Categorize emails is grayed out

[CJ33414]

I'm using Outlook 2007, standalone (no Exchange Server). The categorize
option is grayed out for emails. Does this mean this is not possible when you
use OL stand-alone?

 

[Brian Tillman [MVP-Outlook]]

I'm using Outlook 2007, standalone (no Exchange Server). The categorize
option is grayed out for emails. Does this mean this is not possible when
you
use OL stand-alone?

It's perfectly possible to add categories when using stand-alone Outlook. How
did you configure your mail profile? Did you migrate from an earlier version
of Outlook? If so, did you ugrade your PST to color categories?

 

[CJ33414]

Hi Brian,

No, it was not an upgrade. The only thing that's different about my Outlook
is that I changed the location of my PST file - it's in
C:\Users\xxxxx\Documents\My Business\Outlook Data. I use Vista Ultimate.

This whole time I've been assuming I couldn't categorize because I'm not
using Exchange Server! I'm so glad I came in here to check.

What can I try?

CJ

 

[Brian Tillman [MVP-Outlook]]

No, it was not an upgrade. The only thing that's different about my Outlook
is that I changed the location of my PST file - it's in
C:\Users\xxxxx\Documents\My Business\Outlook Data. I use Vista Ultimate.

This whole time I've been assuming I couldn't categorize because I'm not
using Exchange Server! I'm so glad I came in here to check.

How did you relocate the PST?

 

[CJ33414]

I'm pretty sure I had followed these steps:

1. Make sure Outlook is closed
2. Go the the location of your pst-file
3. Copy it to the new location (D:\My Documents\My Outlook)
4. Rename the file in the old location to .old

Start Outlook; after a warning message it will prompt you to locate the
pst-file. Use the Browse button to direct it to the location you’ve set in
step 3

NOW - here's where I notice. I went into the default (original) Outlook
data folder
C:\Users\xxxx\AppData\Local\Microsoft\Outlook.

I notice that there are the following files:
Outlook.pst
Outlook.old

then also a .old file for each of my email accounts...

Not sure if any of this is relevant, but figured I'd tell you in case.

Any ideas what I could try/do?

CJ

 

[CJ33414]

Actually, I'm telling you there's a .pst file in the old location because
this seems odd to me - if I had renamed it to .old, as the instructions say,
it shouldn't be there. I'm thinking perhaps I thought I'd leave it as a
backup (obviously a gross misunderstanding of how .pst files would work -
that .pst file would now be very outdated and missing appointments, contacts,
etc., entered since I relocated the file, correct?)

 

[Brian Tillman [MVP-Outlook]]

Actually, I'm telling you there's a .pst file in the old location because
this seems odd to me - if I had renamed it to .old, as the instructions say,
it shouldn't be there. I'm thinking perhaps I thought I'd leave it as a
backup (obviously a gross misunderstanding of how .pst files would work -
that .pst file would now be very outdated and missing appointments,
contacts,
etc., entered since I relocated the file, correct?)

What PST(s) does Outlook says it's using? I don't see where you answered the
question "did you upgrade your PST to color categories?".

 

[CJ33414]

Oh - that's because you asked me if I had upgraded from a previous version of
Outlook, and IF SO did I upgrade the pst...so when I saw the "if so" I
assumed the upgrade would only apply if I had upgraded from a previous
version of OL (I didn't).

I went into the Data Files tab and the default PST is

C:\Users\xxxx\Documents\My Business\Outlook Data File\Outlook.pst

(so it is the one I copied into the new location). Now for the format it
says Personal Folders File (97-2002). Does that mean I need to upgrade to
2007?

CJ

 

[Brian Tillman [MVP-Outlook]]

Oh - that's because you asked me if I had upgraded from a previous version
of
Outlook, and IF SO did I upgrade the pst...so when I saw the "if so" I
assumed the upgrade would only apply if I had upgraded from a previous
version of OL (I didn't).

I went into the Data Files tab and the default PST is

C:\Users\xxxx\Documents\My Business\Outlook Data File\Outlook.pst

(so it is the one I copied into the new location). Now for the format it
says Personal Folders File (97-2002). Does that mean I need to upgrade to
2007?

