30.14 Categories filter
30.14.1 Overview ¶
The categories filter checks whether a message has been assigned a specific category in Outlook or Microsoft 365. Categories are an Outlook-specific concept for tagging messages - e.g. “Invoice”, “Contract”, “Case 2026-Q1”. They are managed centrally by the mailbox server.
30.14.2 Requirements ¶
| Account type |
Support |
| Microsoft 365 (Graph) |
Fully supported |
| IMAP |
Not supported |
| POP3 |
Not supported |
Note: For IMAP and POP3 accounts, the filter never matches. Use flags instead (see chapter 30.15) or configure the profile exclusively for Microsoft 365.
30.14.3 Operators ¶
| Operator |
Description |
| in list |
At least one of the specified categories is set |
| not in list |
None of the specified categories is set |
30.14.4 Entering values ¶
In the filter editor, one or more categories can be specified. Multiple categories are shown as chips - each category can be removed individually. While typing, the editor offers categories that already exist in the mailbox as auto-completion.
Note: Custom category names are possible - they are created by the program when first set if needed (see chapter 8.12.5).
30.14.5 Use case ¶
Exclude items already processed
Category not in list Already-processed
Processes only messages without the “Already-processed” tag - useful to avoid double processing when combined with the task Set category.
30.14.6 Interaction with “Set category” ¶
The task Set category (see chapter 8.12.5) leaves a tag in the mailbox after successful processing. Combined with the categories filter, this produces a simple workflow:
- Profile A matches all incoming invoices.
- Profile A executes tasks (save, print).
- Profile A subsequently sets the category “Processed”.
- Profile B checks the filter
Category in list Processed.
This way profile B is only applied to cases that are already complete.
30.14.7 Tip ¶
- If auto-completion stays empty, no category may yet exist in the mailbox. In Outlook, categories can be managed centrally under Home - Categorize - All Categories