IntroductionWelcome| 00:04 | Welcome! I'm Gini Courter, and this is Outlook 2007:
| | 00:08 | Effective Email Management.
| | 00:10 | Using a sample mailbox, I'll
demonstrate timesaving features and techniques.
| | 00:15 | As you watch each video, I invite you
to apply these techniques, to streamline
| | 00:20 | work in your Outlook mailbox.
| | 00:22 | In this course, I'll show you
how to change views in Outlook.
| | 00:26 | We'll begin with the basics:
| | 00:27 | sorting and adding columns, then move
on to adding filters and saving views.
| | 00:32 | I'll demonstrate how to set up
Outlook to save time and make it easy to
| | 00:36 | quickly review messages.
| | 00:38 | You'll see how to create folders,
then create rules to automatically move
| | 00:42 | messages for easy retrieval and review.
| | 00:46 | You'll see how to use the improved flags
feature to manage tasks in your work day.
| | 00:51 | Finally, I'll show you how to
customize and use color categories to sort and
| | 00:55 | filter messages and create
folders to search your entire inbox.
| | 01:00 | I'm pleased to share these
timesaving Outlook features with you.
| | 01:04 | So let's get going.
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| Understanding effective email management| 00:00 | When we talk about effective e-mail
management in Outlook 2007, we're really
| | 00:04 | looking at five sets of features, or
five sets of skills, that you can put
| | 00:09 | together to become far move effective in
managing the e-mail that comes into your inbox.
| | 00:14 | First is to make sure that Outlook
is set up in such a way that it makes
| | 00:17 | e-mail review really easy.
| | 00:20 | So, we'll take a look at things like the
Reading pane and how to use the Reading
| | 00:24 | pane to mark messages on
review with the spacebar.
| | 00:27 | We'll talk about being able to review
messages by conversation, and then we'll
| | 00:31 | talk about how to clean up our inbox.
| | 00:33 | The second point is to make sure that
you can quickly create the views that
| | 00:37 | meet your needs, and if it's a view
that you'll use over and over again, that
| | 00:40 | you feel comfortable saving that view,
so that you can use it in the current
| | 00:43 | folder or in other folders.
| | 00:46 | With views in place, it's time to
think about creating other folders,
| | 00:49 | subfolders of the inbox, so that your
inbox doesn't get crowded with messages
| | 00:54 | that you need to keep.
| | 00:55 | You'll be able to sort and store messages
in folders, temporarily, or for the long haul.
| | 01:01 | Fourth, you'll want to be able to tag
messages, to mark read messages as unread,
| | 01:06 | but also to add flags or categories to messages.
| | 01:10 | And then finally, you'll want to make
sure that you can use rules to automate
| | 01:14 | actions that you take frequently.
| | 01:16 | Why should you move messages
individually when they arrive, when you can simply
| | 01:21 | tell Microsoft Outlook
once how to do it for you?
| | 01:25 | When you put together this set of five
skills, you'll be far more effective and
| | 01:29 | far move efficient, managing
your e-mail in Outlook 2007.
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1. Strategies for Reviewing EmailViewing messages by conversation| 00:00 | Welcome to Microsoft Outlook.
| | 00:02 | Here you see the default layout
for the Microsoft Outlook window;
| | 00:07 | on the left, the Folder List;
| | 00:09 | on the right, the To-Do bar;
| | 00:12 | and in the center, the information
viewer that says Inbox at the top.
| | 00:17 | Above these three panes, which are sizable,
| | 00:20 | you can simply move and drag the
divider between any of them to have more room
| | 00:27 | or less room for one section or another.
| | 00:30 | You have the Menu bar, and then you have a
single toolbar that's the standard toolbar.
| | 00:35 | We will begin by turning on another
toolbar that's called Advanced because we
| | 00:39 | will be using it throughout this entire session.
| | 00:43 | If you go to View > Toolbars, you will
find Advanced, and when we turn this on,
| | 00:48 | we get a second toolbar.
| | 00:49 | Now I'd almost have room for both of
those across my screen, but most users
| | 00:53 | don't, and this isn't
really an advanced toolbar.
| | 00:56 | It should have been called standard 2,
or things that didn't fit on the standard
| | 01:01 | toolbar, because you need, and will
really want to use some of the commands that
| | 01:05 | are found on this Advanced toolbar.
| | 01:07 | So that's a good thing to do on
your own Outlook setup before you start
| | 01:11 | working with this title.
| | 01:14 | What we'd like to do is change the
layout in the information viewer.
| | 01:18 | Olivia has just come back from vacation,
and she has a lot of e-mails to handle.
| | 01:21 | She was gone for two weeks, and as you can
see, some e-mail has accumulated, not a lot -
| | 01:26 | you probably have even more e-mails
that comes in while you are gone from work -
| | 01:30 | but some e-mails that she needs to handle and
she needs to be able to process it fairly quickly.
| | 01:35 | There is a lot to be learned when you
come back to a lot of e-mail because
| | 01:39 | during our regular workday,
| | 01:40 | we can spend a lot of time working
with Outlook in ways that are inefficient.
| | 01:43 | But when you come back, and there is 100 or
200 or 300 e-mail messages, you quickly
| | 01:49 | realize that there are some greater
efficiencies to be had that you would
| | 01:52 | like to be able to work with.
| | 01:54 | The first thing we are going to do is
we are going to take a look at how we can
| | 01:57 | view the information that's presented in
the Information viewer and how that can
| | 02:01 | allow us to review our e-mail more quickly.
| | 02:05 | So what we'd like to do is we'd like to
look at this e-mail, not by the date in
| | 02:09 | which it came in, which is just fine,
but by conversation, because we have some
| | 02:14 | e-mail that is spread throughout the
two-week period while we were gone, and
| | 02:18 | we'd like to see that condensed.
| | 02:20 | Rather than looking at each message,
we can look at each conversation.
| | 02:24 | There are a couple of ways to do that;
| | 02:26 | the easiest way is to go to View >
Arrange By, and choose Conversation, and
| | 02:33 | you will notice now that instead of
having all the e-mails about the designs
| | 02:38 | being completed spread throughout
the two-week period, they are actually
| | 02:41 | condensed all together.
| | 02:43 | All of the e-mails that relate to the
Southern California event planners are all
| | 02:48 | in one place, and so on.
| | 02:50 | Another way that we could have done
that is we could right-click where it
| | 02:53 | says Subject or From or Received, any of these
buttons, and choose Arrange By > Conversation.
| | 03:00 | The default is Date.
| | 03:02 | There're our messages in order.
| | 03:04 | But Arrange By > Conversation allows us to
deal with the conversations one at a time.
| | 03:10 | In Conversation view, what you will
note is that typically the original message
| | 03:14 | that kicked off a conversation is listed first.
| | 03:18 | In this case, this is the first message we have.
| | 03:20 | You might wonder why the first is a reply.
| | 03:23 | It might be that we were included in a
message that wasn't sent to us to begin with;
| | 03:28 | someone sent to Kyle, "Are the
designs complete?" and Kyle replied.
| | 03:32 | Another possibility is that we sent
this message two months ago, and this is
| | 03:36 | finally the reply coming back.
| | 03:38 | If we look at our event, Oilfest 2010,
here is the initial message from Arthur.
| | 03:44 | We have already replied to that message.
| | 03:46 | We can tell by the icon. And here
is another message that's coming back.
| | 03:50 | So viewing messages by conversation
allows you to see the types of conversations
| | 03:54 | that happened while you were in or out
of the office, and keeps the messages
| | 03:59 | grouped together so that when we want
to take a look at all of the messages
| | 04:03 | about the designs, we can simply click
on one after the other and read them.
| | 04:12 | This Conversation view, or arranging by
conversations, is very useful when you
| | 04:18 | return from a trip or when you just
walk into the office at the start of your
| | 04:22 | workday and want to see not
individual messages, but individual topics of
| | 04:27 | discussion that you will need
to manage with Outlook 2007.
