Depending on your Outlook version and the mailbox type you’re using, ExtendSync may not always be able to create new categories in your Outlook Master Category List automatically.
When this happens, you’ll notice a category name appended with:
(not in Master Category List)
This means the category exists only locally on a specific email, not in your master list.
You’ll need to add it manually to ensure ExtendSync can apply it automatically in the future.
Why This Happens
The ability to add categories to the Master Category List depends on:
The version of Outlook installed
The mailbox type (Exchange, Microsoft 365, IMAP, etc.)
User permissions and sync settings
If ExtendSync doesn’t have permission to create categories globally, Outlook will still apply the label but only to individual messages, showing (not in Master Category List) next to it.
How to Add Categories to the Master Category List
You can follow the steps below or refer to the short tutorial video.
Step 1: Find your category appended with (not in Master Category List) and click New.
Step 2: Rename the category.
Select a new color.
Provide a name > "Attached to NetSuite","Synced by CloudExtend", or "Failed to Sync".
🚨 IMPORTANTThe name is case sensitive and must be entered exactly as indicated, everything prior to (not in Master Category List).
Click OK.
You should now see a new color mapped to your new master category.
Step 3: After saving, you should now see:
The category listed without the (not in Master Category List) tag.
A new color assigned to your category in the Master Category List.
From now on, every time you attach or sync an email through ExtendSync, the app will automatically apply the proper color-coded category.