Customizing tasks 'By category' when using multiple cats

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CJ33414

(I'm using OL 2007)

I created a new view for my tasks where I

Group by category
Sort by due date

All or most of my tasks belong to more than 1 category - so right now
they're showing up in EACH category.

Is there any way to customize this, where you tell it to show up say in the
first category only? Otherwise I'm looking at a task twice or, three times,
depending how many categories I assigned it.

If not...

I would like the Categories COLUMN to show all of the categories - right now
it just shows the category it's grouped under.

So say a task has Categories, "To Call" and "To Do" - I want the Categories
column to show both the To Call and To Do categories.

Can this be done?

Thanks in advance.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
When you group it will group by each category. When you group by category,
you'll only see the category used for the group but once you remove the
grouping, you'll see all the categories in the category field.

Would views that show only 1 (or a few) categories work for you? Make maybe
3 views - for most important categories, low priority and normal priority.

"CJ33414" <CJ33414> wrote in message
news:13D763B4-6A41-4970-A85C-4615C4A823CF@microsoft.com...
> (I'm using OL 2007)
>
> I created a new view for my tasks where I
>
> Group by category
> Sort by due date
>
> All or most of my tasks belong to more than 1 category - so right now
> they're showing up in EACH category.
>
> Is there any way to customize this, where you tell it to show up say in
> the
> first category only? Otherwise I'm looking at a task twice or, three
> times,
> depending how many categories I assigned it.
>
> If not...
>
> I would like the Categories COLUMN to show all of the categories - right
> now
> it just shows the category it's grouped under.
>
> So say a task has Categories, "To Call" and "To Do" - I want the
> Categories
> column to show both the To Call and To Do categories.
>
> Can this be done?
>
> Thanks in advance.


 
C

CJ33414

Thanks Diane.

Well...the idea was to see all the tasks in one place...so if I make
different views I won't see them all in one list. But I have to think about
that a little more...maybe there are some categories that I wouldn't mind not
seeing together.

How would I view one category and not another? A filter?

"Diane Poremsky [MVP]" wrote:

> When you group it will group by each category. When you group by category,
> you'll only see the category used for the group but once you remove the
> grouping, you'll see all the categories in the category field.
>
> Would views that show only 1 (or a few) categories work for you? Make maybe
> 3 views - for most important categories, low priority and normal priority.
>
> >
>

>

>

>
>

>

>
>

>

>
>

>

>
> "CJ33414" <CJ33414> wrote in message
> news:13D763B4-6A41-4970-A85C-4615C4A823CF@microsoft.com...
> > (I'm using OL 2007)
> >
> > I created a new view for my tasks where I
> >
> > Group by category
> > Sort by due date
> >
> > All or most of my tasks belong to more than 1 category - so right now
> > they're showing up in EACH category.
> >
> > Is there any way to customize this, where you tell it to show up say in
> > the
> > first category only? Otherwise I'm looking at a task twice or, three
> > times,
> > depending how many categories I assigned it.
> >
> > If not...
> >
> > I would like the Categories COLUMN to show all of the categories - right
> > now
> > it just shows the category it's grouped under.
> >
> > So say a task has Categories, "To Call" and "To Do" - I want the
> > Categories
> > column to show both the To Call and To Do categories.
> >
> > Can this be done?
> >
> > Thanks in advance.

>
>

 

Michael Bauer

Senior Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server


A filter hides items; it doesn't hide groups.

If you assign two categories to one item, its Categories property reads, for
instance, 'cat1; cat2'. Another item might have Categories = 'cat2; cat3'.

If you filter for 'cat1', you'll get all items listed that have the category
'cat1' assigned. So, the first item will be displayed, the second won't.

If you now group the result by categories, Outlook has to display the one
item in two groups, i.e. in 'cat1' and in 'cat2' because that are the
assigned categories.