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| Using the Reading Pane| 00:00 | When you are ready to review all of
the e-mail that you've received, whether
| | 00:03 | it's for a day or for a two-week period,
the Reading Pane makes it easy to view
| | 00:08 | your e-mail and move through it
very quickly in the Information viewer.
| | 00:12 | There are two ways to turn on the Reading Pane.
| | 00:14 | One is to go to the View menu and
choose Reading Pane and then decide whether
| | 00:19 | you'd like the Reading Pane to appear
on the right, where it will appear to the
| | 00:23 | right of the Information viewer, but
before the To-Do bar, or you can choose
| | 00:29 | View > Reading Pane > Bottom, and you
get to see the width, but you're giving up
| | 00:34 | space out of the Information viewer.
| | 00:36 | It's really up to you.
| | 00:37 | I prefer my Reading Pane to the right
side, so I am going to return it there.
| | 00:43 | Once you've turned your Reading Pane on,
and made whatever adjustments you wish,
| | 00:48 | you can display or hide the reading
Pane in a single click by using the Reading
| | 00:53 | Pane button on the Advanced toolbar.
| | 00:56 | So if I click once, I get all those
space back for my Information viewer.
| | 01:01 | Click again, it's a toggle button, and
once again, I have the Reading Pane displayed.
| | 01:06 | With the Reading Pane, I can see
the selected massage displayed very
| | 01:11 | quickly, and I can actually work my
way through the messages here and view
| | 01:15 | them in the Reading Pane.
| | 01:17 | So I can click, take a look at the
massage and say, I'd like to do something
| | 01:21 | specific with that, take an action on
it, and then go to the next message.
| | 01:26 | Now, you'll notice, as I am clicking on
a message and viewing it in the Reading
| | 01:30 | Pane, that message is being marked as
read, out here in the information viewer.
| | 01:35 | That's a setting that I get to control,
and you'll see how to set that in the
| | 01:39 | next movie, which is about marking messages.
| | 01:42 | You get to determine how long a message
is displayed before it's actually marked
| | 01:45 | as read if you use the
Microsoft Outlook 2007 Reading Pane.
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| Marking messages| 00:00 | Every Outlook user knows that the
difference between messages that are bolded in
| | 00:04 | the Inbox and messages that are not
is whether or not they have been read.
| | 00:09 | As a matter of fact, there are some
folks who simply mark any message that they
| | 00:12 | need to take further action on as unread, as
a strategy to help them track their open work.
| | 00:17 | I don't recommend it, but
it's something that you can do.
| | 00:20 | You can right-click on a message and
mark it as read, or right-click on a message
| | 00:25 | and mark it as unread, here
in the Information viewer.
| | 00:29 | If I simply click on a message, nothing happens.
| | 00:33 | In order to mark a message as unread,
I actually have to open the message.
| | 00:38 | The assumption is that I
read it, even if I don't.
| | 00:41 | When I go back, that message
that I hit opened is marked as read.
| | 00:45 | This is not the case if I have the
Reading Pane open, because with the Reading
| | 00:51 | Pane open, I don't ever need to
open a message to actually read it.
| | 00:55 | So watch the difference.
| | 00:56 | If I click, for example, on this
message from Greg about a catering party,
| | 01:01 | I'm not opening it.
| | 01:02 | You'd think that Outlook would not mark
it as read, but in fact, Outlook knows
| | 01:07 | the Reading Pane is open.
| | 01:09 | When I switch to another message, the
message about the catering party is marked
| | 01:13 | as having being read.
| | 01:14 | So one question you might want to
ponder is, how long does a message need to be
| | 01:19 | up on the screen for you to really have read it?
| | 01:22 | If I simply click on a message, and the
Reading Pane is open, do I want it to be
| | 01:27 | marked as read, or would I like to make
sure that is has to appear for 10 seconds
| | 01:32 | or 20 seconds or 30 seconds before it is
automatically marked in the way that it
| | 01:38 | would be if I had opened it, then closed it?
| | 01:42 | To set the amount of time that has to
pass before message displayed in the
| | 01:46 | Reading Pane is marked as read, go to Tools,
then go to Options, and click the Other tab.
| | 01:56 | In the Outlook Panes section, click
the Reading Pane button and tell it not
| | 02:01 | only do you want to mark items as
read when there are viewed in the Reading
| | 02:05 | Pane, but you'd actually
like it to wait for 30 seconds.
| | 02:10 | The next choice is to mark items
as read when the selection changes.
| | 02:15 | That's the default setting.
| | 02:16 | So when I move from one to the
next, it simply marks them as read.
| | 02:21 | If I want it to wait, I need to choose
Mark items as read, which will unselect
| | 02:26 | Mark items as read when selection changes.
| | 02:28 | The final choice, Single key reading
using the spacebar, determines another
| | 02:33 | way that messages will be marked as
read in the Information viewer when the
| | 02:39 | Reading Pane is shown.
| | 02:41 | This is a default behavior. I would
encourage you to leave this. So let's go
| | 02:45 | see now what happens when we say
it has to appear for 30 seconds.
| | 02:48 | I am going to select this message and
move to another, but because my message
| | 02:54 | from Kyle Werner wasn't up here for 30 seconds,
when I change, it doesn't mark it as read.
| | 03:01 | If, however, I'm on this message and I
press the Spacebar to move down to the
| | 03:06 | next bottom of that message in the next one,
| | 03:08 | it does mark it as read.
| | 03:10 | That's that final check box, Single
Key reading using the spacebar.
| | 03:14 | Let me choose this message.
| | 03:16 | Again, if I don't stay on it for 30
seconds, then that first check box has no
| | 03:21 | effect, and it's 30
continuous seconds, not 10, 10, and 10;
| | 03:26 | it's 30 seconds at a time.
| | 03:29 | But now, if I use the spacebar to
actually move to the next message, it
| | 03:33 | will mark it as read.
| | 03:35 | So, many different ways,
some automated, some manual.
| | 03:39 | In summary, I can always right-click
on any message and mark it as read or
| | 03:44 | unread, change its status.
| | 03:47 | The second choice is that with the
Reading Pane open, I can use single key
| | 03:52 | viewing using the spacebar, and as I
move from one message to the next by
| | 03:56 | pressing the spacebar,
it will be marked as read.
| | 04:00 | And then finally, I can set the
options by choosing Tools > Options, and
| | 04:05 | clicking the Reading Pane button on
the other tab to say, there's a specific
| | 04:09 | length of time I'd like to have to pass
before the message in the Reading Pane
| | 04:14 | is marked as read in Outlook 2007.
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2. Changing ViewsArranging mail by date or sender| 00:00 | The first time you open Microsoft
Outlook, which may have been a long time ago,
| | 00:04 | there's a default view showing in
the Information viewer for the Inbox.
| | 00:08 | It's the view that you see
in front of you right now.
| | 00:10 | And in this view, what we have is we
have messages that are sorted by date.
| | 00:15 | Now in Outlook 2007, there is a new
feature that's called Smart Grouping.
| | 00:20 | So instead of being grouped by
individual days of the week, all of the
| | 00:25 | messages from today would say Today,
yesterday as Yesterday, This Week, Last
| | 00:29 | Week, Two Weeks Ago.
| | 00:31 | If we proceed, we'll see Three
Weeks Ago and then Last Month, which was
| | 00:35 | altogether a different month,
and even older than last month.
| | 00:39 | So this is called Smart Grouping, and
it's based on whatever the sort order is
| | 00:44 | that you are using at the time.
| | 00:46 | So when we're arranged by date, the
Smart Grouping will be around date.
| | 00:51 | If we were to use size to see how
larger our files were, we'd find that the
| | 00:56 | Smart Grouping is around file size,
Very Large, Large, Medium, and so on.
| | 01:01 | So we don't actually choose the kind
of Smart Grouping that's put into place
| | 01:05 | by Microsoft Outlook;
| | 01:06 | we simply choose the
category that we want to sort by.
| | 01:10 | The typical sorts that you'll use
are the default for when a message was
| | 01:14 | actually sent or received, and
then From, which allows you to see who
| | 01:19 | your messages are from.
| | 01:20 | Notice again that we have all of our
messages grouped by who they are from,
| | 01:25 | and that if the group name is bolded,
there are messages that have not been
| | 01:30 | read in that group.
| | 01:31 | Now, there's a lot to scan here to
take a look and see what messages have
| | 01:36 | actually been received,
| | 01:37 | so in any grouping, you might want
to be able to quickly go to View >
| | 01:41 | Expand/Collapse and say collapse all the groups.
| | 01:45 | It I've chosen who the message was from,
I now actually have a list of senders
| | 01:51 | who have messages in my Inbox.
| | 01:53 | Very easy to see, and I can quickly say
I was expecting some e-mail from Kyle,
| | 01:57 | let me go look at that, and find it very quickly.
| | 02:01 | If, on the other hand, I've sorted my
Inbox by the date on which the mail was
| | 02:07 | received, and I expand/collapse my
groups, then what I'll have is mail that I
| | 02:13 | received last week while I was gone,
mail that I received two weeks ago while I
| | 02:17 | was gone, and then mostly mail that I
received prior to that time, and the mail
| | 02:22 | that I haven't cleaned out of my
Inbox yet, but which is older mail.
| | 02:27 | By clicking the buttons at the top,
the column headings in the Information
| | 02:32 | viewer, I can quickly change from the
seeing who my messages are from to seeing
| | 02:37 | when they were received.
| | 02:38 | And in either view, I can then expand all my
groups in order to see all of my mail again.
| | 02:45 | So if I need to find a message from a
particular person and my mail is sorted by
| | 02:51 | date, it's usually much quicker to
simply click on From, go find that person and
| | 02:58 | find that e-mail than it is to use
Search or to use any find utility in order
| | 03:03 | to locate it, as long as that
e-mail is still in my Inbox.
| | 03:07 | Being able to move quickly between
views by clicking sort columns in the
| | 03:12 | Information viewer is a basic and
incredibly useful skill in Microsoft
| | 03:17 | Outlook 2007.
