Filtering for assigned categories

Question

When I try to search/filter for a particular category, not all assigned categories show up as options. How do I get all categories to show in the filter list?

Answer 1

Hi @vansantenjoanrcmpgrc,

Welcome to Microsoft Q&A, and thank you very much for reaching out.

Based on your description, may I confirm that you are filtering or searching emails by category using the built‑in filter or category list in Outlook Classic?

If so, from my research and testing on my end, this behavior is expected. In Outlook Classic, the category list shown in the filter or dropdown menus is limited (typically up to around 15 categories) and is based on recently used categories. Unfortunately, Outlook does not provide a supported option to force all categories in the mailbox to appear in that list.

That said, I found an external thread that discusses this behavior and a possible workaround, which you may find helpful. Feel free to check it here.

Note: This information is provided as a convenience to you. These sites are not controlled by Microsoft, and Microsoft cannot make any representations regarding the quality, safety, or suitability of any software or information found there. Please ensure that you fully understand the risks before using any suggestions from the above link.

I also recommend submitting your feedback through the Microsoft Feedback portal, where Microsoft engineering team actively collects customer input to help improve the product. The more users share the same feedback, the higher the chance it may be considered for a future update.

Thank you for your understanding.

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Answer 2

To expand on the suggestion from @Kha-N about using Advanced Search (where you can get a list of all Categories) instead of Filter (which only shows the most recently used).

Click in the Search Bar and then on the down-arrow.

If you don't see Categories listed, click on the "+ Add More options"

And check Cats and [Apply]

Now when you click on the Cats drop-down you should be able to select from all of your Cats.

(You may have to restart Outlook after adding new Cats to see them in the list)

Answer 3

To ensure that all assigned categories show up in your filter list when searching or filtering for a particular category, you may need to utilize the appropriate parameters in your query. In the context of PowerShell and Microsoft Graph, you can use the -Filter parameter to specify criteria for the categories you want to retrieve. However, it's important to note that the filtering capabilities may depend on the permissions of the user or application making the request.

If you are not seeing all categories, consider the following steps:

1. Ensure that you have the necessary permissions to view all categories associated with the assignments.
2. Use the -Filter parameter correctly to specify the category criteria you are interested in.
3. If applicable, check if there are any limitations or settings in your application or environment that restrict the visibility of certain categories.

For example, you can use the following PowerShell command to filter categories:

Get-MgEducationClassAssignmentCategory -EducationClassId $educationClassId -Filter "id eq 'your-category-id'"

This command will help you retrieve specific categories based on the provided ID.

If you continue to face issues, reviewing the documentation for the relevant Microsoft Graph modules may provide additional insights into filtering options and limitations.