When you switch from Classic Outlook to the new Outlook for Windows, the Category Favorites feature does not migrate automatically. In Classic Outlook, you could pin frequently used categories to the navigation pane for one-click access. The new Outlook uses a different design where categories are managed through the ribbon and the Categories dialog. This article explains exactly how to recreate a Category Favorites workflow in new Outlook, how to assign and manage categories quickly, and what settings to adjust so you do not lose productivity after the switch.
Key Takeaways: Recreating Category Favorites in New Outlook
- Categories button on the Home tab: Opens the color-category picker and the Manage Categories dialog where you create, rename, and delete categories.
- Quick Click category assignment: Sets a default category for a single click on a message, replacing the need for a pinned Favorites list.
- Categorize then search: After assigning a category, use the search bar with the category name to filter messages, simulating a Favorites shortcut.
Why Category Favorites Are Missing in New Outlook
Classic Outlook allowed you to drag categories into the Favorites section of the navigation pane. This created a persistent shortcut to all items tagged with that category. New Outlook does not support a Favorites section for categories. Instead, categories are applied through the ribbon and the context menu. The new design focuses on a unified search experience rather than pinned shortcuts. You can still access all categories quickly, but the method is different.
How Categories Work in New Outlook
Categories in new Outlook are color-coded labels that you assign to emails, calendar events, contacts, and tasks. Each category has a name and a color. You can create up to 25 categories. The categories list is stored in your mailbox and syncs across devices if you use an Exchange, Microsoft 365, or Outlook.com account. Categories do not sync across IMAP or POP accounts.
What Changed from Classic Outlook
Classic Outlook stored categories in the Windows Registry and in the mailbox. New Outlook stores categories only in the mailbox. The Favorites section in Classic Outlook was a local UI element that did not sync. New Outlook removed the Favorites section entirely for categories. The ribbon now contains the Categories button, and you can right-click an item to assign a category. There is no drag-and-drop Favorites list.
Steps to Use Categories Efficiently in New Outlook
Follow these steps to set up and use categories in new Outlook as a replacement for the old Category Favorites feature.
- Open the Categories dialog
In new Outlook, go to the Home tab. In the Tags group, click the Categories button. A drop-down list shows your current categories. Click Manage Categories at the bottom of the list. - Create or rename categories
In the Manage Categories dialog, click New to create a category. Type a name and choose a color from the drop-down. Click OK. To rename a category, select it and click Rename. To delete, select it and click Delete. Click OK to close the dialog. - Set a Quick Click category
In the Manage Categories dialog, select a category and click Quick Click. The Quick Click category is applied when you click the category icon on an email without opening the drop-down. This mimics the speed of a Favorites shortcut. Click OK twice. - Assign a category to an email
Select an email in the message list. On the Home tab, click the Categories button and then click the category name. Alternatively, right-click the email, point to Categorize, and click the category. The category icon and name appear on the email. - Assign a category to a calendar event
Open the calendar event. On the Event tab, click Categorize in the Tags group. Select a category. The category color appears on the event in the calendar grid. - Filter by category using search
To view only items with a specific category, click in the search bar at the top of the message list or calendar. Type category:”Category Name”. Replace Category Name with the exact name you created. Press Enter. The list filters to show only those items. - Save a search as a folder (optional)
After you type the category search query, click the Save button in the search bar. Name the search folder. It appears under Search Folders in the navigation pane. Click it anytime to see only items with that category. This replaces the Favorites shortcut from Classic Outlook.
Common Mistakes and Limitations After Switching
I cannot find the Manage Categories option
In new Outlook, the Manage Categories option is inside the Categories drop-down on the Home tab. If you are using the simplified ribbon, the Categories button may be hidden. Click the three dots at the end of the Home tab to expand the ribbon. If you still do not see it, switch to the classic ribbon layout: go to View > Ribbon > Classic Ribbon.
Categories do not appear on all devices
Categories created in new Outlook sync only if you use a Microsoft 365, Exchange, or Outlook.com account. If you use an IMAP or POP account, categories are local to that computer. To sync categories, switch to a supported account type. You can export your categories from Classic Outlook using the Import and Export wizard and then import them into new Outlook.
Quick Click does not work on calendar events
The Quick Click feature applies only to email messages. For calendar events, you must manually assign a category using the Categorize button on the Event tab. There is no single-click shortcut for calendar categories in new Outlook.
I assigned a category but it does not show in the message list
New Outlook may not display the category column in the message list by default. To add the category column, right-click any column header in the message list, such as From or Subject. Click Column settings. In the dialog, find Categories in the list, check the box, and click Apply. The category name and color now appear as a column.
Search folder does not update automatically
If you saved a search folder for a category, it updates in real time as you assign or remove categories. If it does not update, right-click the search folder and click Update. If the folder still shows old results, delete it and create a new search folder with the same category query.
Classic Outlook Favorites vs New Outlook Category Workflow
| Item | Classic Outlook | New Outlook |
|---|---|---|
| Access categories | Drag category to Favorites in navigation pane | Home tab > Categories button or right-click > Categorize |
| One-click assignment | Click the Favorites shortcut then click an email | Quick Click category on Home tab or right-click |
| Filter by category | Click the Favorites shortcut to show only that category | Search bar with category:”Name” or saved search folder |
| Sync across devices | Categories sync, Favorites do not sync | Categories sync (with supported accounts); no Favorites to sync |
| Number of categories | Up to 25 | Up to 25 |
| Calendar categories | Same as email categories | Same as email categories; no Quick Click |
After switching to new Outlook, you can use the categories workflow described above to maintain the same speed and organization you had with Category Favorites. The key difference is that you use the Quick Click feature for one-click email categorization and saved search folders to mimic the filtered view of a Favorites shortcut. Categories in new Outlook sync across devices automatically when you use a Microsoft 365 or Exchange account, which is an improvement over Classic Outlook where the Favorites list was local. To further speed up your workflow, set your most-used category as the Quick Click category and create a saved search folder for each of your top three categories.