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| Adding a column to a view| 00:00 | Here we are in the default view
for an Inbox which is sorted by date.
| | 00:05 | And the columns that we're seeing are
the columns that are in this default view.
| | 00:09 | The first is the Importance column.
| | 00:11 | We'll see, for example here, an
exclamation point that says this has high importance.
| | 00:16 | The second column, we don't necessarily
even think of these as columns, but they
| | 00:20 | are, but the second column
is, is they are a reminder?
| | 00:23 | The third is the icon that shows
file types and status information.
| | 00:27 | So here's a message that's been opened.
| | 00:29 | Here's a message that's been
replied to. Here's a calendar appointment.
| | 00:34 | The forth column tells us
whether we have an attachment or not.
| | 00:37 | You actually see a paperclip
icon in some of these messages.
| | 00:41 | And then finally, we get to the
larger fields: From, Subject, Received,
| | 00:45 | Size, Category, and Flag.
| | 00:47 | But what if I want to look
at a column that's not here?
| | 00:50 | How do I add a column to this view,
and how, conversely, would I remove a
| | 00:54 | column from this view.
| | 00:56 | If I'd like to add a column to this view,
there are a number of ways to do it.
| | 01:00 | One way is to go to View and go to the
Current View and indicate that you'd like
| | 01:07 | to customize the current view, and you
could then add a column, but that's the
| | 01:11 | long way around the block.
| | 01:12 | There are faster ways.
| | 01:14 | If you're displaying the Advanced
toolbar, you can actually click directly on
| | 01:18 | the Field Chooser button, and it'll
open a list of frequently-used fields that
| | 01:22 | are not already being used in this view.
| | 01:25 | That's important because if you're
looking for the From field, it's not here;
| | 01:29 | it's actually out here in the view.
| | 01:31 | Let's say I wanted to see who was
copied on the series of messages.
| | 01:35 | Well, the Cc field would tell me that,
and I can take it and drag it anywhere
| | 01:40 | that I wish, up here in the header.
| | 01:43 | So I'm going to simply drop it here,
and there is my Cc field, and because it's
| | 01:47 | here, it's no longer in the Field Chooser.
| | 01:51 | I can then stretch this out, so I can
actually see the field, close the Field
| | 01:55 | Chooser if I wish, and there's
my new field added to my view.
| | 01:59 | So I can quickly and easily see who was copied
on each of the messages that I received here.
| | 02:06 | If I don't want that field anymore, I
can simply point to the column heading or
| | 02:11 | field heading in the Information viewer.
| | 02:13 | And as I drag the field out of the
Information viewer, there is an X that appears
| | 02:17 | on top of it that says, you're
throwing this away, and yes, I am.
| | 02:22 | And then if I click the Field Chooser again,
I'll find that that Cc field is back here.
| | 02:26 | It's no longer used in my view;
| | 02:29 | therefore, it's now in the
list of frequently-used fields.
| | 02:33 | The Frequently-used fields list is one list.
| | 02:35 | And at the bottom is one
that's actually very useful.
| | 02:38 | If you have multiple e-mail accounts
going into one mailbox, then you might want
| | 02:43 | to use this To field that says who
this message was actually addressed to.
| | 02:47 | If you only have one account going into
your mailbox, you'll never need this field.
| | 02:51 | So you could take the
field and simply throw it away.
| | 02:54 | As well as Frequently-used fields, we have,
Address fields, Date/Time fields, All
| | 03:00 | Document fields - these aren't really documents,
| | 03:03 | we'd probably look at All Mail fields -
| | 03:05 | and here are all of the fields that are used.
| | 03:08 | So, for example, not only Cc,
but Bcc, who last changed a message.
| | 03:14 | If a message was marked as deferred in
its delivery, when a message expires,
| | 03:18 | what e-mail account was used to
actually send a message, and so on.
| | 03:22 | So you don't have to go with the basic
fields or the frequently used fields
| | 03:27 | that are shown to you.
| | 03:28 | You can actually go get every
single field that has been tracked by
| | 03:32 | Microsoft Outlook 2007.
| | 03:34 | Again, to add a column to a view,
simply click on the Field Chooser button and
| | 03:39 | select fields from the Field Chooser,
drag them and drop them where you would
| | 03:43 | like to position them.
| | 03:44 | To remove a field, drag it
back out and drop it anywhere.
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| Sorting and filtering in a view| 00:00 | Word 2007 includes a number of different
default views that you can switch between.
| | 00:05 | So you can change your view to Messages
or Message Timeline, and so on, but many
| | 00:11 | of the most useful views are views that
I've actually created myself, on the fly,
| | 00:16 | to be able to meet a specific need.
| | 00:18 | For example, we already know how to
sort by clicking the buttons at the top of
| | 00:24 | the Information viewer.
| | 00:25 | I can also add a filter, so that I
can see a limited subset of the messages,
| | 00:30 | rather than seeing everything in my Inbox.
| | 00:33 | Olivia, who's Inbox we're looking at
here, works with three other colleagues:
| | 00:38 | Judith, Kirk, and Greg.
| | 00:40 | And it's reasonable to assume that
when she returns to the office after a two-
| | 00:43 | week vacation, she wants to know, first,
what kind of messages she has from the
| | 00:48 | folks who work in her immediate group.
| | 00:51 | So let's go take a look at how to
create a filter that says, if it's from
| | 00:54 | Judith, Kirk, or Greg, I want
to see those in a special view.
| | 00:58 | So we'll choose View > Current
View > Customize Current View.
| | 01:02 | That's one way to get to this Customize
View dialog box. But another way is to
| | 01:08 | go to View > Arrange By > Custom, opens
the same dialog box, or to right-click and
| | 01:15 | choose Customize Current View.
| | 01:17 | Anything that has the word
custom in it is going to get you here.
| | 01:20 | And what we want to do is
take a look at filtering.
| | 01:24 | We're already sorted by subject.
| | 01:26 | We can change to the sort order if we
wish by choosing, for example, the
| | 01:30 | date that it was received or a due date,
start date, but you can also do that
| | 01:38 | basic sorting out here.
| | 01:39 | The filter is what's new and what we
really need to come into this dialog box to do.
| | 01:43 | So what I'm going to say, if this
message is From Greg, if this message is From
| | 01:48 | Judith, or if this message is From Kirk,
then I want to make sure that I see it
| | 01:56 | in this one view, and if I
wanted to add anybody else, I can.
| | 01:59 | So here's their three e-mails: Greg,
Judith, and Kirk, and I'm going to say OK,
| | 02:05 | and I'm going to say OK again.
| | 02:06 | And you'll notice now that the only
messages that I see are messages that come
| | 02:12 | from Greg, or from Judith, or
if they were some, from Kirk.
| | 02:16 | Now again, I can sort this by the date
it was received and get a pretty easy
| | 02:20 | list that let's me look and see, ah,
here are the messages that I need to deal
| | 02:24 | with, the messages that
come from my immediate workgroup.
| | 02:27 | We're going to see in the next movie,
how we can save this filter view, so that
| | 02:31 | we can use it over, and over,
and over again in Outlook 2007.
