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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.
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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