Microsoft Outlook For Mac How Do I Remove All Categories

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People with multiple mailboxes or a lot of folders can have quite a busy Navigation Pane and therefore also tends to look after it a bit more.

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Some of these people would like to keep everything collapsed for a cleaner and less jumpy Outlook interface. Others like to keep everything expanded so that they can easily reach each folder.

Sometimes it looks like Outlook has a mind of its own and keeps expanding and collapsing your folders whenever it pleases.

How exactly does it behave and how to keep all folders collapsed/expanded during and between Outlook sessions?

While the expanding and collapsing can seem at random, there are 2 basic rules;

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  • Outlook should remember which folders were expanded or collapsed when you closed Outlook and should also start with this folder state again.
  • If a folder is collapsed and a new message is delivered to one of its subfolders, the folder will automatically expand to that subfolder.

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Of course, with Outlook, there are a few exceptions to these otherwise simple rules.

Note: As the folder state is being saved when you close Outlook, Outlook shutdown issues can prevent it from being saved so the folder state isn’t remembered when you start Outlook again. To troubleshoot see; Outlook doesn’t close.

Collapsing all folders

To keep the mailbox collapsed even when a new message is being delivered, make sure that your Inbox and other folders that receive email (for instance by a rule) have been added to your Favorites list.


Keep your mailboxes collapsed by
adding its Inbox to the Favorites list.

If your default startup folder of Outlook is your Inbox folder, then Outlook will always expand that mailbox to the Inbox folder even when your Inbox folder has been added to your Favorites list. To counter this, set your default startup folder to Outlook Today.

To set your default startup folder;

  • Outlook 2007 and previous
    Tools-> Options…-> tab Other-> button Advanced Options…-> Startup in this folder
  • Outlook 2010
    File-> section Options-> section Advanced-> option group: Outlook start and exit-> Start Outlook in this folder

Expanding all folders

IMAP folders will always start collapsed and will remain collapsed even when a new message is being delivered to any of its folders. Setting the default startup folder of Outlook to the Inbox folder of an IMAP account will expand the folder list on startup but could increase Outlook startup time.

To quickly expand all folders, you can use the VBA macro solution Expand all folders from Outlook MVP Michael Bauer. This VBA solution runs at each startup and expands all folders.

If you have a lot of of folders, this macro could take a long time to complete and can be quite a resource hog as Outlook will load the view of each folder. Therefore, I’d recommend to run this macro only once so all your folders are expanded. As Outlook “should” remember your folder state when you restart Outlook, there is no need to run this macro at each startup unless of course you are using an IMAP account.

Bonus Tip: Collapse or expand all groups in your view

By default, Outlook will group your mail into groups named;
Today, Yesterday, Last Week, Two Weeks Ago, Three Weeks Ago, Last Month and Older.

To quickly collapse all these groups use; CTRL – (on Num Pad)
To quickly expand all these groups use; CTRL + (on Num Pad)


Collapsing all your groups is almost like having an empty mailbox…
Hmm, maybe it is better to keep that Today group expanded…

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Summary

This article describes some useful tools for Microsoft Outlook for Mac.

More information

Outlook Search Repair

The Outlook Search Repair tool repairs search results within Outlook.

Important

Due to some changes in macOS Mojave, this tool no longer works in 10.14 and higher. If you are on macOS Mojave (10.14), you can follow the steps below to reindex Spotlight for Outlook for Mac.

  1. Choose Apple menu, then System Preferences, and then Spotlight.

    Download

  2. Select the Privacy tab.

  3. In Finder:

    1. On the Go menu, select Go to Folder..

    2. Copy and paste the following location into the 'Go to the folder:' dialog box and select Go:

      ~/Library/Group Containers/UBF8T346G9.Office/Outlook/Outlook 15 Profiles/

  4. Drag the 'Main Profile' folder to the Privacy tab. Once added, remove the folder, and Spotlight will re-index the folder.

    You must perform this step for any additional profile folders you have.

See the following article from Apple to learn more: How to rebuild the Spotlight index on your Mac.

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When to use the tool

Use this tool if search results within Outlook show nothing or return older items only. For example, if you search for an email message that you already have open and that message isn't displayed in the search results.

How to use the tool

  1. Download and open the Outlook Search Repair tool.

  2. Follow the instructions.

    Note The tool searches for duplicate installations of Outlook. If no duplicates are detected, go to step 3. If duplicates are detected, remove the duplicate Outlook installations, and then restart the system. After your system is restarted, the Outlook Search Repair tool may reopen. If it does reopen, exit and restart the tool.

  3. Select Reindex.

    Note The Outlook Search Repair tool displays a 'Reindexing, please wait' message while it works. Wait for this process to finish. This may require an hour or more, depending on the size of your Outlook profile. Outlook doesn't have to be open when the repair occurs. A spotlight search will be slower and may not finish while the index is being repaired.

  4. Exit the Outlook Search Repair tool when you receive the following message after the repair is completed:

    Done! Reindexing has completed!

OutlookResetPreferences

The Outlook Reset Preferences tool resets all Outlook preferences to their default settings.

When to use the tool

Use this tool to reset any customizations that you've made to Outlook by using the Preferences option on the Outlook menu. This tool also stores the settings for the Outlook window size and position. This tool shouldn't be needed most of the time. But it can be useful.

Note The Outlook Preferences file doesn't contain all the preferences for the application. Also, resetting Outlook preferences doesn't remove email messages or account settings.

How to use the tool

  1. Download and open the Outlook Reset Preferences tool.
  2. Click the Reset Now! button. This closes Outlook if it's open, and then resets the preferences to their default settings.
  3. Exit the Outlook Reset Preferences tool.

SetDefaultMailApp

The Default Mail Application tool lets you easily make Outlook the default mail application.

When to use the tool

Use this tool if you want Outlook to open a new email message when you click a mailto: link in an email message or on a website. Selecting a mailto: link opens the default email application. Outlook isn't the default email application until you change that setting.

How to use the tool

  1. Download and open the Default Mail Application tool.
  2. In the Default Mail Application dialog box, select com.microsoft.outlook, and then click Make Default.
  3. Exit the Default Mail Application tool.

ResetRecentAddresses

The Reset Recent Addresses tool lets you reset recent addresses that Outlook stores. This tool deletes all recent addresses instead of you having to manually delete addresses one at a time.

When to use the tool

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When you compose an email message and add people on the To, Cc, or Bcc line, Outlook suggests names as you type characters. The list of names that Outlook uses is a combination of stored contacts, the company directory, and recent contacts. Recent contacts have an 'X' character next to each name. Without this tool, you have to click the 'X' on each contact to remove that contact from the Recent Address List. The Reset Recent Addresses tool cleans out all recent addresses at the same time.

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How to use the tool

  1. Download and open the ResetRecentAddresses tool.
  2. Click the Reset Now! button.
  3. Exit the Reset Outlook Recent Addresses tool.