Help for Lotus Notes 8 (basic configuration) - Managing views with categories

ELEMENTS OF LOTUS NOTES

Managing views with categories
Categories help you organize data in views that contain many documents and move around in these views more quickly. Categories can be sorted alphabetically, numerically, or by date. Depending on the application design, categories may appear only when there are documents in them.

You can categorize your own documents in any view that has been designed to allow the use of Categorize. To categorize documents created by other users in an application, you need Editor access.

To create a category or subcategory

Use the following steps to create a category or subcategory. Subcategories appear indented under category names in a view.

1. Select the document to categorize.

2. From the menu, choose Actions > Categorize.

3. In the Add category field, type a category name. For subcategories, type a category name, a backslash (\), and a subcategory name, for example:

Sales planning\Trade shows

4. (Optional) To create multiple new categories, separate names with commas, for example:

Sales planning, Trade shows

5. Click the Add button.

6. Click OK.

Working with categories

You can perform the following tasks from the Actions > Categorize menu:

To Do

Add a category to, or remove a category from a document.

Select one or more documents.
Click Actions > Categorize.
Check one or more categories to add them; or remove the check mark for one or more categories.

Rename a category

Select all of the documents under the category.
Click Actions > Categorize.
Remove the check mark from the existing category.
In the Add category field, specify a new name, then click Add.

Delete a category

Select all of the documents under the category.
Click Actions > Categorize.
Remove the check mark from the existing category.

Notes

If you remove a document from all categories, the document appears at the bottom of the list of the categories in the heading Not Categorized.
You delete a category from a view by removing all the documents from it. After you close and open the Notes application, the deleted category no longer appears in the Categorize dialog box, and the documents that are in the view appear as Not Categorized.

See Also

Elements of a View

Working with views

Glossary

Feedback on Help or Product Usability?

Help on Help

All Help Contents

Glossary

To	Do
Add a category to, or remove a category from a document.	Select one or more documents. Click Actions > Categorize. Check one or more categories to add them; or remove the check mark for one or more categories.
Rename a category	Select all of the documents under the category. Click Actions > Categorize. Remove the check mark from the existing category. In the Add category field, specify a new name, then click Add.
Delete a category	Select all of the documents under the category. Click Actions > Categorize. Remove the check mark from the existing category.