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Outlook 2010 Power Shortcuts

Working with folders and subfolders


From:

Outlook 2010 Power Shortcuts

with David Diskin

Video: Working with folders and subfolders

Welcome to chapter 2, "Organizing Your Email." This chapter covers a variety of topics to save you time and keep you sane as you handle your e-mail each day. One of the most effective methods of organizing your Inbox is to create folders. Just like the folders in your filing cabinet, you can create folders to store your e-mails by the client, employee, project, or any other method you wish. You can see here that I've created a folder called Storage, and within that our folders for each of the projects that I'm working on.
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  1. 1m 7s
    1. Welcome
      1m 7s
  2. 15m 24s
    1. Finding a contact in seconds
      47s
    2. Viewing Outlook in multiple windows
      54s
    3. Sending a text (SMS) message from Outlook
      53s
    4. Viewing the schedule for an entire group
      1m 55s
    5. Setting your default Address Book
      1m 14s
    6. Color-coding important messages
      1m 17s
    7. Sending business cards via email
      1m 27s
    8. Using Quick Parts to avoid retyping
      1m 55s
    9. Adding hyperlinks to an email
      2m 36s
    10. Conducting a vote via email
      2m 26s
  3. 34m 52s
    1. Working with folders and subfolders
      2m 52s
    2. David's Rule of Email Organization
      2m 9s
    3. Staying organized with shortcut keys
      1m 49s
    4. Conversation view
      2m 9s
    5. Three ways to change how your Inbox displays
      2m 48s
    6. Deleting old messages
      2m 20s
    7. Three automatic rules for incoming messages
      4m 47s
    8. Creating a rule that replies with a message
      2m 39s
    9. Four ways to deal with junk email
      2m 50s
    10. Two ways to find an email
      2m 33s
    11. Repeating searches with Search Folders
      1m 12s
    12. Applying Quick Steps
      4m 42s
    13. Using the Activity Feed
      2m 2s
  4. 31m 1s
    1. Seven shortcut keys for sending emails
      1m 27s
    2. Three ways to use your Address Book
      2m 14s
    3. Three ways to send email to lists or groups of people
      2m 38s
    4. Five ways to use the Bcc field
      3m 27s
    5. Five ways to use formatting effectively
      2m 25s
    6. Three ways to spice up the occasional email
      2m 18s
    7. Four faster ways to attach a file to email
      2m 46s
    8. Skipping attachments altogether
      1m 45s
    9. Sharing your Calendar via email
      1m 43s
    10. Marking an email for follow-up
      1m 9s
    11. Setting up multiple signatures
      3m 0s
    12. Two unusual ways to use the Drafts folder
      2m 25s
    13. Holding an email in your Outbox
      2m 2s
    14. Inserting a screenshot
      1m 42s
  5. 8m 42s
    1. Five ways to create a task
      2m 50s
    2. Three ways to view your tasks
      2m 9s
    3. Three ways to change task due dates
      1m 10s
    4. Four ways to customize your Tasks folder
      1m 36s
    5. Setting task reminders (alarms)
      57s
  6. 17m 41s
    1. Four ways to reschedule an appointment
      2m 42s
    2. Four ways to track appointment details
      2m 14s
    3. Creating recurring appointments
      2m 0s
    4. Two ways to clone an appointment
      1m 37s
    5. Working with time zones
      2m 57s
    6. Setting the time zone of an appointment
      2m 10s
    7. Changing the time scale
      55s
    8. Finding an appointment quickly
      1m 1s
    9. Using the Calendar with shortcut keys
      2m 5s
  7. 13m 9s
    1. Adding a photo to a contact
      58s
    2. Tracking birthdays and anniversaries
      1m 19s
    3. Getting directions to a contact's address
      46s
    4. Three ways to customize your Contacts list
      2m 3s
    5. Adding a field to your Contacts list
      1m 13s
    6. Filtering your Contacts list
      1m 38s
    7. Merging your contacts into Microsoft Word
      2m 12s
    8. Customizing a business card's appearance
      1m 48s
    9. Quickly view and add a new contact
      1m 12s
  8. 19m 7s
    1. Using Outlook Today
      1m 16s
    2. Navigating through Outlook with the keyboard
      53s
    3. Windows 7 Quick Tasks
      42s
    4. Organizing by category
      3m 23s
    5. Setting an out-of-office message
      3m 1s
    6. Working offline
      1m 59s
    7. Ten email netiquette tips
      5m 4s
    8. Six tips for supervisors and managers
      2m 49s
  9. 6m 52s
    1. Customizing the Navigation pane
      1m 8s
    2. Customizing other panes
      3m 11s
    3. Customizing the Quick Access Toolbar
      2m 33s
  10. 54s
    1. Additional resources
      54s

