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In Outlook for Mac 2011 Essential Training, author Alicia Katz Pollock provides a comprehensive overview of the full-featured email, calendar, and scheduling application from Microsoft. The course covers the key fundamentals of the program, including sending and receiving email, creating and managing contacts, and scheduling tasks and appointments. It also covers Outlook 2011 organizational features such as the Media Browser, Conversation view, My Day, the Scrapbook, and more.
As time goes on, your Inbox will become overwhelmed with messages that you want to save but you don't want to have to sift through all the time. You can create folders to store messages, creating an organizational system much like the filing cabinet. The first step is to decide which of your emails you want to group together and take out of your Inbox. Maybe there are messages from a particular person, a company, or you just need a place to store all the jokes that you don't want to forget. To create your first folder, start by clicking on your Inbox to make sure that that's where your folder will go. Go to the Organize Ribbon and then click on the first button, New Folder.
You can also get there by going to the File menu, choosing New, and coming down here at the Folder, or doing the keyboard command, Shift+Command+N. An untitled folder appears in the Inbox. Type in the name that you want. Now note that you don't want to click in the box. If you do, you'll actually have to manually erase what's there. If I just go ahead, and type, it will automatically replace it. I'll hit Return to accept the name. To move a message in the folder, go back to your Inbox.
Pick a message from the list and drag it into the new folder. Look for the folder to get highlighted, and have a circle around it, drop the message, and then click on the folder, and there it is. You have your first archived email. If you want to move several messages at a time make use of the Shift+Click to highlight a string of messages or Command+Click to select several at once. I'll choose this one here, I'll hold down my Command key, and choose this one here. Then I'll click on the message nearest to my folder, and drag them both at once.
Notice the red circle with the number 2, saying that I've moved 2 messages and there they are. I can also move messages using buttons. Click on the message that you want to move, go back to the Home Ribbon and here's a Move button. If your desired folder is on the list, you can click on it, and the message will move into that folder. If it's not listed, you can select Choose Folder to move the message or Copy to Folder, if you want the message to remain both in the Inbox and be filed into that folder.
I'll go ahead and select Choose Folder. Whichever you choose, you're now asked to search for the folder you want. Type in the first few letters. If it doesn't turn blue, you can click on it. Then come down and select the Move button, and it now moves that message into the Fun Day folder as well. Another place to find that same of Move command is at the very bottom of the Message menu, up at the top of your window. Down here is Move and you see the same options.
Once you've moved your emails, if any of the messages are unread, you'll see a number next to this folder. Note that this is not the number of messages in the folder; just the number of unread ones. To see how many messages you really have in the folder, look down here at the bottom. Once you've started archiving, you may have a large number of folders and you can also group them together in a folder of their own. To do that, I'll click back on Inbox, and make another folder, using any of the methods that we've seen before.
I'll call this one Events and now I can pick up my Fun Day folder and drag it into Events, and now I have a folder with a subfolder. You can store messages within the top- level folder as well as inside the subfolders. In a future movie, we'll learn how to move all of your messages into folders automatically. Making use of a folder structure like this will help you find archived messages easily now and in the future, uncluttering your Inbox.
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