Best regards
Michael Bauer

Am Fri, 2 Oct 2009 16:13:02 -0700 schrieb CJ33414:

> Thanks Diane.
>
> Well...the idea was to see all the tasks in one place...so if I make
> different views I won't see them all in one list. But I have to think

about
> that a little more...maybe there are some categories that I wouldn't mind

not
> seeing together.
>
> How would I view one category and not another? A filter?
>
>
> "Diane Poremsky [MVP]" wrote:
>
>> When you group it will group by each category. When you group by

category,
>> you'll only see the category used for the group but once you remove the
>> grouping, you'll see all the categories in the category field.
>>
>> Would views that show only 1 (or a few) categories work for you? Make

maybe
>> 3 views - for most important categories, low priority and normal

priority.
>>
>> >>
>>

>>

>>

>>
>>

>>

>>
>>

>>

>>
>>

>>

>>
>> "CJ33414" <CJ33414> wrote in message
>> news:13D763B4-6A41-4970-A85C-4615C4A823CF@microsoft.com...
>>> (I'm using OL 2007)
>>>
>>> I created a new view for my tasks where I
>>>
>>> Group by category
>>> Sort by due date
>>>
>>> All or most of my tasks belong to more than 1 category - so right now
>>> they're showing up in EACH category.
>>>
>>> Is there any way to customize this, where you tell it to show up say in
>>> the
>>> first category only? Otherwise I'm looking at a task twice or, three
>>> times,
>>> depending how many categories I assigned it.
>>>
>>> If not...
>>>
>>> I would like the Categories COLUMN to show all of the categories - right
>>> now
>>> it just shows the category it's grouped under.
>>>
>>> So say a task has Categories, "To Call" and "To Do" - I want the
>>> Categories
>>> column to show both the To Call and To Do categories.
>>>
>>> Can this be done?
>>>
>>> Thanks in advance.

>>
>>

 
C

CJ33414

Hi Michael.

OK - I think I understand what you mean, but can you clarify a little
more...it seems you're saying that if one item has more than one category the
very action of grouping by categories will cause it to display in more than
one group, even if the filter I applied should have left that second category
out.

Am I getting it?

And if so, does that mean that in Diane's suggestion, I could view different
categories in different views, but would have to not group by category?

Can anybody think of a different way to accomplish what I want?

"Michael Bauer " wrote:

>
>
> A filter hides items; it doesn't hide groups.
>
> If you assign two categories to one item, its Categories property reads, for
> instance, 'cat1; cat2'. Another item might have Categories = 'cat2; cat3'.
>
> If you filter for 'cat1', you'll get all items listed that have the category
> 'cat1' assigned. So, the first item will be displayed, the second won't.
>
> If you now group the result by categories, Outlook has to display the one
> item in two groups, i.e. in 'cat1' and in 'cat2' because that are the
> assigned categories.
>
> > Best regards
> Michael Bauer
>
>

>

>

>
>
> Am Fri, 2 Oct 2009 16:13:02 -0700 schrieb CJ33414:
>
> > Thanks Diane.
> >
> > Well...the idea was to see all the tasks in one place...so if I make
> > different views I won't see them all in one list. But I have to think

> about
> > that a little more...maybe there are some categories that I wouldn't mind

> not
> > seeing together.
> >
> > How would I view one category and not another? A filter?
> >
> >
> > "Diane Poremsky [MVP]" wrote:
> >
> >> When you group it will group by each category. When you group by

> category,
> >> you'll only see the category used for the group but once you remove the
> >> grouping, you'll see all the categories in the category field.
> >>
> >> Would views that show only 1 (or a few) categories work for you? Make

> maybe
> >> 3 views - for most important categories, low priority and normal

> priority.
> >>
> >> > >>
> >>

> >>

> >>

> >>
> >>

> >>

> >>
> >>

> >>

> >>
> >>

> >>

> >>
> >> "CJ33414" <CJ33414> wrote in message
> >> news:13D763B4-6A41-4970-A85C-4615C4A823CF@microsoft.com...
> >>> (I'm using OL 2007)
> >>>
> >>> I created a new view for my tasks where I
> >>>
> >>> Group by category
> >>> Sort by due date
> >>>
> >>> All or most of my tasks belong to more than 1 category - so right now
> >>> they're showing up in EACH category.
> >>>
> >>> Is there any way to customize this, where you tell it to show up say in
> >>> the
> >>> first category only? Otherwise I'm looking at a task twice or, three
> >>> times,
> >>> depending how many categories I assigned it.
> >>>
> >>> If not...
> >>>
> >>> I would like the Categories COLUMN to show all of the categories - right
> >>> now
> >>> it just shows the category it's grouped under.
> >>>
> >>> So say a task has Categories, "To Call" and "To Do" - I want the
> >>> Categories
> >>> column to show both the To Call and To Do categories.
> >>>
> >>> Can this be done?
> >>>
> >>> Thanks in advance.
> >>
> >>

