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Managing your notes

From: Outlook for Mac 2011 Essential Training

Video: Managing your notes

Outlook's Notes management uses the same tools as those in the email and test modules, you can display just the notes you want to see in any order you want to see them. Outlook defaults with your notes in a list like this, with the contents in a pane to the right, but you can change that. Go to the View menu. Highlight Reading pane where you can select Below or Hidden. I will try Below. You can also change the view from the Organize Ribbon by using the Reading pane button. When you have it set as Below, you have an additional set of column headers including categories, so you can group your notes together.

Managing your notes

Outlook's Notes management uses the same tools as those in the email and test modules, you can display just the notes you want to see in any order you want to see them. Outlook defaults with your notes in a list like this, with the contents in a pane to the right, but you can change that. Go to the View menu. Highlight Reading pane where you can select Below or Hidden. I will try Below. You can also change the view from the Organize Ribbon by using the Reading pane button. When you have it set as Below, you have an additional set of column headers including categories, so you can group your notes together.

If you set it to Hidden, you'd double- click on a Note to open it in a new window. To unhide messages, you can click on this tiny little dot down at the bottom of the window, and drag it up to the size that you want. I am going to set this back to the default by clicking on Reading pane and changing it back to Right. At the top of the list of notes, there's a row of column headers. The first column visually helps you identify these as notes. The next column header says Note. That's the name of note. Date Modified, shows you the date that you added or last edited that note.

Both of these headers allow you to click on them to sort them ascending or descending by name or by date. If you go up to the View menu and then hold your mouse over Columns, you can see your columns with checkmarks in front of them. To add a column to your notes list, click on it to add the checkmark. I will add Categories. You can also get to that list by right- clicking on your headers, and if you want to turn off a header, you can click on it again to uncheck it. If you add several columns to the list, you might want to give it more room. hold your cursor carefully over the line between the list and the details, until you get the double-headed arrow then drag it to the size that you want.

You can resize your headers by carefully holding the mouse between them and dragging in exactly the same way. I'll make the note name a little smaller. You can also drag the Headers around to reorder them. For example, I can move the Date Modified column to the second spot by picking up the header and dropping it after the Notes icon. Even if the column is not displayed, I can still use it to arrange the order of my tasks. On the Organize Ribbon, I can click on the Arrange By button and choose any practical method of sorting my list. For example, I can choose Categories.

If you've made a lot of changes to your notes and its sort order, you can set back to the defaults by going back to the Arrange By menu, and selecting Restore to Defaults at the bottom of Arrange By list and if you like all your modifications, you can set Outlook's default to current view, by choosing the next option, Make This the Default View. I will restore this to the defaults. If you want to make an email based on a note, select it in the main list, go back to the Home Ribbon, then click on the email button, the Note Title will become the subject line and the contents will appear in the message area.

I can address it, make any modifications that I want, and send it on its way. You can also forward a note via email. That way it arrives as an HTML formatted attachment. Essentially a stand-alone web page that anyone can read and save. One drawback to this though is that HTML formatted attachments may get caught in spam filters. So you can't guarantee that the recipient will ever actually see the message. I am going to close this one. Notes also takes advantage of your category management system. To assign a note to a category, you can click on it, and go up to Categorize button, and highlight the appropriate category.

You can also simply pick it up and drop it on the category that you want. Once that's done, you can turn on and off the checkmarks in front of the categories in the Navigation pane to see just the notes that you want to see, so you can find what you are looking for very quickly. The wide variety of viewing options will allow you to manage your notes so that you can always find that little piece of information you squirreled away for future use.

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This video is part of

Image for Outlook for Mac 2011 Essential Training
Outlook for Mac 2011 Essential Training

68 video lessons · 11472 viewers

Alicia Katz Pollock
Author

 
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  1. 54s
    1. Welcome
      54s
  2. 26m 12s
    1. Introducing Outlook 2011
      2m 1s
    2. Setting up Exchange accounts
      3m 8s
    3. Setting up IMAP accounts
      2m 19s
    4. Setting up POP accounts manually
      3m 31s
    5. Importing email from other applications
      2m 49s
    6. Importing and exporting contacts
      3m 47s
    7. Exploring the user interface
      2m 30s
    8. Customizing the view
      3m 7s
    9. Creating categories
      3m 0s
  3. 13m 29s
    1. Exploring the Inbox
      1m 51s
    2. Checking for new mail
      3m 42s
    3. Reading email
      3m 0s
    4. Deleting email
      1m 15s
    5. Previewing and saving attachments
      1m 46s
    6. Printing emails
      1m 55s
  4. 27m 31s
    1. Creating a new message
      4m 10s
    2. Formatting messages
      5m 18s
    3. Adding attachments
      1m 43s
    4. Adding pictures with the Media Browser
      2m 22s
    5. Information Rights Management
      3m 15s
    6. Replying and forwarding
      3m 5s
    7. Working with signatures
      4m 11s
    8. Working with priorities
      1m 9s
    9. Setting up Out of Office auto-replies
      2m 18s
  5. 20m 46s
    1. Arranging your Inbox
      3m 40s
    2. Using the Conversation view
      2m 47s
    3. Organizing messages with folders
      3m 48s
    4. Creating message rules
      7m 23s
    5. The Mailing List Manager
      2m 12s
    6. Filtering messages
      56s
  6. 9m 1s
    1. Setting junk mail protection levels
      3m 41s
    2. Managing your Junk folder
      3m 17s
    3. Recognizing spam
      2m 3s
  7. 19m 9s
    1. Viewing contacts
      2m 42s
    2. Creating contacts
      6m 14s
    3. Creating contact groups
      2m 40s
    4. Sending email to your contacts
      1m 0s
    5. Printing your contact list
      1m 50s
    6. Syncing contacts
      1m 58s
    7. Working with vCards and exporting
      2m 45s
  8. 25m 42s
    1. Viewing the Calendar
      5m 25s
    2. Creating appointments
      7m 12s
    3. Creating recurring appointments
      3m 34s
    4. Creating meetings and inviting attendees
      5m 29s
    5. Adding holidays
      2m 23s
    6. Printing your calendar
      1m 39s
  9. 7m 8s
    1. Creating new tasks and completing them
      2m 28s
    2. Managing your tasks
      4m 40s
  10. 9m 28s
    1. Creating new notes
      4m 50s
    2. Managing your notes
      3m 44s
    3. Printing notes
      54s
  11. 20m 8s
    1. Using categories
      6m 14s
    2. Flagging items
      4m 15s
    3. Searching and smart folders
      4m 49s
    4. Using folders
      1m 36s
    5. Right-clicking
      3m 14s
  12. 37m 57s
    1. Delegating and sharing public folders
      5m 12s
    2. Syncing Exchange and IMAP
      1m 9s
    3. Setting preferences
      7m 1s
    4. Using AutoCorrect
      2m 9s
    5. Using My Day
      5m 16s
    6. Using the Scrapbook
      5m 38s
    7. Using the reference tools
      2m 58s
    8. Getting help
      2m 34s
    9. Backing up
      3m 6s
    10. Using the Database Utility
      2m 54s
  13. 32s
    1. Final thoughts
      32s

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