- Why use Categorize Plus?
- What is the purpose of the Categorize Plus drop
- What are menu items and how are they
- What are menu hierarchies?
- What types of menu hierarchies can be
- How does a Standard Menu Hierarchy
- How is a Standard Menu Hierarchy used?
- How does a Group Menu Hierarchy behave?
- How is a Group Menu Hierarchy used?
- Can categories and menu hierarchies be shared
- Do the Categorize Plus menus use shortcut
- Why doesn't the Category Editor use a
1. Why use Categorize Plus?
Outlook items that span multiple subjects do not fit into a single Outlook
folder. Managing such items is where the power of Outlook categories comes to life. By categorizing
items with multiple categories, the user is no longer limited to a single Outlook folder and can more
efficiently organize and store information.
Categorize Plus takes categories a step further. Categorize Plus allows the user to structure categories
into a convenient drop down menu hierarchy. Once created, this menu hierarchy can be used to quickly and
easily categorize and search Outlook items allowing the user to view the information in a variety of
ways. This provides maximum flexibility when organizing information within Outlook.
Back to top
2. What is the purpose of the Categorize Plus drop down
The objective of Categorize Plus is to provide a means for categorizing and
searching Outlook items so that information can be found quickly with the fewest possible keystrokes.
This is accomplished by employing drop down menus that contain category and search criteria in the form of a
selectable menu hierarchy.
There are two possible Categorize Plus menus that can be installed in the Categorize Plus toolbar.
These include the Categorize Menu and the Search Menu. The Categorize Menu is used to categorize Outlook
items, while the Search menu is used to search for Outlook items using a wide range of search
Back to top
3. What are menu items and how are they used?
Menu items refer to the menu buttons found in each of the Categorize Plus drop down
menus. Menu items are created using the Categorize Plus Menu Builder. There are three types of
menu items used in Categorize Plus. These include Category Tag, Email Address and Custom Search.
Please refer to the Menu Items help
topic to learn more about each type of menu item.
Each menu item includes a Caption and a Criteria. The Caption is the name that is displayed in the drop
down menu, while the Criteria contains the Outlook category that is used to categorize Outlook items. The
Criteria can also contain other search query strings that can be used to search for Outlook items.
Back to top
4. What are menu hierarchies?
Menu hierarchies are created whenever menu items are positioned as a sub-menu of
another parent menu item. Menu hierarchies are created using the Categorize Plus Menu Builder.
Please refer to the Building
Menus help topic to learn more regarding building menu hierarchies.
Back to top
5. What types of menu hierarchies can be created?
There are two basic ways to group menu items when designing a menu hierarchy.
Each structure produces different results when selecting items from the Categorize and Search menus.
Standard Menu Hierarchy
The first structure is referred to as a “Standard Menu Hierarchy” and is used to categorize and search Outlook
items based on combinations of categories and/or other criteria. A Standard Menu Hierarchy is created
whenever menu items are positioned as children of other menu items and the parent menu item's criteria field is
Group Menu Hierarchy
The second type is referred to as a “Group Menu Hierarchy” and is used to group multiple categories and/or
other criteria under a single item in the menu hierarchy. When group menu items are used to categorize
and search Outlook views, then each of the group's children are included in the operation. A Group Menu
Hierarchy is created whenever menu items are positioned as children of other parent menu items and the parent
menu item's criteria IS blank.
Back to top
6. How does a Standard Menu Hierarchy behave?
When a child Menu Item is selected from within a Standard Menu Hierarchy, then both
the child menu item and the parent menu item are simultaneously added as categories to the selected Outlook
Items. Or, if selecting menu items from the Categorize Plus Search Menu, then both the child and the
parent menu items are added as search criteria.
Back to top
7. How is a Standard Menu Hierarchy used?
The purpose of a Standard Menu Hierarchy is to organize information based on combinations of
categories. As a simple example, assume that a company sells a product, and during the process of selling
the product, the company manages activities related to design, reliability, packaging and distribution.
To organize information pertaining to each of these activities, it makes sense to create four categories
consisting of Design, Reliability, Packaging and Distribution.
Now assume that the company receives returns and that these returns can be categorized into one of the above
four categories. In other words, the four reasons why products are returned can be described as design
flaw, reliability failure, damaged packaging or errors in distribution.
Therefore, to organize information regarding returns, rather than creating four additional categories for
each type of return, it is easier to create a single category called Returns and then combine this category with one of the other four
previously created categories in order to uniquely classify each type of return. If this is done,
then Categorize Plus can be used to search all Outlook items that pertain to returns for package damage
simply by adding both Packaging and Returns as search criteria.
In this scenario, one could construct a menu hierarchy where the Returns Menu Item is a child of each of the
four other Menu Items, Design, Reliability, Packaging and Distribution. Then, to search for Outlook items that pertain
to returns for package damage, one would select the Returns Menu Item under Packaging from the Categorize Plus Search Menu. This would
then add both a Returns and Packaging category to the Outlook search criteria. In this manner,
Categorize Plus allows complete flexibility in arranging Menu Items into hierarchies, and these
hierarchies can be replicated and arranged in a infinite number of combinations.
