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In classic Outlook, the category color usually appears in the Categories column beside Flag Status. In new Outlook and Outlook on the web, it appears as a colored category label or text indicator, not as a background filling the message row. Microsoft explains how categories add color to flagged messages, and its guide to Outlook categories describes how their colors appear.
How to add a color to a flagged email in classic Outlook
These steps apply to classic Outlook for Windows, including Outlook for Microsoft 365, Outlook 2024, and Outlook 2021.
- Open the mail folder containing the flagged message.
- Select the message in the message list.
- Right-click the message and select Categorize.
- Select the color category you want to apply.
- If the category is not shown, select All Categories, select the category’s checkbox, and select OK.
You can also open the message and choose Tags > Categorize from the ribbon.
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The flag remains a flag, while the selected category supplies the color. In a table view, you will normally see the category in the Categories column beside Flag Status.
Create a custom color category
If the built-in categories do not fit your workflow, create one specifically for flagged messages—for example, “Waiting for reply,” “Urgent follow-up,” or “Review this week.”
- In a mail folder, select Home > Categorize > All Categories.
- In the Color Categories dialog box, select New.
- Enter a name for the category.
- Choose a color.
- Optionally select a Shortcut Key.
- Select OK.
- Select the flagged message, choose Categorize, and apply the new category.
Assign a category with one click
Classic Outlook can assign a default category through the Category column. This does not recolor the follow-up flag itself, but it makes applying the category faster.
- On the ribbon, select Tags > Categorize > Set Quick Click.
- Choose the color category.
- Select OK.
In supported table views, selecting the Category column for a message applies the Quick Click category.
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Change the color in new Outlook or Outlook on the web
In new Outlook for Windows and Outlook on the web, you can assign a category from the message list or an open message.
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- Select the flagged message, or right-click it in the message list.
- Select Categorize.
- Select the category you want.
- If it is not listed, select Manage categories or All categories, depending on the interface.
From an open message or the reading pane, select Categorize on the ribbon and then select the category.
Change a category’s color
Changing a category’s color changes how that category appears on every message where it is assigned.
- Select Settings.
- Go to Accounts > Categories.
- Select the Edit icon beside the category.
- Choose a different color.
- Select Save.
In new Outlook, you can also create a category by selecting Categorize > New category, entering a name, choosing a color, and selecting Save.
What changes—and what does not
| Feature | What it does |
|---|---|
| Follow-up flag | Marks the message for follow-up and can include a due date or reminder. |
| Color category | Adds a personal colored label to help organize or identify the message. |
| Flag color | Cannot be changed independently in Outlook. |
A category does not replace the flag, alter its reminder, or change its follow-up status. It is a separate organizational label.
Fix common category problems
“Categorize” is missing from the right-click menu
In classic Outlook, right-click the blank area to the right of the sender’s name rather than directly on the sender or another message field. The context menu can differ depending on exactly where you click.
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The category is not listed
Classic Outlook commonly shows the ten most recently used categories in the Categorize menu. Select All Categories to view the complete list. New Outlook and Outlook on the web use recently used categories as well; select Manage categories or All categories to find the rest.
The message is in an IMAP account
Outlook categories are not supported for IMAP accounts. If the message belongs to an IMAP mailbox, the category workaround may not be available.
The color seems to affect other messages
Categories are shared mailbox labels. If you rename or recolor a category already assigned to several messages, those messages use the updated category definition. Create a separate category instead if you need a different meaning.
Are Outlook category colors shared with recipients?
No. Categories are personal organization labels. A category you assign to an email is visible to you, but it does not appear as your private color label for the people who receive or send the message.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.FAQ
Can I change an Outlook flag from red to blue?
No. Outlook follow-up flags do not have independently selectable colors. Assign a blue color category to the flagged message instead.
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Will a color category change the flag’s reminder or due date?
No. Categories and follow-up flags are separate features. Applying a category changes the category indicator only; the flag’s timing and reminder settings remain unchanged.
Why can’t I find my category in Outlook?
Outlook usually shows recently used categories first. Select All Categories in classic Outlook, or Manage categories or All categories in new Outlook and Outlook on the web.
Can other people see the category color I assigned?
No. Outlook categories are private organizational labels associated with your mailbox view.
Why is Categorize unavailable for an email?
The message may be in an IMAP account, which does not support Outlook categories. In classic Outlook, also try right-clicking the blank area to the right of the sender’s name.
The Bottom Line
You cannot directly change the color of an Outlook follow-up flag. The practical solution is to apply a color category to the flagged message: right-click it, select Categorize, and choose a color. The category adds a colored indicator while the original follow-up flag continues to manage the message’s status and reminders.
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