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| Saving the current view| 00:00 | We've created this amazing new view
in Outlook 2007 that lets us look at
| | 00:05 | messages only from the folks in our
immediate workgroup: Greg, Judith, and Kirk.
| | 00:11 | And we'd like to retain this view for
future use, but we also want to make sure
| | 00:15 | that we can switch views, because if I
trade out of this view right now, I might
| | 00:20 | lose some of the settings.
| | 00:21 | So we'd like so save this, and save it as
view so that we can choose it from our
| | 00:27 | dropdown list here on the Advanced toolbar.
| | 00:29 | We've already customized the view;
now we need to save it. And in an order
| | 00:33 | to that, we're actually going to go to View >
Current View, and not Customize, but Define Views.
| | 00:41 | This gives us a list of all the
views that are available in Microsoft
| | 00:45 | Outlook under this profile.
| | 00:47 | So there are different views that can be
used in different Mail or Post folders.
| | 00:51 | And what I'd like to do is I'd
actually like to retain this current view.
| | 00:55 | And so what I'm going to do is to choose
Current View Settings and can click and
| | 01:00 | Copy button to make a copy of messages,
or I can click New and choose a new
| | 01:06 | view that's a table, or I can click Modify.
| | 01:09 | Any of these will actually get me
exactly back to the same place if I wish, but
| | 01:14 | I'm going to choose the easy route,
which is to say I want to copy this view,
| | 01:18 | and I'm going to give it a name, and
that name is going to be My Workgroup.
| | 01:23 | And I'm going to say that this view
can be used on all Mail and Post folders.
| | 01:28 | That means that I can use this view not
just here, but in a folder that I create
| | 01:33 | within my Inbox, or perhaps a folder
that I created in a public folder to see
| | 01:40 | messages there from Judith, Greg, and Kirk.
| | 01:43 | Now, I could also say that it can be
used here, and it's visible to everyone.
| | 01:47 | This is the kind of setting I would
use for a view I created for a public
| | 01:52 | folder, because right now
everybody is basically me.
| | 01:56 | I don't have anyone else looking in my
Inbox, but if I was in a public folder,
| | 02:00 | I might want to save a view just for myself,
or a view that was available for everyone.
| | 02:06 | So these two choices are really if you
share this folder, or if it's a public
| | 02:11 | folder, but I'm actually going to say
I want to use this throughout my entire
| | 02:16 | mailbox, any place that there
is a mail folder, and say OK.
| | 02:20 | You'll see the settings that I left
for the My Workgroup view, including - and
| | 02:25 | this is what I'm looking for - is it
filtered, so that it has, whether the
| | 02:29 | Messages are From Greg, or Judith, or Kirk.
| | 02:32 | And then if I wished I could go in and
apply, for example, some other sorting
| | 02:36 | or grouping here, but I'm
feeling pretty good about it.
| | 02:39 | I'm going to say OK, and
I'm going to say Apply View.
| | 02:44 | And notice now that the view My
Workgroup has been added to my dropdown.
| | 02:48 | So I can go back, for example, to Last
Seven Days of messages, and then switch
| | 02:53 | back and say, show me the
messages for My Workgroup.
| | 02:58 | An easy and quick way to save a
filtered view, so that I can apply it over and
| | 03:02 | over again in Microsoft Outlook 2007.
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| Resetting a view| 00:00 | Microsoft Outlook comes with a number
of built-in views, and we've just created
| | 00:04 | a new view called My Workgroup.
| | 00:07 | We did that by modifying the
Messages view and then saving a copy.
| | 00:11 | Unfortunately, when we modified the
Messages view, it now has exactly the same
| | 00:16 | attributes that My Workgroup does.
| | 00:18 | It's a filtered view as well, and
sorted in a particular fashion.
| | 00:22 | I'd like to get my old messages view back.
| | 00:25 | I can do that easily with any
built-in view in Microsoft Outlook 2007.
| | 00:31 | With the view that I want selected, all
I need to do is right-click any of the
| | 00:36 | column headings and
choose Customize Current View.
| | 00:39 | At the bottom of the Customize View
dialog box, there is a button that says
| | 00:43 | Reset the Current View.
| | 00:44 | So I'm going to reset the current view.
| | 00:46 | It says, if you do this, you're going to
lose your customization. Yes, that's fine.
| | 00:51 | We've already saved that
customization under another view name.
| | 00:54 | I'm going to say OK.
| | 00:56 | Say OK to apply the current view, and my old
messages view is back, just as it was before.
| | 01:04 | I can also go to View > Current View >
Define Views to access all of the views
| | 01:12 | that I wish, and if a view has been
changed, when I select it, Reset is now
| | 01:18 | enabled as an option.
| | 01:20 | So I've just reset Messages.
| | 01:22 | There is nothing to reset there.
| | 01:24 | But I must have, at some point, changed
the Last Seven Days view, and if I want to
| | 01:28 | reset it so it's just as it was when
Outlook was first installed, I can click
| | 01:33 | Reset, and it will come back.
| | 01:36 | So this works for any of the built-in views.
| | 01:38 | If I go down to My Workgroup,
you'll notice Reset is not an option.
| | 01:43 | It wasn't an out-of-the-box
view that came with Outlook 2007.
| | 01:47 | It was a created view.
| | 01:48 | So Outlook doesn't keep its settings in the
same way, and I can't reset it in the same way.
| | 01:54 | I can delete it.
| | 01:55 | I can rename it, but I'm responsible
for making sure that I don't accidentally
| | 01:59 | modify it in a way that I'd
have difficulty getting it back.
| | 02:03 | If I do, I might as well delete
it and simply create it again.
| | 02:07 | I created it in the first place.
| | 02:09 | So you can reset views directly, one at
a time, or you can go to the Custom View
| | 02:13 | Organizer and simply reset each of the
views by choosing them, and if Reset is an
| | 02:18 | option, click the Reset button.
| | 02:20 | It's easy to get your built-
in views back in Outlook 2007.
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| Organizing with colors| 00:00 | Filtering is one way to focus on a subset of
messages within your Inbox, or any other folder.
| | 00:07 | With filtering, the only messages that
remain are the messages that meet the
| | 00:11 | criteria that you establish.
| | 00:13 | Another way to do this is by using color to
highlight the messages that you want to focus on.
| | 00:19 | The advantage of filtering is you're
not distracted by the other messages that
| | 00:23 | don't meet your filter conditions.
| | 00:24 | The advantage of using color to
organize your folders is that you're always
| | 00:29 | aware of all of the messages, but some of them
will catch your attention in a particular way.
| | 00:35 | In order to use color to organize any
folder, simply begin by choosing the view
| | 00:41 | that you want, because colors
are applied directly to a view.
| | 00:44 | So if I'm looking at all of my
messages, and if, for example, I'd like to
| | 00:48 | highlight those messages that come
from Judith, Greg, or Kirk, I can choose a
| | 00:54 | message, for example, from Greg and go to
Tools > Organize and choose the Using Colors link.
| | 01:00 | Then I can say color messages from Greg.
| | 01:04 | The default is red, which is a poor
color to use because that's also the color
| | 01:08 | for items that you flag,
that you've gone over time on.
| | 01:11 | So let's go ahead and chose green, and
say all messages from Greg should be green,
| | 01:15 | and apply that color.
| | 01:17 | You'll notice that we see all of Greg's
messages in green, which makes them stand out.
| | 01:22 | We can also then choose any of our
messages from Judith and say, let's do the
| | 01:27 | same thing for Judith.
| | 01:28 | We don't have to have
different messages for the two of them.
| | 01:31 | They're both in the same workgroup.
| | 01:33 | So this is exactly what would happen
if I had gone to the trouble to say,
| | 01:38 | please apply an automatic custom
format to Judith and Greg's messages, but it
| | 01:43 | was a lot easier to do.
| | 01:44 | It happened very quickly,
took us no time at all.
| | 01:47 | I can use any of these colors that I wish.
| | 01:50 | Automatic means that Microsoft Outlook
will take care of deciding what color
| | 01:54 | messages should be displayed in.
| | 01:57 | They'll be black until the point at
which you have passed a deadline that you've
| | 02:01 | set, and it will turn red.
| | 02:03 | Yellow is pretty hard to see.
| | 02:04 | So if we changed all the messages from
Judith to yellow, they're not going to stand out.
| | 02:10 | These are all useful colors.
| | 02:12 | If you want to make sure that you never
actually see the messages from Judith,
| | 02:15 | at the bottom, this choice is White and
if we apply that, it will be as if she
| | 02:19 | never e-mailed you at all,
| | 02:20 | so in other words, another really bad choice.
| | 02:23 | But green is a good choice.
| | 02:25 | Maroon is good choice, and you can use
these colors to make sure that you group
| | 02:29 | your messages in a way
that's helpful and useful for you.
| | 02:32 | There is one other choice here that's
worth pointing out, which is you have the
| | 02:35 | ability to format all of the
messages that are sent only to you.
| | 02:39 | In other words, you're not on the To
line, and they're not sent to anybody
| | 02:44 | else, no multiple recipients. Say, all of
those messages I'd like you to flag for
| | 02:49 | me by turning them blue.
| | 02:51 | If you do that, you'll notice
that those messages really stand out.
| | 02:54 | What you know about messages that are
sent only to you is that if you don't
| | 02:57 | reply to them, nobody is going to.
| | 03:00 | So it's likely that they are
not notes from the meeting;
| | 03:03 | they are actually a request for you to
do something specific. And when you're all
| | 03:06 | done, you can simply turn this off.
| | 03:09 | Organizing by color is associated
with the particular view that you're
| | 03:13 | already displaying.
| | 03:14 | So if I switch from my Messages view
to the My Workgroup view, you'll notice
| | 03:19 | that none of the colors are here and
if I go back to my Messages view, you'll
| | 03:24 | notice that they're back.
| | 03:24 | So you have the ability to apply custom
color to any view in Microsoft Outlook
| | 03:30 | by simply choosing Tools >
Organize to open the Organize Pane.