Back to top
8. How does a Group Menu Hierarchy behave?
When the Child of a Group Menu Item is Selected
When the child of a group Menu Item is selected from the Categorize Plus menu, then the child will be
added as a category to the selected Outlook items, but the parent group Menu Item will not. Or if using
the Categorize Plus Search Menu, then the child Menu Item will be added to the Outlook search criteria, but the
parent will not.
When a Group Menu Item is Selected
When a group Menu Item is selected directly, then each of the group's child Menu Items will be added
as categories to each of the selected Outlook items. Furthermore, if using the Categorize Plus
Search Menu, then each of the child Menu Items will be added to the Outlook search criteria.
Back to top
9. How is a Group Menu Hierarchy used?
Managing Multiple Projects
Lets assume you are managing multiple projects and want to use Categorize Plus to categorize and search
for Outlook items that are associated with each of these projects. For this scenario, it makes sense
to create a separate Category Tag menu item for each project. Categorize Plus can then be used to
categorize Outlook items with the associated project name and then search for Outlook items based on these
Managing Active vs. Completed Projects
Next, over time some projects will be completed while other new projects will be created. Therefore, at
any given time, the state of some projects will be active and the state of other projects will be
completed. For this scenario it also makes sense to create two additional Category Tags labeled
Active and Completed and to categorize all active projects as Active and all completed projects as Completed. This way Outlook items can be searched by active verses
Unfortunately, a problem arises when using this approach. When an active project is finished, then all of
the Outlook items associated with that project will need to be re-categorized from Active to Completed.
The Problem Solved: Use a Group Menu Hierarchy
Instead, a better approach is to use a Group Menu Hierarchy where each project's Category Tag is grouped under
a respective group Category Tag that is labeled either Active or Completed. This approach will still allow searching for projects
by either Active or Completed. In addition, the advantage of this approach is that when a project
is finished, then no items need to be re-categorized. Instead, the Category Tag for the completed
project will simply need to be moved in the menu hierarchy from the Active group category to the Completed group category.
Examples and Additional Information
For more information, please refer to the Group Filters and Searches help
topic that provides several examples that demonstrate the power of using a Group Menu Hierarchy to search
for Outlook items.
As a final comment, it is important to note that, since group Menu Items are not included in categorizations or
searches when child Menu Items are selected, group Menu Items can be added throughout the menu hierarchy
without disturbing the behavior of the Standard Menu Hierarchy.
Back to top
10. Can categories and menu hierarchies be shared between
Yes. The Categorize Plus categories and menu hierarchies are saved
in a menu file on each user’s computer. Therefore, these categories and menu hierarchies can be
shared simply by sharing the menu file. This is briefly highlighted in the
15-minute Getting Started Tutorial. As
explained below, there are a couple of options for sharing menu files.
The first option is to use the Menu Builder to save a menu file to any shared file location.
For example, a menu file can be saved to a shared drive on a server. Categorize Plus will
then load this menu file each time that Outlook re-starts. Additionally, multiple shared menu
files can be saved and opened in real-time simply by using the "File" commands in the Menu
The second option is to save a menu file to a local file on each computer and then periodically
synchronize this local file with a file on the server.
Back to top
11. Do the Categorize Plus menus use shortcut keys?
Yes. The Categorize Plus drop down menus employ the use of
Underlined Keyboard Accelerators the same as those used in the standard Outlook menus. Therefore,
by adding an ‘&’ in front of a character in the caption field of a menu item, then that character
becomes a keyboard accelerator. Then, all you need to do is press the “alt” key and then press the
underlined letter to select the menu item. For example, to open the Categorize menu you would press
“alt” and then "h" and then “z”. And you only have to press the “alt” key once to then
navigate through the entire menu hierarchy using the accelerators. Categorize Plus is also designed
to auto expand the Categorize menu after each selection so that you can immediately make the next
Back to top
12. Why doesn't the Category Editor use a hierarchy?
The intended purpose of the Category Editor is to quickly edit categories that were
previously assigned to Outlook items and it is not intended to be used for categorization. That is why
Categorize Plus employs the drop down menus. It all comes down to speed. To categorize an item with
multiple categories, the fastest way is to use the keyboard accelerators in the drop down menus and not the
Category Editor. Please refer to the pervious FAQ that explains the use of keyboard accelerators.
Typically I structure all of my menus using accelerators and then I never use the mouse. My hands become
so fast that I can usually categorize an email with a dozen categories in under 2 seconds. After awhile
you don’t even think about it and your hands just know what to press. Kind of like playing an
instrument. If you were to try to accomplish this using the Category Editor, then you would first need to
expand the hierarchy, then select the categories, then select save. Hence, the drop down menus are much
Back to top