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Outlook Web App (OWA) 2010 Essential Training
Illustration by Richard Downs

Applying a filter


From:

Outlook Web App (OWA) 2010 Essential Training

with Gini Courter

Video: Applying a filter

When I want to be able to find items in my inbox to meet particular criteria, I'm going to apply a filter. For example if I want to find all of the items that I haven't read even if they're not at the top of the screen, or if I want to find all of the items that have been flagged, or all of the items in a particular category; and in order to do that we'll actually use Filter here and say show all of the items that were Unread, Apply. It says Items aren't automatically marked as read when the view is filtered to show only unread messages.
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  1. 3m 24s
    1. Welcome
      1m 2s
    2. What OWA is and isn't
      2m 22s
  2. 15m 23s
    1. Logging in to OWA
      3m 21s
    2. Exploring the OWA interface
      5m 16s
    3. Exploring the light client interface
      4m 15s
    4. Comparing OWA light to the standard OWA interface
      2m 31s
  3. 15m 11s
    1. Composing a message
      5m 1s
    2. Checking spelling and setting message options
      5m 11s
    3. Attaching a file
      3m 8s
    4. Sending a message
      1m 51s
  4. 30m 45s
    1. Viewing messages
      6m 54s
    2. Printing messages
      4m 0s
    3. Downloading attachments
      5m 1s
    4. Replying and forwarding
      7m 43s
    5. Deleting and managing deleted items
      4m 0s
    6. Ignoring a conversation
      3m 7s
  5. 11m 54s
    1. Understanding tags
      3m 1s
    2. Creating and applying categories
      3m 52s
    3. Flagging items
      5m 1s
  6. 24m 59s
    1. Checking your mailbox size
      4m 5s
    2. Creating an inbox folder
      2m 29s
    3. Selecting and moving messages
      3m 31s
    4. Adding folders to favorites
      4m 28s
    5. Applying a filter
      5m 24s
    6. Searching for messages
      5m 2s
  7. 20m 17s
    1. Creating an email signature
      3m 59s
    2. Setting automatic replies
      8m 23s
    3. Changing your password
      2m 4s
    4. Creating inbox rules
      4m 50s
    5. Understanding notes
      1m 1s
  8. 21m 11s
    1. Viewing and printing calendars
      7m 4s
    2. Creating an appointment
      6m 4s
    3. Modifying and cancelling an appointment
      1m 57s
    4. Working with repeating appointments
      6m 6s
  9. 23m 24s
    1. Creating a meeting
      3m 22s
    2. Responding to a meeting invitation
      6m 0s
    3. Viewing responses
      2m 23s
    4. Updating a meeting
      8m 0s
    5. Creating repeating meetings
      3m 39s
  10. 8m 29s
    1. Sharing a calendar
      3m 19s
    2. Opening calendars belonging to others
      2m 25s
    3. Changing calendar sharing permissions
      2m 45s
  11. 17m 3s
    1. Creating a contact
      4m 16s
    2. Creating a group
      3m 24s
    3. Searching for a person
      3m 17s
    4. Importing or forwarding a contact or group
      4m 28s
    5. Creating a contact from an email
      1m 38s
  12. 14m 2s
    1. Creating a task
      4m 15s
    2. Viewing tasks and flagged items
      4m 2s
    3. Updating a task
      2m 41s
    4. Using repeating tasks
      3m 4s
  13. 1m 36s
    1. Next steps
      1m 36s

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Outlook Web App (OWA) 2010 Essential Training
3h 27m Beginner Apr 09, 2013

Viewers: in countries Watching now:

Learn how to access your Microsoft Exchange account online using Outlook Web App (OWA). In this course, author Gini Courter takes you on a tour of OWA, and shows how to send, receive, and manage your email on the web. Learn the ins and outs of tagging and organizing your email and discover how to create appointments, request meetings, and view multiple calendars. Plus, find out how to add, group, and search for contacts and use the task feature to manage your to-do list effectively.