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| Viewing unread messages| 00:00 | A number of the messages in this
Inbox have something in common.
| | 00:04 | They're marked as unread.
| | 00:06 | Either you haven't looked at them at
all, or they've been examined and then
| | 00:11 | marked as unread after
having actually been read.
| | 00:14 | In either event, it's useful to be able
to go look at only the unread messages
| | 00:19 | in a folder and then work
with that set of messages.
| | 00:23 | It's an efficient way to go through
your Inbox when you've been out of the
| | 00:26 | office or at the start of the workweek.
| | 00:29 | So let's switch views.
| | 00:31 | On the Advanced toolbar, we're going to
choose Unread Messages in This Folder.
| | 00:37 | Outlook quickly filters all of the
messages and finds simply those messages in
| | 00:41 | the folder that haven't yet been read.
| | 00:44 | This is a quasi-dynamic view, because
if I go open a message now and read it
| | 00:51 | and then close it, it will remain in this view.
| | 00:55 | You'd think it would automatically go
away because it no longer meets that filter
| | 00:59 | of unread messages, but in fact, the
filter is applied at two different times,
| | 01:05 | when I switch to this filter view or
when I switch from another application
| | 01:11 | within Outlook back to this view.
| | 01:12 | So this allows me actually to do a fair
amount of work to go down and to take a
| | 01:16 | look at this message and
read it and deal with it.
| | 01:19 | Notice that all the messages that were
there when I began working with unread
| | 01:23 | messages remain in the folder.
| | 01:26 | They are just marked now as Read.
| | 01:29 | So this lets me work very effectively,
get rid of all of the messages that were
| | 01:33 | there at one time, deal with them.
| | 01:36 | Take a look at this missing
check for a security deposit.
| | 01:40 | What will actually hide those messages
in this view is one of two actions then:
| | 01:45 | First if I change views and then
change back, once again, Outlook will apply
| | 01:50 | that filter, and I'll only see unread messages.
| | 01:54 | The other occasion that will force
Outlook to apply this is if I switch to a
| | 02:01 | different application within
Outlook and then switch back.
| | 02:06 | Each time I apply the view by moving
into the Inbox or by changing views,
| | 02:11 | Outlook once again looks and says,
let me just show that user the unread
| | 02:16 | messages, but in between it gives me
the benefit of being able to see the
| | 02:20 | messages that I've cleaned up in that session.
| | 02:23 | One more skill then that might be
helpful as you think about working with
| | 02:27 | unread messages. Let's say I need to go
through all of these messages and take
| | 02:31 | care of them, and that's my focus,
and I want to make sure that I keep the
| | 02:35 | messages that I'm working with.
| | 02:36 | So this is my message set,
the small list of items.
| | 02:40 | I open a message, and I open another message.
| | 02:43 | Then, for this message, I
need to check my Calendar.
| | 02:49 | Now I know if I switch to my Calendar,
the next time I come back to my Inbox,
| | 02:54 | these three messages will no longer be visible.
| | 02:57 | I don't actually want to switch to
my Calendar, but I do need to see it.
| | 03:01 | I can right-click on my Calendar
and open the Calendar in a new window.
| | 03:07 | Because I haven't switched out of the
Inbox, I still can track the messages
| | 03:12 | that I was working with.
| | 03:14 | In my Calendar, I might want to simply change
to whatever view is useful here in my Calendar.
| | 03:21 | When I switch back, I have never
really left my Inbox to go to my Calendar;
| | 03:26 | therefore, I haven't lost the messages
that I had opened and read while using the
| | 03:31 | Unread Messages in This Folder view.
| | 03:34 | This view is one of the best built-in
views in Microsoft Outlook 2007, because
| | 03:41 | it allows me to focus on the work in
front of me, rather that being distracted by
| | 03:46 | the messages I've dealt with already.
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|
|
3. Increasing EfficiencyCreating inbox folders| 00:00 | Your Outlook 2007 Inbox is one big container.
| | 00:04 | It's a lot like having a large
bucket that you simply throw e-mail into.
| | 00:09 | If you start collecting e-mail in your
Inbox, it's very helpful to be able to
| | 00:13 | sort it and separate it, using not
only views, but actually using different
| | 00:19 | containers, or dividers, within your Inbox.
| | 00:21 | We're going to do this the
same way we do it in Windows.
| | 00:24 | We're going to create some
folders in our Microsoft Outlook Inbox.
| | 00:28 | It's very easy to create folders.
| | 00:30 | It's so easy that I want to caution
you not to jump in and create hundreds of
| | 00:34 | them at the beginning of your time here.
| | 00:37 | There are three real reasons that you
might think about how to create folders.
| | 00:41 | One is that you might create folders
that are project-based; for example, if
| | 00:45 | you're working on one specific project
or one specific event, you might create
| | 00:50 | folders related to that project or event.
| | 00:52 | The second is you might want to
sort out e-mail that comes from
| | 00:56 | specific recipients.
| | 00:59 | Then finally, you might want to pull
out e-mail because it has a different
| | 01:02 | level of importance to you.
| | 01:04 | Either it's far more
important or far less important.
| | 01:07 | More important might be all the e-mail
from your boss, less important might be
| | 01:11 | all of the e-mails for
newsletters that you've subscribed to.
| | 01:15 | The idea is to make your Inbox lean and
mean, and yet to have a way to sort out
| | 01:21 | the e-mail that you have, both the e-
mail you're working with today and the
| | 01:25 | e-mail that you want to retain for tomorrow.
| | 01:27 | To create a new folder in your Inbox,
simply click on your Inbox, right-click
| | 01:32 | and choose New Folder.
| | 01:33 | The Create New Folder dialog box
opens, and it's going to create that
| | 01:38 | folder where you started.
| | 01:40 | You would still have a choice to put
it somewhere else, but by starting it in
| | 01:44 | your Inbox, your Inbox is actually selected.
| | 01:46 | We're going to create a new folder for
all of the e-mail messages related to a
| | 01:52 | particular event called Oilfest 2010.
| | 01:57 | So, we're going to create
the Oilfest 2010 folder.
| | 02:01 | It's important to make sure that
because this is an e-mail folder that the
| | 02:07 | default Mail and Post Items choice is there.
| | 02:10 | If it was Calendar, you'd be
creating a calendar for Oilfest.
| | 02:14 | If it was Contact items, you'd be
creating the Oilfest contact items, but we're
| | 02:18 | going to create Mail and
Post Items, here in the Inbox.
| | 02:23 | Never hurts to check it again, say OK.
| | 02:25 | There is our new folder here in the
Inbox, waiting for us to put items in it.
| | 02:30 | If I am in the Oilfest 2010 folder,
and I either right-click and choose New
| | 02:37 | Folder or I choose File > New > Folder,
| | 02:41 | I'll create a new folder that wants to
be, by default, part of Oilfest 2010.
| | 02:48 | Again, I can choose any place to put it,
so if I wanted another folder in my
| | 02:52 | Inbox, I could put it here.
| | 02:54 | So, I actually need a folder for items
that I need to process for accounting,
| | 02:58 | largely for expense items,
but it could also be checks.
| | 03:02 | So, I'm going to create a folder for
accounting items, put it in my Inbox and
| | 03:06 | click OK, and now I have
two new folders in my Inbox.
| | 03:10 | Now, once you have 20 or 30 different
new folders in your Inbox, you might
| | 03:15 | wish that you could organize them in
any way other than the default method,
| | 03:18 | which is alphabetically.
