IMAP accounts. The fix is an account type that supports them. The answer does not name that type, so ask your IT team or mail provider what your account uses.
Microsoft's own pages disagree here. The Outlook for Mac page says IMAP and Yahoo support arrived in version 16.46. Microsoft's color categories article says IMAP accounts cannot assign categories at all. Until that is settled, test one message in the account you care about. Do not build a filing system on a mailbox you have not tested.
Delegate mailboxes need a check too. Microsoft's Outlook for Mac page says categories are not supported in partial delegate mailboxes. If you handle a shared inbox with partial access, you may see no categories there. Ask the mailbox owner whether you have full access, or keep your categories in your own mailbox and work from there.
Categories versus flags, folders and rules
Categories, flags, folders and rules solve different problems. A category is a colored label you scan by eye. A flag marks a message for action, and it can carry a due date. A folder stores a message in one place. A rule runs an action when a message arrives. If you want a message to live somewhere, use a folder. If you want Outlook to act on incoming mail, use a rule. For the folder setup, read how to create a folder in Outlook on Mac. For arrival actions, read how to create a rule in Outlook on Mac.
Keyboard shortcuts that help
Microsoft's Mac shortcut list has no shortcut for categorizing or for filtering by category. You can still save time with the shortcuts it does list. The page applies to Outlook for Microsoft 365 for Mac, Outlook 2024 and Outlook 2021. It does not say whether it covers new Outlook for Mac, so test each one before you rely on it.
- ⌥⌘F: search the current folder
- ⇧⌘F: advanced search
- ⌘R: reply, and ⇧⌘R: reply all
- ⇧⌘M: move to folder, and ⇧⌘C: copy to folder
- ⌃E: archive the selected message
- ⌃1 to ⌃6: flag with a due date
- ⌃0: mark complete
Mistakes people make with categories
- Making too many categories. A long list is hard to scan, so keep yours short enough to read at a glance.
- Tagging a message with no next step. The color then tells you nothing when you come back to it.
- Deleting a category before you move its messages to a new one.
- Trusting a rename in new Outlook for Mac. Reports say the double-click does nothing there.
- Setting up Gmail over IMAP, then looking for categories that are greyed out.
Troubleshooting the missing Categorize menu after an update
In November 2025, a Microsoft Q&A thread reported that legacy Outlook for Mac showed only Edit Categories in the Categorize menu after an update around macOS Tahoe 26.1. Users could not assign categories. Several people said categories came back after they updated to version 16.103.2, build 25112216. That is a community report. Microsoft has not confirmed it, and the thread was locked as old.
The accepted answer in that thread is a rollback. It involves turning off AutoUpdate, deleting Microsoft Outlook.app, and installing an earlier build, and a November 4, 2025 build was suggested. A rollback removes the app, so back up your mail and settings first. On a work Mac, ask your IT team before you try it. A newer build, 16.110.2, got no answer in the same thread, so do not assume a newer build is fixed.
Next steps once categories work
Once the list works, consistency matters more than the list itself. Pick one time each day to review. Open the grouped view, work through each category, and clear the messages you finished. If new mail arrives faster than you can sort it, a rule or a folder may save more time than another category. To narrow results by sender, date or attachment, see how to search with filters in Outlook on Mac.
Outlook shortcuts for this on Mac
| To do this | Press |
|---|---|
| Search the current folder | ⌥⌘F |
| Advanced search | ⇧⌘F |
| Reply | ⌘R |
| Reply all | ⇧⌘R |
| Move to folder | ⇧⌘M |
| Archive the selected message | ⌃E |
| Flag with a due date (⌃1 to ⌃6) | ⌃1 to⌃6 |
If it does not work
- Categorize menu shows only Edit Categories
- Community reports say version 16.103.2 (build 25112216) restored categories. Microsoft has not confirmed this. A rollback to a November 2025 build was suggested in Microsoft Q&A. Back up first, and ask IT on a work Mac.
- Categories are greyed out
- Check whether the account is IMAP, such as Gmail over IMAP. Microsoft Q&A says IMAP accounts do not support categories. Ask IT or your mail provider for an account type that does.
- Rename does nothing
- Double-click rename worked in legacy Outlook for Mac in user reports, but not in new Outlook for Mac. Use the create, apply, delete method instead. You can also try Outlook > Help > Check for Updates.
- No categories in a shared mailbox
- Microsoft says categories are not supported in partial delegate mailboxes. Ask the mailbox owner for full access, or keep your categories in your own mailbox.
- A recurring meeting will not take a category on one date
- Microsoft's Windows article says only the whole series can be categorized. Apply the category to the series. Test this on your Mac, since the Mac pages do not confirm it.
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Questions people ask
Why can't I find the Categorize button in Outlook on Mac?
Check your version first. Legacy Outlook for Mac has Categorize in the ribbon. Microsoft has not published Mac steps for new Outlook for Mac. In November 2025, some legacy installs showed only Edit Categories, and version 16.103.2 reportedly fixed it. If your account uses IMAP, such as Gmail over IMAP, categories may be greyed out.
Can I rename a category in Outlook on Mac?
In legacy Outlook for Mac, Microsoft Q&A users say you can double-click the category name in the Categories window and type a new name. Users reported in 2023 that this does nothing in new Outlook for Mac. Microsoft's Windows article says categories cannot be renamed. The safe route is to create the new name, apply it, and delete the old category.
Does Gmail support categories in Outlook on Mac?
Reports say categories are greyed out for Gmail over IMAP. Microsoft's color categories article says IMAP accounts cannot assign categories. Microsoft's Outlook for Mac page says IMAP support arrived in version 16.46. Test one message before you rely on it, and ask IT if the account is managed.
Is there a keyboard shortcut for categorizing an email on Mac?
Not in Microsoft's Keyboard shortcuts in Outlook for Mac list. That list covers search, reply, forward, move, archive and flags. For flags, ⌃1 to ⌃6 set due dates. Use the Categorize button in the ribbon for categories.
Can I categorize one occurrence of a recurring meeting?
Microsoft's Windows and web article says no. Only the whole series can be categorized. The Mac pages do not address this, so test it on your own calendar before you rely on it.
Do categories work in shared or delegate mailboxes?
Microsoft's Outlook for Mac page says categories are not supported in partial delegate mailboxes. If you have full access to a shared mailbox, test a message there before you rely on categories.
Why did my categories disappear after a macOS update?
Some legacy users reported this after an update around macOS Tahoe 26.1 in November 2025. Community reports say version 16.103.2 restored the menu. Microsoft has not confirmed this, so check your build under Help before you change anything.
Sources
- Use categories in Outlook · Microsoft Support · checked 2026-11-07
- Create and assign color categories in Outlook · Microsoft Support · checked 2026-11-07
- Outlook for Mac features · Microsoft Support · checked 2026-11-07
- Outlook for Mac · Microsoft Support · checked 2026-11-07
- Keyboard shortcuts in Outlook for Mac · Microsoft Support · checked 2026-11-07
- Microsoft Q&A: How can I rename a category in Outlook for Mac? · Microsoft Q&A · checked 2026-11-07
- Microsoft Q&A: Outlook for Mac doesn't have option for 'Categories'? · Microsoft Q&A · checked 2026-11-07
- Microsoft Q&A: Suddenly can't assign categories in Legacy Outlook Mac, only lets me edit categories · Microsoft Q&A · checked 2026-11-07
- Microsoft News: New Microsoft study reveals the rise of the 'infinite workday' · Microsoft News · checked 2026-11-07
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