After switching from Classic Outlook to the new Outlook for Windows, many users find their email categories missing or appearing without the familiar color coding. In Classic Outlook, categories were stored locally and synced through Exchange or Microsoft 365, but the new Outlook uses a different storage method. This article explains how to locate, restore, and apply category colors in the new Outlook mail interface. You will learn the exact steps to recreate your color categories and apply them to messages.
Key Takeaways: Restoring Category Colors in New Outlook
- Settings > General > Categories: The central location to create, rename, and assign colors to categories in the new Outlook.
- Right-click a message > Categorize > All Categories: The quickest way to apply a category color to an email in the new Outlook.
- Classic Outlook Export/Import: You cannot directly import categories from Classic Outlook; you must manually recreate them in the new Outlook.
Why Categories Look Different in the New Outlook
Classic Outlook stored categories in the Windows Registry and in the local mailbox data file (OST or PST). When you switch to the new Outlook, the application does not read those legacy storage locations. The new Outlook uses a cloud-based category system that syncs across Microsoft 365 and the Outlook web app. Any categories you created in Classic Outlook are not automatically migrated. You must recreate them manually in the new Outlook settings.
The new Outlook also limits categories to a flat list without the nested hierarchy or category shortcuts available in Classic Outlook. Each category in the new Outlook has a name and a color. You can assign up to 25 categories. The color palette includes 25 predefined colors. You cannot create custom hex colors in the new Outlook.
Steps to Create and Use Category Colors in New Outlook
- Open the Categories settings page
Click the gear icon in the top-right corner of the new Outlook window. Select General from the left pane, then click Categories. This page lists all existing categories and lets you add new ones. - Add a new category with a color
Click the Add category button. Type a name for the category, for example “Project Alpha”. Click the color swatch next to the name and choose a color from the 25 available options. Click Save. The category now appears in the list. - Edit or delete an existing category
On the Categories page, hover over any category. Click the pencil icon to rename or change its color. Click the trash icon to delete the category. Deleted categories are removed from all messages that used them. - Apply a category to an email message
In your Inbox or any mail folder, right-click a message. Hover over Categorize in the context menu. Click the category name you want to apply. The category color appears as a colored bar on the left edge of the message in the message list. - Remove a category from a message
Right-click the message again. Hover over Categorize. Click the category name that is currently applied to remove it. The colored bar disappears. - Assign a category to multiple messages at once
Hold the Ctrl key and click each message you want to categorize. Right-click any selected message. Hover over Categorize and click the desired category. All selected messages receive the same category color.
If Categories Are Missing or Not Working Correctly
Categories I created in Classic Outlook are not showing in the new Outlook
The new Outlook does not import categories from Classic Outlook. You must manually recreate each category using the steps above. To see which categories you had in Classic Outlook, open Classic Outlook, go to Home > Categorize > All Categories, and take a screenshot or write down the list. Then create those same categories in the new Outlook.
The category color does not appear on messages
The new Outlook shows category colors as a thin colored bar on the left edge of each message in the message list. If you do not see this bar, check that the message list view is set to Single or Compact. Go to View > Message preview and select 1 line or 2 lines. The category bar should appear. If you still do not see colors, restart the new Outlook.
I cannot assign a category to a message in shared or group mailboxes
Categories in the new Outlook are personal and do not sync to shared mailboxes or Microsoft 365 Groups. You can only assign categories to messages in your own mailbox. If you need to flag messages in a shared mailbox, use flags or the Follow Up feature instead.
New Outlook Categories vs Classic Outlook Categories: Key Differences
| Item | New Outlook | Classic Outlook |
|---|---|---|
| Storage location | Cloud-based, synced via Microsoft 365 | Local Windows Registry and mailbox OST/PST file |
| Maximum categories | 25 | Unlimited (limited by system resources) |
| Custom colors | 25 predefined colors, no custom hex | Custom colors via RGB or hex values |
| Nested categories | Not supported | Supported via category shortcuts and folder-based categories |
| Keyboard shortcut assignment | Not available | Assignable via Quick Steps or custom shortcuts |
| Category display in message list | Colored bar on the left edge | Colored bar or category name in the column |
| Import from Classic Outlook | Not supported | N/A |
After setting up your categories in the new Outlook, you can use the Filter option at the top of the message list to show only messages from a specific category. Click the filter icon, choose Category, and select the category name. This feature helps you quickly locate all emails tagged with a particular color. For advanced category management, consider using the Outlook web app, where category settings sync immediately and offer the same 25-color palette.