In Microsoft Outlook, how can I categorize my Contacts and send email using the categories? View The Full Article If you want to send email to or arrange meetings with people on your Contacts list without using your Personal Address Book or personal distribution lists, you can use the category function in Outlook. To do this, you must first categorize the Contacts you want in a specific group. Once they are categorized, you can send email to that category. To categorize your Contacts, follow the steps below: 1. In Outlook, go to your Contacts section. 2. Select the individual Contacts you would like to put in a particular category by holding down the Ctrl key while clicking the entries you want. 3. From the Edit menu, select Categories... . 4. Click the box next to any of the predefined categories, or you can create your own category and add it to the list. Note: Individual Contacts can belong to more than one category. 5. Click OK. Note: Contacts entries have no default category. Consequently, individual Contacts that you have not categorized will display with none when viewed by category. To send email, set up a meeting or task, or write a letter to all the Contacts in a category, follow these instructions: 1. From Outlook, open your Contacts section. 2. From the View menu, select Current View, then By Category. 3. Highlight the category you want to send email to by clicking it. 4. In Outlook, from the Actions menu, select New Message to Contact.