I think you would be wise to convert your PST to a Unicode PST. See this:
http://www.slipstick.com/outlook/ansi-to-unicode.asp

 

[CJ33414]

OK Brian, thank you.

Did this yesterday.

A couple of questions:

-I had to add each of my email accounts separately. The import function
added my tasks, calendar items, notes, etc., but not my 3 email accounts
(they're all IMAP, 2 of them are AOL, 1 is my private domain).

-I notice that the categorize option is ONLY available for the Inbox that is
under the Personal Folders structure. This option is still grayed out for
each of the email accounts (each has its own inbox/sent items folder and they
have their own folder hieararchy - none appear as a subfolder of the Personal
Folders structure). Is there a way to have one of my email accounts (or all,
but my priority would be the private domain one) use THAT inbox for mail
delivery so I can use the categorize function?

I realize I can have the sent items appear in the outlook's sent folder by
choosing that folder in the settings for the mail account.

CJ

 

[Brian Tillman [MVP-Outlook]]

A couple of questions:

-I had to add each of my email accounts separately. The import function
added my tasks, calendar items, notes, etc., but not my 3 email accounts
(they're all IMAP, 2 of them are AOL, 1 is my private domain).

Never import. There's no need. In fact, for IMAP accounts, it's pointless.

-I notice that the categorize option is ONLY available for the Inbox that is
under the Personal Folders structure. This option is still grayed out for
each of the email accounts (each has its own inbox/sent items folder and
they
have their own folder hieararchy - none appear as a subfolder of the
Personal
Folders structure). Is there a way to have one of my email accounts (or
all,
but my priority would be the private domain one) use THAT inbox for mail
delivery so I can use the categorize function?

IMAP accounts will always have their own folder structures. IMAP PSTs don't
support categories. You can specify an Inbox for IMAP accounts in Outlook
2007. Click Tools>Account Settings. Choose the E-mail Accounts tab and
select one of your IMAP accounts. Can you change the Inbox to your default
Inbox?

 

[Michael Bauer [MVP - Outlook]]

Additionally to Brian, officially IMAP doesn't support categories, but
categories on IMAP messages do work. With the Category Manager Addin you'd
get a sidebar from which you can choose your categories. With that you don't
need the Categorize button of Outlook anymore. For details see the link in
my signature, please.

--
Best regards
Michael Bauer - MVP Outlook
Manage and share your categories:
<http://www.vboffice.net/product.html?pub=6&lang=en>


Am Wed, 17 Feb 2010 05:14:01 -0800 schrieb CJ33414:

 

[CJ33414]

I don't know if you mean I shouldn't have imported the PST (all I did was
follow the instructions that you pointed me to). I didn't "import" the email
accounts. I added each one through Tools, Account settings.

I don't see anywhere where I can change the inbox - only where the Sent
items go.

So basically, even though I upgraded the PST (and I understand it was a good
thing to do) I will still not be able to use categories with IMAP accounts.
Will they work with POP3 accounts?

CJ

 

[Brian Tillman [MVP-Outlook]]

I don't know if you mean I shouldn't have imported the PST (all I did was
follow the instructions that you pointed me to).

Nothing that I've cited recommends importing PST.

I didn't "import" the email
accounts. I added each one through Tools, Account settings.

You can't import mail accounts anyway. Outlook doesn't have that facility.

I don't see anywhere where I can change the inbox - only where the Sent
items go.

My fault. You can specify it for POP accounts, but they work in the way you
seek by default. IMAP accounts will always have their own Inboxes.

So basically, even though I upgraded the PST (and I understand it was a good
thing to do) I will still not be able to use categories with IMAP accounts.

You can use categories with IMAP using the tool Michael Bauer recommends, but
not from the Outlook GUI.

Will they work with POP3 accounts?

Yes, because all POP accounts will receive messages into the same Inbox unless
you say otherwise. However, since POP understands only the Inbox on the mail
server, you won't be able to see any server-side folders.