Flash Demo that Illustrates How to Create and Use Category Actions
If you have an internet link, then select the button below to view a flash movie that demonstrates some of the features of Category Actions.

Category Actions Sequence
The sequence of Category Actions is significant.  Each action in the list is applied to Outlook items starting at the top of the list and progressing down to the bottom of the list.  For example, if an action is selected to automatically add categories to Outlook items, then if the next action in the sequence has actions associated with the added categories, then these actions will also be performed. 

Four Fields Define each Category Action

• Categories Field
  Each action is associated with the Categories entered into the Categories field.  Whenever items are categorized with these categories, then the specified action will be performed.  Either single or multiple categories can be associated with each action.  Multiple categories are entered by separating each category with a comma.  If multiple categories are specified for a single action, then the specified action only will be performed for items that contain all of the categories.

• Action Field
  There are six possible actions that can be selected in the Actions field.
  • Move to Folder moves the matching Outlook items to the specified folder. 
    Note: Only items that match the move to folder's default item type will be moved.  For example, calendar items will be moved to a calendar folder and mail Items will be moved to a mail Item folder, but calendar items will not be moved to a mail item folder.
  • Add Categories will add the specified categories to the matching Outlook items.
  • Remove Categories will remove the specified categories from the matching Outlook items.
  • Change Read Status will change the read status to either "Mark as Read" or "Mark as Unread".
  • Create Task will create an Outlook Task item using information from the item being categorized.  If more than one item is currently selected, then this action will only be applied to the first item in the selection. 
  • Create Appointment will create an Outlook Appointment item using information from the item being categorized.  If more than one item is currently selected, then this action will only be applied to the first item in the selection.

• Value Field
  The text entered into the value field represents the data associated with each action. 
  • If Move to Folder is the selected action, then the value field will contain the name of the folder that the matching Outlook items will be moved to. 
  • If Add Categories or Remove Categories are the selected actions, then the value field will contain the categories that will be added or removed from the matching Outlook items.
  • If Change Read Status is the selected action, then the value field will contain either "No Change", "Mark as Read" or "Mark as Unread".
  • If Create Task or Create Appointment is the selected action, then the value filed will contain options to either add the text from the original email message, or to add the orginal email as an attachment, or both.

• Settings Field
  The settings field specifies when to apply the Category Action.  The settings are selected using the Category Actions Settings Dialog.  Please refer to the Category Actions Settings Dialog help topic for further information regarding the settings that can be applied to each Category Action. 

Example of the Category Actions dialog:

See Also

Category Actions Settings Dialog