| | 03:20 | Accounting Items will always be
before Oilfest. But you can't;
| | 03:24 | you don't get to sort to
these in a different order.
| | 03:27 | You can, however, take advantage of
the way Microsoft Outlook, and Excel, and
| | 03:33 | Word, for that matter,
| | 03:34 | all sort, by saying if I would like Oilfest
2010 to always to be at the top of my list,
| | 03:42 | rather than starting it with an O or
with even an A, I'm going to start it
| | 03:46 | with an underscore.
| | 03:47 | I'm going to right-click, choose
Rename, click at the start, and put in
| | 03:52 | underscore at the start of my folder name.
| | 03:56 | When I press Enter then, this
folder will appear at the top of my list.
| | 04:01 | Valid characters you can use to start
are an underscore or a hyphen. Either
| | 04:06 | have a lower value, and therefore will
appear higher in the list than letters
| | 04:11 | A, B, C, D, and so on.
| | 04:14 | Once you've created folders, it's a
simple matter to move items into them.
| | 04:18 | This is a question about Oilfest 2010,
in this first e-mail from Kim Romano, and
| | 04:23 | I can simply drag and drop that message
into the _Oilfest 2010 folder. It's that easy!
| | 04:29 | If I have a group of them that I
need to move, for example here is
| | 04:32 | some information about a missing
check, and I also have some information
| | 04:37 | about expense sheets,
| | 04:38 | I can hold Control to select these two
items that are not next to each other, and
| | 04:43 | drag them both to Accounting Items.
| | 04:46 | If I wish, I can choose items that are
next to each other, by clicking on the
| | 04:51 | first item, holding Shift and
clicking on other items nearby.
| | 04:57 | When I have those items selected, I can
move them to the folder. One more thought:
| | 05:03 | it might be that I actually
want to make a copy of an item.
| | 05:07 | It's rare that I do that, but you might.
| | 05:09 | You might wish to keep an item in your
Inbox while you work on it, and drag a
| | 05:13 | copy elsewhere for archival purposes.
| | 05:16 | The difference between move and copy is easy:
| | 05:18 | either hold Control while you're releasing
the items, and you'll get a copy as you
| | 05:22 | can see from the Plus sign there, or you
can right-drag the items, and when you
| | 05:28 | release the mouse button, you'll be
asked, do you want to move or copy the
| | 05:32 | items, and you can make
that choice at that time.
| | 05:36 | It's very easy to create new folders
and layers of folders and folders within
| | 05:41 | folders within folders in your Inbox.
| | 05:43 | So, again, my primary caution to you is
create the folders you need as you need them.
| | 05:50 | Don't create an entire folder structure.
| | 05:53 | Grow into that folder structure, and
that will make you more efficient in
| | 05:57 | Microsoft Outlook 2007.
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| Cleaning up your inbox| 00:00 | Chances are that if you work in a
corporate environment with Outlook2007, you
| | 00:05 | already have somebody
bugging you to clean up your Inbox.
| | 00:08 | But even if you are a small business
user, or a home user, cleaning up your Inbox
| | 00:12 | and your mailbox is a good discipline.
| | 00:14 | If you have thousands of items in your
Inbox, it takes Outlook longer to be able
| | 00:19 | to search and find things
and longer to apply views.
| | 00:22 | So, keeping you Inbox light, with
very few items in it, it is a good idea;
| | 00:27 | hence, the folders that we use to be
able to move things from your Inbox into a
| | 00:32 | more structured file system.
| | 00:35 | So, part of cleaning up your Inbox is
taking items as they come in and putting
| | 00:39 | them in the appropriate folders.
| | 00:41 | So, we have some information here about
Oilfest, and we're just going to drag and drop it.
| | 00:46 | But another piece of keeping your Inbox clean
is simply deleting items that you don't need.
| | 00:51 | We won't need to remember that Friday
is Bagel Day, so we can simply delete
| | 00:56 | message like that, moving them from
our Inbox to our Deleted Items folder.
| | 01:02 | After we've moved messages as we've
dealt with them, there is another aspect to
| | 01:06 | keeping your Inbox clean that is usually
what IT people mean when they say, "Are
| | 01:12 | you cleaning up your Inbox?"
| | 01:14 | It's not actually Inbox cleanup;
| | 01:16 | it's mailbox cleanup that they are
referring to, because what you need to keep
| | 01:21 | clean is the entire mailbox, which
includes not just your Inbox, but your
| | 01:28 | Deleted Items, your Sent Items, and
in fact your Calendar and Contacts and
| | 01:32 | other items as well.
| | 01:34 | To clean up your mailbox, start by
selecting your mailbox, then right-click, and
| | 01:41 | we're going to choose
Properties for your mailbox.
| | 01:44 | Now, you may have received an e-mail
warning that says your mailbox is getting
| | 01:48 | quite large, and you only have space
for so many gigabyte or so many megabyte.
| | 01:53 | One of the things you want to know is,
how do I know how big my mailbox is?
| | 01:58 | In order to find out, you open the
dialog box, and you choose Folder Size, and
| | 02:04 | Microsoft Outlook will analyze all of
the information that's in your mailbox,
| | 02:11 | and will tell you how big your mailbox is.
| | 02:15 | Now, the first thing it says is that
you have 0 KB, if you don't count the
| | 02:20 | subfolders, but unfortunately,
we need the subfolders as well.
| | 02:23 | So, our total size here is 5878K.
| | 02:27 | This is a very small Inbox.
| | 02:30 | This is really just about 5 megabyte;
everybody has that kind of space.
| | 02:34 | But when you get ready to decide, if
you are taking up too much space, that
| | 02:38 | it's time to clean up,
| | 02:40 | what you do is you actually look
and see which folders are the largest.
| | 02:45 | Don't ignore Sent Items. For many of us,
| | 02:47 | that's the largest folder that we have,
because we send a PowerPoint to ten
| | 02:52 | different people when they ask at
different times, so that large PowerPoint is in
| | 02:56 | our Sent Items folder ten different times.
| | 03:00 | There are some strategies for how you
can think about reducing Sent Items, but
| | 03:05 | that's the first folder that you should
probably look at when you're trying to
| | 03:09 | reduce your file size.
| | 03:11 | So again, to learn the properties,
including the file size of our whole mailbox,
| | 03:16 | I right-click and choose Properties
for mailbox, then click the Folder Size
| | 03:22 | button in order to see all of the folder
sizes for the various subfolders in my mailbox.
| | 03:30 | So, between moving items from my Inbox
to my subfolders, deleting items that
| | 03:38 | I no longer need - particularly
trivial items - and then managing the overall
| | 03:42 | size of my mailbox, I can keep my
Inbox clean, functional, and efficient in
| | 03:48 | Outlook 2007.
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| Adding a folder to the Favorites list| 00:00 | In Microsoft Outlook, when I'm looking
at my entire folder list, I'm actually
| | 00:04 | seeing not just mail items like my
Inbox, but I'm also seeing Contacts and
| | 00:09 | Calendars, and other items in a great
deal of detail, followed, of course, by
| | 00:13 | all of the public folders that I have access to.
| | 00:16 | It's really nice to switch to a view like
Mail that simply shows me all my mail folders.
| | 00:22 | When I do that, another section
opens up here at the top that has my
| | 00:26 | Favorite folders in it.
| | 00:27 | By default, there is one folder in my
Favorite folders, and that is my Inbox.
| | 00:31 | But I can add other folders, and as I
create a structure of folders within my
| | 00:37 | Inbox, adding a folder to my
Favorites folder is a way to make sure that it
| | 00:42 | doesn't get lost, that I don't lose focus on it.
| | 00:45 | So, for example, I want to make
sure that I don't lose track of anything
| | 00:49 | in the Oilfest folder.
| | 00:50 | Even if my Inbox is collapsed, I don't
want to lose track of the fact that there
| | 00:54 | are unread messages in my Oilfest folder,
or perhaps my Accounting Items folder.
| | 01:00 | The way that I make sure that I can
see them always is to move them from this
| | 01:04 | hierarchical structure to this flat
structure that's in the Favorites folder.
| | 01:09 | So, I'm going to right-click on
_Oilfest 2010 and say add this to my Favorites
| | 01:14 | folder, and it places it right there.
| | 01:17 | So, if there is an item that is
unread in _Oilfeast 2010, that will be
| | 01:23 | reflected right here.
