Using colour categories on emails
When multiple people are working out of the same centralised email box, a good organisational tip is to set each individual a colour category that can then be assigned to an email. That will then indicate that person(s) is responsible to actioning / doing something with that email.
For example, a manager might need to authorise a decision in an email, they can be categories as ‘Blue’, which means when the manager logs into the centralised email box, anything with a ‘Blue’ colour category needs to be actioned by them.
To set up the categories on the centralised email box, first login to the email box and click the ‘Categorize’ tile at the top of outlook.
From the drop down, select ‘All Categories’
In the ‘Colour Categories’ box you can now create, rename, and delete colour categories for your email inbox.
You can assigned each person a colour, by naming the relevant colour box ‘XX person’ or you can refer to colours as Service Level Agreements. E.g. complete within 24hours.
Remember - GMI employees using Outlook and the functionality within the system are subject to GMI policies and procedures. Please do not use offensive or inappropriate language when setting your colour categories.
Once you have set up your colour categories, you can now start assigning them to your emails.
To do this, right click on an email you want to assign a colour code to.
Scroll down to ‘Categorize’
Select the colour category you want to assign.
On your Outlook screen, the email will now have a colour code assigned to it.
To remove the colour code, follow the same steps as assigning, but this time you need to deselect the colour category.