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So, you like using Categories and need to merge your master category list with the list on another computer? You can backup and restore the entire category list (instructions at Outlook Categories) but this overwrites your existing categories, which isn't good if you are trying to merge your list with the existing one.

Not to worry, there is a way to backup and merge your categories so you can share your categories with other users, without overwriting the custom categories that already exist.

1. Open an Outlook item. Any item type will do, but a Contact might be easier to locate - you can name it "1-Category Backup" and it'll be at the beginning of the address book.
2. Click on the Categories button at the bottom right and type the Categories in the field.
3. Click Add to list and this adds them to your master category list.
4. As you create new categories or before moving the pst to a new computer, or sharing the category form with others, open the category record and click Categories button - make sure all custom categories are checked.

To add these categories to the Master Category List:

1. Open the item you are using to hold your categories.
2. Click the Category button. The screen should resemble the screenshot shown here. (Click to see a full size shot)
3. Select the Categories in the 'Items belong to these categories' field at the top of the screen.
4. Copy, then delete the categories.
5. If you are worried you'll "lose" them, paste them into Notepad before continuing.
6. Close the Category dialog.
7. Click the button to open the dialog again.
8. Paste the categories into the 'Items belong to these categories' field.
9. Click Add to list.

The Categories are added to the master list and "not in master list" is removed from the entries:

Tips:

• If you have a lot categories that aren't on the list yet, use a group by view and drop the record you are using for backup into each category.
• You can paste the category list into the Notes field for safe keeping, in addition to using the categories field.
• If you have a comma delimited list of your custom categories somewhere, you don't need to keep them on a form in Outlook. You can begin with Step 7 and paste the list into the field, then press Add to list. But, by keeping the list on an Outlook item (even if it's just a list in sticky notes), you'll always have the list handy.
• Don't open a new contact form until you've pasted the categories. See Problem: "The Clipboard is cleared when I open a Contact." for more information.