| | 01:24 | Oilfest 2010 will turn bold in my
Favorites Folder and show the number of
| | 01:28 | unread messages there, just as it does
in the regular folder that's hidden when
| | 01:32 | my Inbox is collapsed.
| | 01:35 | If I want to add Accounting Items
folder to my Favorite folders, I will simply
| | 01:39 | right-click and choose Add to Favorite Folders.
| | 01:44 | I could also, if I chose, remove an
item from my Favorite folders, and I can
| | 01:51 | take an item and drag and drop a copy
of it to my Favorite folders, so I don't
| | 01:55 | need to use the menu;
| | 01:56 | I can simply drag and drop.
| | 02:00 | Right-click to remove.
| | 02:02 | Unlike my Folder list or my Mail Items
list, which are arranged alphabetically,
| | 02:08 | the Favorite folders I can have in any order.
| | 02:11 | So if I want Oilfest at
the top, I can drag it there.
| | 02:14 | If I want it at the bottom,
I can drag it there as well.
| | 02:18 | I can allow us much room for
Favorite folders as I wish.
| | 02:22 | So, as I create new folders within my
Inbox, but want to make sure that I keep a
| | 02:27 | tight focus on the items that are most
important for my work life right now, I'm
| | 02:32 | going to use Favorite folders as my
primary method for tracking the most
| | 02:37 | important folders within my Inbox.
| | Collapse this transcript |
| Customizing categories| 00:00 | In Outlook 2003 and earlier versions
of Outlook, a user could flag a message
| | 00:06 | in the Inbox, or any of the other folders,
in order to assign a color to that message.
| | 00:12 | So, you could assign a green flag, a
blue flag, a red flag, an orange flag,
| | 00:16 | and so on, and you could change the
labels for those singular flags that you
| | 00:21 | could attach to items.
| | 00:23 | In Outlook 2007, the notion of
flags and colors has been separated.
| | 00:29 | Flags, we'll talk about later, but
Categories are used to assign colors to items.
| | 00:35 | So if I want to be able to sort or
filter my messages in the Inbox, or any other
| | 00:40 | folder, based on color, I'll
need to use Categories to do that.
| | 00:45 | Earlier, we created a folder for the
messages related to OilFest 2010, and
| | 00:50 | that's one way that we could sort or group or
categorize is to move things to a folder.
| | 00:57 | But we don't necessarily want to move
everything to folders, and some items
| | 01:00 | actually belong in more than one folder.
| | 01:02 | For example, Accounting
Items related to OilFest.
| | 01:06 | It's not clear where we'd put them.
| | 01:08 | With Categories, we have the ability to
assign more than one category or color to an item.
| | 01:13 | So, let's go take a look first at the
items here in OilFest 2010, and let's
| | 01:18 | assign them to a category.
| | 01:20 | So, I can either right-click and
assign them to any category, for example,
| | 01:25 | the Orange Category.
| | 01:27 | The first time I use a category, I'm
asked if I want to rename this category.
| | 01:32 | So, I'm going to say yes.
| | 01:34 | When I use this color, I'd like it to be
about OilFest 2010, and I simply rename
| | 01:40 | it, right here on the fly.
| | 01:41 | When I click Yes, all three items
will be assigned to OilFest 2010.
| | 01:46 | For my keyboard users, if you just love
shortcut keys, you can actually assign a
| | 01:51 | shortcut key, one of the Function
keys plus the Ctrl key, to this category.
| | 01:56 | So, if you knew you were going to
assign a lot of messages to the Category
| | 02:00 | OilFest 2010, you could assign
Ctrl+F2 or Ctrl+F10, or whatever keystroke
| | 02:07 | combination from this list you want to use.
| | 02:10 | I'm not going to assign a shortcut key;
| | 02:12 | I'm simply going to say Yes.
| | 02:14 | Several things happen at once.
| | 02:15 | There is an orange
category that's assigned here.
| | 02:17 | The orange category has been renamed
on all of the lists, and each of these
| | 02:23 | messages, when I select them, or when I
open them, will have a color category at
| | 02:29 | the top that will list the name
that I gave to that orange category.
| | 02:35 | Let's go back to our Inbox, because we
have all of these design items that are
| | 02:38 | also related to OilFest 2010.
| | 02:41 | So, I can choose all of this message
thread here and choose to assign OilFest 2010.
| | 02:48 | Notice how easy this is!
| | 02:51 | One of the biggest differences
between flags in earlier versions of Outlook
| | 02:55 | and categories here is the ability to
create an item that's in more than one category.
| | 03:00 | So, if, for example, there were some
accounting implications of some of the OilFest items,
| | 03:06 | we'd have to decide, here is the
caterers for OilFest, and we've put it in
| | 03:10 | Accounting Items, but it's also about OilFest.
| | 03:13 | So how would we create a
category for Accounting Items?
| | 03:16 | Well, let's take a slightly more
strategic view of what Categories can do.
| | 03:20 | Let's choose Categories > All
Categories, and we can rename several of
| | 03:25 | these categories here.
| | 03:26 | We can also create new categories,
and we have access, not just to those six
| | 03:30 | colors, but to a palette of 25
different colors that we can use.
| | 03:35 | So, I'm going to say that all
Accounting Items are going to be this dark red.
| | 03:39 | I'm going to create a New Category.
| | 03:42 | I'm going to use this dark red color,
and I'm going to say that this is for
| | 03:47 | Accounting, and say OK.
| | 03:49 | Now, I have a New Category on the list.
| | 03:52 | I've assigned it to the item that was checked.
| | 03:55 | If I only want to create the category and
not assign it, I should clear that check box.
| | 04:00 | I'm going to say OK.
| | 04:00 | So, here is an Accounting Item, but this
Accounting Item also has to do with OilFest;
| | 04:06 | both are true.
| | 04:07 | When I return to the Inbox, these
categories are available for me to use
| | 04:11 | with anything I want.
| | 04:12 | So, I have something else that has to
do with OilFest, and I can just very
| | 04:17 | quickly click here and assign it.
| | 04:21 | Now you have the ability to add one of
the categories that you choose to what's
| | 04:25 | called the Quick Click.
| | 04:28 | The Quick Click is what will happen if
you just click in the Categories area,
| | 04:34 | here in the Information Viewer.
| | 04:36 | I'm going to do a lot of work right
now arranging my messages for OilFest, so
| | 04:40 | I'm actually going to set my Quick
Click to OilFest 2010, and I did that by
| | 04:47 | right-clicking, choosing Set Quick Click
and choose whatever category you want to use.
| | 04:54 | If I wanted to use, for example, No
category when I click, that's the default,
| | 04:58 | or if I wanted to assign them to
Accounting, that would work too.
| | 05:01 | But I'm going to choose OilFest 2010,
and now as I go through the items that I
| | 05:06 | want to set, I simply click.
| | 05:09 | Notice that that one click
assigns that one category.
| | 05:14 | So you get the choice of one Quick
Click. Everything else you're going to
| | 05:18 | right-click or choose one of the
commands on the toolbar or on the Edit menu
| | 05:22 | in order to assign.
| | 05:23 | Now that I have categories, I can do anything
I want with this metadata; I can sort on it.
| | 05:30 | I can filter on it.
| | 05:31 | So, if I click, for example, on
Categories, header in my Information viewer,
| | 05:36 | it will break these items into categories.
| | 05:39 | This is an estimate, so I could easily
assign this to Accounting, and now when I
| | 05:44 | sort by categories, notice
that this appears in Accounting.
| | 05:48 | You might wonder what happens to an
item that is in more than one category.
| | 05:52 | Let's go take a look.
| | 05:53 | Let's assign a second category here,
and you'll notice now that this message
| | 05:59 | appears in both groups, here and here,
because it's actually in both categories.
| | 06:05 | No matter where I open it
from, it's the same message.
| | 06:11 | Categories can also be used for
filtering, as well as for sorting.
| | 06:15 | So, you can create a view that's by
category, and say I'd like to create custom
| | 06:21 | view that's just OilFest 2010.
| | 06:24 | So, if we were going to do
that, we would assign a filter.
| | 06:27 | We would go to say that our category is
equal to OilFest 2010, not the color but
| | 06:34 | the name, and we could create that
custom view following the steps that we'd
| | 06:38 | followed earlier to create views.
| | 06:43 | Unlike the flags that we had in earlier
versions of Outlook that were relatively
| | 06:47 | meaningless, these categories
are very powerful in Outlook 2010,
| | 06:52 | not simply because I can sort or
filter on them, but for two other reasons:
| | 06:56 | they retain the title or label that
I give them, each place that they're
| | 07:00 | visible, and I can create more than
one category, and assign it to an item.