Topics include:
  • Logging in to OWA
  • Composing a message
  • Attaching files
  • Replying and forwarding
  • Flagging items
  • Creating an email signature
  • Creating appointments and repeating appointments
  • Sharing a calendar
  • Creating tasks
Subjects:
Business Productivity Email
Software:
Office Outlook
Author:
Gini Courter

Applying a filter

When I want to be able to find items in my inbox to meet particular criteria, I'm going to apply a filter. For example if I want to find all of the items that I haven't read even if they're not at the top of the screen, or if I want to find all of the items that have been flagged, or all of the items in a particular category; and in order to do that we'll actually use Filter here and say show all of the items that were Unread, Apply. It says Items aren't automatically marked as read when the view is filtered to show only unread messages.

This is a really interesting dialog box. Let me say this in English. When I am looking in the Inbox, I look at an item and I have it selected. So I just select this item and it's hanging around here for awhile then it's going to be marked as read because there is an understanding that when it's selected I'm reading it in the reading pane. It will automatically be marked as read. If you don't like that option, that's an option that you can change and the email options over here. But what this is saying is, if you ask to only see Unread items, that feature that automatically says oh, she is looking at it in the reading pane probably or she's reading it somehow, let's mark that as read.

That's turned off when you were looking only at unread items. There is a dialog, notice that there's one fewer item because I hover it on one of my red items while I was out there and I was reading it. So items aren't automatically marked as Read when this view is filtered. I could say okay, I get it don't show me this again or if you don't use Filters often right now, go ahead and leave that on for awhile. The goal is not to get rid of all of those. Or I could say show me all of the items that are in the Budget category.

I can choose multiple categories, Budget and Finance or Budget and Planning, and this is AND, not OR. So there are no unread Budget items. That's a cool thing to know. How do I turn the filter off where it says Filter here, click or over here the Clear Filter button, this little funnel with an X on it. Either one of those is going to bring everything back. How else can I filter? As well as by category, I can filter on who a message is from. So I'm looking for messages from Judith and Judith has sent me a number of items, but I'm to look for messages from Judith that involve planning.

Planning>Judith>Apply, there they are. So it has a cumulative effect and I have the ability now to say I want to be able to use this all of the time. I want to be able to make sure that when I have messages that I've marked as Planning and that are from Judith that I can have access to this at anytime. So I am going to click OK. Notice where it's added, to my Favorites, so now when I'm in my inbox, I see everything and I go oh, let me see those Planning messages from Judith, check it out.

This is again a specialized folder that's aggregating information. In this case it's aggregating only in the Inbox. This Search folder aggregates across all the folders; but this one, only in the inbox and it says so in its name. So for a while, while I need to have this folder here, I can make sure that any time Judith has sent me something and I've marked it as Planning, it will end up here. When I'm done using that folder, you already know how to remove it from the Favorites list. I can also say show me all the items that are flagged.

And there are any items that I have flagged for action. Now I also have the ability to organize these to sort them by flagged or not, so there is another choice as well. I could say simply organize these by Flagged and I will see Flagged items at the top and then a group of on unflagged items. So remember that you have choices here to view as well as to filter; but each time I filter, I'm saying don't show me any messages unless they meet my criteria, and I can say show me items that are high importance items.

I have one right here. What is this? Oh, no I am in trouble. I sent a meeting invitation earlier today, okay. So I need to get on my meeting invitations. We are going to do that really soon here. What else then, it doesn't have attachments. So if you know that you're looking for an attachment, this is a great way to find it, but remember also if you're trying to manage the size of your Inbox or Sent Items, so that you can minimize those, looking for items with attachments is a good strategy. You can't type enough text in an email message or format it in a way that it can compete size-wise with a picture of somebody's dog.

So what you want to do is focus on items that have attachments and this is a good way to do it. So whether you're in your Inbox in a folder you have created in your inbox, your Sent Items folder, wherever you are, use the filters to be able to focus your attention on a smaller number of items that meet a particular criteria and if you find yourself returning time and again to that list, the planning items, that were sent to me by Judith, then feel free to save that filter to your Favorites list, so that you can use it again and again when you're working with organizing your email in OWA.

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