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Outlook 2010 Power Shortcuts
2h 28m Intermediate Jan 18, 2011

Viewers: in countries Watching now:

In Outlook 2010 Power Shortcuts, author David Diskin shares an assortment of time-saving tips and tricks to maximize efficiency and productivity in Outlook 2010. The course covers tips for organizing and sending email, working with tasks, scheduling appointments, and maintaining contact lists. Also included are tutorials on email etiquette, Outlook customization, and much more. A quick reference guide to shortcut keys accompanies the course.

Topics include:
  • Navigating Outlook with keyboard shortcuts
  • Conducting a poll through email
  • Sending automated replies using rules
  • Managing junk mail
  • Utilizing search folders for repeating searches
  • Sharing a calendar via email
  • Creating multiple signatures
  • Mail merging contacts into Microsoft Word
  • Customizing Outlook's panes and the Quick Access Toolbar
Subjects:
Business Productivity
Software:
Office Outlook
Author:
David Diskin

Working with folders and subfolders

Welcome to chapter 2, "Organizing Your Email." This chapter covers a variety of topics to save you time and keep you sane as you handle your e-mail each day. One of the most effective methods of organizing your Inbox is to create folders. Just like the folders in your filing cabinet, you can create folders to store your e-mails by the client, employee, project, or any other method you wish. You can see here that I've created a folder called Storage, and within that our folders for each of the projects that I'm working on.

Adding a new folder is as easy as right-clicking on any folder on the left-hand side and choosing New Folder. Give your new folder a name that's meaningful, and you're done. Here's my new Picnic folder. Notice that it appears as a child in the Storage folder. That's because I right-clicked on Storage to create the new folder. Had I right-clicked on Events at the time and chose New Folder, the new folder would've been in the Events folder. But even if you create a folder in the wrong spot, don't worry; you can simply drag and drop it to another location.

Since Picnic belongs in the Events folder, I'll drag and drop it, and the folder has been moved. You will note that folders are always shown alphabetically. You can't change that, but you can trick the system. Here's two ways. If I want to Picnic folder to appear first, I can rename it, right-click, choose Rename, and put a symbol--like the exclamation point--in front of it. That'll move it to the top of the list. Or I can use letters and numbers, like this.

After creating many folders to keep your e-mail organized, it may eventually become overwhelming to access the three or four folders you use on a daily basis. Outlook provides you with a way to mark folders as favorites for quick access. To mark a folder as a favorite, right- click on it from the list of folders and choose Show in Favorites. You'll see it appear at the top of the Navigation area under Favorites. Once here, you can simply click on it to access that folder, or drag and drop an e-mail onto it, and it'll move to that folder.

You can favorite as many folders as you like. To remove a folder from your Favorites, right- click on it and choose Remove from Favorites. Note that you can also rearrange the order of your favorites by dragging and dropping. Once you've learned how to use folders, spend a few minutes thinking about how you'd like those folders organized. Creating a hierarchy of folders is a great way to group things together. Just don't overdo it. Now let's move on to the most important concept in this entire chapter: my Rule of E-mail Organization.

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