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Organizing messages with folders

From: Outlook for Mac 2011 Essential Training

Video: Organizing messages with folders

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.

Organizing messages with folders

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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This video is part of

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

68 video lessons · 10528 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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