>

 

Michael Bauer

Senior Member
Outlook version
Outlook 2010 32 bit
Email Account
Exchange Server


Exactly, you got it :) That's the way Outlook works. For VBOffice Reporter
(see link in my signature) I used the approach you're looking for: First,
the filter applies to the items, then it hides those groups you don't want
to see.

Best regards
Michael Bauer

Am Sat, 3 Oct 2009 08:02:06 -0700 schrieb CJ33414:

> Hi Michael.
>
> OK - I think I understand what you mean, but can you clarify a little
> more...it seems you're saying that if one item has more than one category

the
> very action of grouping by categories will cause it to display in more

than
> one group, even if the filter I applied should have left that second

category
> out.
>
> Am I getting it?
>
> And if so, does that mean that in Diane's suggestion, I could view

different
> categories in different views, but would have to not group by category?
>
> Can anybody think of a different way to accomplish what I want?
>
> "Michael Bauer " wrote:
>
>>
>>
>> A filter hides items; it doesn't hide groups.
>>
>> If you assign two categories to one item, its Categories property reads,

for
>> instance, 'cat1; cat2'. Another item might have Categories = 'cat2;

cat3'.
>>
>> If you filter for 'cat1', you'll get all items listed that have the

category
>> 'cat1' assigned. So, the first item will be displayed, the second won't.
>>
>> If you now group the result by categories, Outlook has to display the one
>> item in two groups, i.e. in 'cat1' and in 'cat2' because that are the
>> assigned categories.
>>
>> >> Best regards
>> Michael Bauer
>>
>>

>>

>>

>>
>>
>> Am Fri, 2 Oct 2009 16:13:02 -0700 schrieb CJ33414:
>>
>>> Thanks Diane.
>>>
>>> Well...the idea was to see all the tasks in one place...so if I make
>>> different views I won't see them all in one list. But I have to think

>> about
>>> that a little more...maybe there are some categories that I wouldn't

mind
>> not
>>> seeing together.
>>>
>>> How would I view one category and not another? A filter?
>>>
>>>
>>> "Diane Poremsky [MVP]" wrote:
>>>
>>>> When you group it will group by each category. When you group by

>> category,
>>>> you'll only see the category used for the group but once you remove the
>>>> grouping, you'll see all the categories in the category field.
>>>>
>>>> Would views that show only 1 (or a few) categories work for you? Make

>> maybe
>>>> 3 views - for most important categories, low priority and normal

>> priority.
>>>>
>>>> >>>>
>>>>

>>>>

>>>>

>>>>
>>>>

>>>>

>>>>
>>>>

>>>>

>>>>
>>>>

>>>>

>>>>
>>>> "CJ33414" <CJ33414> wrote in message
>>>> news:13D763B4-6A41-4970-A85C-4615C4A823CF@microsoft.com...
>>>>> (I'm using OL 2007)
>>>>>
>>>>> I created a new view for my tasks where I
>>>>>
>>>>> Group by category
>>>>> Sort by due date
>>>>>
>>>>> All or most of my tasks belong to more than 1 category - so right now
>>>>> they're showing up in EACH category.
>>>>>
>>>>> Is there any way to customize this, where you tell it to show up say

in
>>>>> the
>>>>> first category only? Otherwise I'm looking at a task twice or, three
>>>>> times,
>>>>> depending how many categories I assigned it.
>>>>>
>>>>> If not...
>>>>>
>>>>> I would like the Categories COLUMN to show all of the categories -

right
>>>>> now
>>>>> it just shows the category it's grouped under.
>>>>>
>>>>> So say a task has Categories, "To Call" and "To Do" - I want the
>>>>> Categories
>>>>> column to show both the To Call and To Do categories.
>>>>>
>>>>> Can this be done?
>>>>>
>>>>> Thanks in advance.
>>>>
>>>>

>>

 
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