If you are a Classic Outlook user, you may have heard about the Category Favorites feature in the new Outlook for Windows. This feature lets you pin your most-used categories to the top of the category list for faster access. It changes how you assign and manage categories across your emails, calendar items, and contacts. This article explains what Category Favorites are, how they work in the new Outlook, and how Classic Outlook users can prepare for this change.
Key Takeaways: How Category Favorites Work in the New Outlook
- Right-click a category in the Categorize menu: Pin it to the top of the list so it becomes a Favorite for quick selection.
- Unpin a Favorite by clicking the pin icon again: The category returns to its original alphabetical position in the list.
- Favorite categories sync across devices: Changes made in the new Outlook appear in Outlook on the web and Outlook for Mac.
What Are Category Favorites in the New Outlook?
The new Outlook for Windows introduced Category Favorites as a way to reduce the time spent scrolling through a long category list. Categories in Outlook are color-coded labels you assign to items for organization. Common categories include red for urgent tasks, blue for personal items, and green for projects. In Classic Outlook, there is no Favorite pinning feature. You can only sort the master category list alphabetically or by color. The new Outlook adds a pin icon next to each category in the Categorize menu. When you click that pin, the category moves to a Favorites section at the top of the list. This change does not affect the category color, name, or how items are filtered. It only changes the display order in the assignment menu.
Prerequisites for Using Category Favorites
Category Favorites require the new Outlook for Windows, which is available to Microsoft 365 subscribers and users with a Microsoft 365 work or school account. The feature is part of the new Outlook client and is also available in Outlook on the web and Outlook for Mac. Classic Outlook users cannot see or use Favorites until they switch to the new Outlook. Categories themselves are stored in your Exchange Online mailbox, so any Favorites you set in one client appear in all new Outlook clients you use.
How to Use Category Favorites in the New Outlook
The process to pin and unpin categories is identical across the new Outlook desktop app, Outlook on the web, and Outlook for Mac. Follow these steps to set up your Category Favorites.
- Open the Categorize menu on an item
Select any email, calendar event, or contact in the new Outlook. Click the Categorize button in the Tags group on the Home tab. You can also right-click the item and choose Categorize from the context menu. - Locate the pin icon next to a category
In the Categorize menu, each category has a small pin icon on the right side. The icon appears as a pushpin. If the category is already a Favorite, the pin appears filled or angled. - Click the pin icon to add the category to Favorites
Click the pin icon next to the category you want to make a Favorite. The category immediately moves to a Favorites section at the top of the Categorize menu. The rest of the categories remain in alphabetical order below. - Repeat for additional categories
You can pin multiple categories. Each pinned category appears in the Favorites section. The order of Favorites matches the order in which you pinned them. You can reorder Favorites by dragging them within the Favorites section. - Unpin a Favorite when needed
Open the Categorize menu again. Click the pin icon next to the Favorite category you want to unpin. The category returns to its original alphabetical position in the main list. The Favorites section shrinks or disappears if you unpin all categories.
Assigning a Favorite Category to an Item
Once you have set up Favorites, assigning a category becomes faster. Open the Categorize menu on any item. The Favorites section appears at the top. Click the Favorite category name to apply it to the selected item. The category color appears on the item immediately. You do not need to scroll through the full list.
What Classic Outlook Users Should Know Before Switching
If you are a Classic Outlook user considering a switch to the new Outlook, several points about Category Favorites matter for your workflow.
Category Favorites Do Not Exist in Classic Outlook
Classic Outlook has no Favorites feature for categories. The Categorize menu in Classic Outlook shows all categories in alphabetical order. You cannot pin, drag, or reorder categories in that menu. The only way to change the order is to rename categories so they sort differently. For example, you could prefix a category name with a number or a symbol to force it to the top. This workaround is clunky and not recommended because it changes the category name globally.
Favorites Sync Between New Outlook Clients Only
Category Favorites sync across the new Outlook desktop app, Outlook on the web, and Outlook for Mac. They do not sync to Classic Outlook. If you set Favorites in the new Outlook and then open Classic Outlook, the Favorites section does not appear. The categories themselves remain visible and work normally. The Favorite pin status is stored in your mailbox, but Classic Outlook ignores it. This means you cannot rely on Favorites if you switch back and forth between Classic and new Outlook.
Category Names, Colors, and Shortcuts Remain the Same
Category Favorites do not change the underlying category metadata. The category name, color, shortcut key, and assigned items stay identical in both Classic and new Outlook. Only the display order in the assignment menu changes. This means you can safely set up Favorites in the new Outlook without breaking existing category rules or searches in Classic Outlook.
If Category Favorites Are Missing or Not Working
Some users may encounter issues with Category Favorites. The following problems and fixes apply to the new Outlook.
No Pin Icon Appears Next to Categories
If you do not see a pin icon in the Categorize menu, you are likely using a version of Outlook that does not support Favorites. Classic Outlook and older versions of Outlook for Mac do not have this feature. Verify you are using the new Outlook for Windows version 1.2023 or later. Check your version by clicking File > Office Account > About Outlook. If you are on an older version, update through Microsoft 365.
Favorites Do Not Sync to Another Device
Category Favorites sync through Exchange Online. If you set a Favorite on one device but it does not appear on another, sign out of both devices and sign back in. This forces a full sync of mailbox settings. Also confirm both devices use the new Outlook client. Favorites do not sync to Classic Outlook or to third-party email apps.
Favorites Disappear After a Few Days
This issue is rare and usually caused by a corrupted category cache. Open the Categorize menu and click Manage Categories at the bottom. In the dialog, remove and re-add the categories that lost their Favorite status. Then pin them again. If the problem repeats, reset the Outlook navigation pane by right-clicking the folder pane and selecting Reset View.
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Category Favorites | Not available | Pin categories to top of list |
| Sync across clients | Categories sync, Favorites do not | Favorites sync across new Outlook clients only |
| Reorder categories | Rename only | Drag within Favorites section |
| Pin icon | None | Pushpin icon in Categorize menu |
| Category assignment speed | Scroll full alphabetical list | Click from Favorites section |
Category Favorites in the new Outlook give you a faster way to assign frequently used categories. Classic Outlook users should be aware that Favorites are not available in their current client and will only appear after switching. The feature is simple to set up and syncs across all new Outlook apps. To get the most out of it, pin your top three to five categories and use the Categorize keyboard shortcut Ctrl+Shift+L to open the menu without touching the mouse.