| | 07:06 | So, if you haven't used Categories
before and you're used to using flags, I
| | 07:10 | encourage you to switch over and begin
using Categories, because they provide
| | 07:15 | the power of a tool that you thought
you had with flags, but they're even more
| | 07:19 | useful in Outlook 2007.
| | Collapse this transcript |
| Understanding flags and the To Do list| 00:00 | In Outlook 2003 and prior versions
of Outlook, flags were used to provide
| | 00:05 | metadata to say these messages are in
one category, the blue category, these
| | 00:10 | messages are in the green category.
| | 00:13 | As you have already seen,
categories now are separate from flags.
| | 00:17 | If we want to simply color something for
organizational purposes, we will use categories.
| | 00:21 | When we are using flags, we are
using something that is time-based.
| | 00:26 | If you right-click on the flag in the
Information viewer, you will notice that
| | 00:31 | all of them are shades of red and pink, but
each of them is the description of a time period.
| | 00:37 | For example, if I flag an item and I
say it's today, then that item is added to
| | 00:43 | my To Do list for today.
| | 00:46 | The To Do list, or Tasks, represents all
of the items that have been flagged, no
| | 00:51 | matter where I flag them.
| | 00:52 | For example, here we see a task, and
you can tell that it's a task, because it
| | 00:57 | has that Clipboard icon with a check mark on it.
| | 01:00 | Here are some e-mail messages.
| | 01:02 | You can tell they are e-mail messages,
and even that they have been read, because
| | 01:05 | they have an open envelope.
| | 01:07 | Finally, here we see a
contact that's been flagged.
| | 01:10 | You can flag a contact directly, and the
wonderment of that is that when you then
| | 01:15 | double-click to open that, you get
access to all the contact information.
| | 01:19 | So if I want to flag someone for follow-
up, I can flag the person, the contact,
| | 01:24 | rather than flag an e-mail address.
| | 01:26 | We will see this To Do list, which has
really taken the place of the Tasks list,
| | 01:32 | in several places in Microsoft Outlook 2007.
| | 01:36 | The first place that we see it, all the
time, is at the bottom of the To Do bar.
| | 01:40 | So this lists all the active
tasks for the next few days.
| | 01:44 | If I go back to Mail and I flag a
task to be done today, I am going to
| | 01:48 | right-click on Bagel Day, and say Today,
| | 01:51 | notice that it's
automatically added here to the To Do bar.
| | 01:56 | If I go to the Tasks list, that
item is added to the Tasks list.
| | 02:00 | It wasn't created here, so it's not a
task, but it is reflected here because
| | 02:06 | when I choose Tasks, I am
really seeing the To Do list.
| | 02:09 | The third place that I am going to
see that list of items that are flagged
| | 02:13 | for me to follow up on -
| | 02:14 | whether I created them as tasks,
flagged them as contacts, or flagged them as
| | 02:18 | e-mail messages - is in,
of all places, the Calendar.
| | 02:22 | If I switch to the Calendar and
choose the Week or Month view from
| | 02:28 | Day/Week/Month with Auto-Preview or
Day/Week/Month in 2007, at the bottom
| | 02:33 | there is a pane that actually shows
tasks assigned and completed from the To
| | 02:38 | Do list on different days.
| | 02:40 | In Day or Week view, you have a Tasks
list down at the bottom that shows the
| | 02:44 | tasks that are To Do that day or that week.
| | 02:47 | It does not appear in the Month view;
| | 02:48 | there is simply isn't space.
| | 02:50 | If you are like many Outlook 2007 users,
probably the first thing you did was
| | 02:54 | you dragged that bar down and closed
up the Tasks list, and all you have is
| | 02:59 | this status at the bottom that says you have
three Active tasks and three Completed tasks.
| | 03:03 | I'd encourage you to go back and to
give this a little bit of space because not
| | 03:09 | only do we see what tasks are
outstanding for today and for tomorrow and for the
| | 03:14 | next day, but what's also true is that
if I mark a task complete, it actually
| | 03:19 | moves to the day on which I completed
it, so that I always have a calendar that
| | 03:24 | shows me tasks and when they were
finished, as well as tasks and when they are
| | 03:28 | assigned to be completed.
| | 03:29 | If I go back to my Tasks list, you will
notice that this was actually completed
| | 03:34 | and is marked completed here as well.
| | 03:36 | So three locations each
place that we see the To Do bar.
| | 03:40 | When I flag tasks then, what I am doing is
I am actually staking a time for that task.
| | 03:45 | I am saying I want to do this task on a
particular day, or in a particular week.
| | 03:50 | Let's take a look again at what our choices are:
| | 03:54 | Today, Tomorrow, This Week, Next Week, No
Date, or a specific date, which is Custom.
| | 04:01 | When I simply click on a task, the
first time there is a default time period
| | 04:08 | allotted to that task.
| | 04:09 | If I right-click, that's called the
Quick Click, and I can set it. The default
| | 04:14 | is that it will start today.
| | 04:17 | So I receive an e-mail. I click this flag;
| | 04:19 | it marks it for action today.
| | 04:22 | I can set that out to tomorrow, if most of
the requests I get are work for the next day.
| | 04:27 | I can set it for this week.
| | 04:28 | If it's Monday, Tuesday, Wednesday,
Thursday, or Friday, it doesn't matter.
| | 04:32 | This week means this Friday, next week
means next Friday, or I can set No Date
| | 04:37 | whatsoever or a particular date.
| | 04:39 | Now, if I want to set a particular date,
I am simply going to go in and either
| | 04:43 | choose Custom or choose Add Reminder,
and I am going to enter a specific Due
| | 04:47 | date that I would like
to have this item done on.
| | 04:50 | If I want a reminder, I turn on the
reminder, and that's how I will get an
| | 04:53 | audible reminder to accompany this flag.
| | 04:57 | Every task that I flag is
automatically added to the To Do list.
| | 05:01 | Every task that I complete, I can right
-click, and mark a task as Complete is
| | 05:07 | automatically checked off of the list.
| | 05:10 | So I can see at any point in time on my
task list every single item. One more thought:
| | 05:16 | we are mostly talking about e-mail,
but if you come into the Tasks list and
| | 05:20 | decide, you know, I don't need
to keep track of this anymore,
| | 05:24 | I called Kyle back, and
I don't need to track it,
| | 05:27 | you might be tempted to
actually delete this item.
| | 05:30 | If you do, a dialog box will appear, and
although I have been using Outlook 2007
| | 05:35 | for four years, I still haven't turned
this check box on to not show the dialog,
| | 05:41 | because what this says is, wait
a minute. This isn't a task;
| | 05:44 | it's a contact.
| | 05:46 | And if you delete it, you will
delete your contact that has all of
| | 05:49 | Kyle's information in it;
| | 05:51 | therefore, I have never turned
off the display of this dialog box.
| | 05:55 | I don't want to accidentally delete a contact.
| | 05:57 | I don't want to
accidentally delete an e-mail message.
| | 06:00 | So if I delete a task, that's fine.
| | 06:03 | I am in a Tasks folder.
| | 06:04 | But we have lots of years of
experience of knowing that we could delete
| | 06:07 | everything here and nothing
was touched anywhere else.
| | 06:10 | I would just as soon keep that dialog open.
| | 06:12 | So the icon makes a difference here.
| | 06:15 | We want to make sure that if we
are deleting things, we are not
| | 06:18 | accidentally deleting the contacts
or the e-mail messages that we flagged
| | 06:22 | over here in Microsoft Outlook.
| | 06:25 | Flag your items however you wish,
mark your items as complete when they are
| | 06:30 | done, and if you should never have
flagged an item to begin with, simply go
| | 06:34 | in and clear the flag.
| | 06:37 | It takes a little getting used to it
first, but once you have really started
| | 06:40 | working with the To Do list and Flags
for incoming e-mail, you will find that
| | 06:44 | it's a very efficient way to stake claim
to time that you need to do the work of
| | 06:50 | managing your Inbox in Microsoft Outlook 2007.
| | Collapse this transcript |
| Using search folders| 00:00 | If you keep all of the e-mail messages
that you have received in your Inbox, you
| | 00:05 | won't have much use for Search folders.
| | 00:08 | But as soon as you begin creating
subfolders in your Inbox, or you want to be
| | 00:13 | able to see what's in your Inbox and
your Sent Items folder at the same time,
| | 00:17 | you will have a great use for
this feature of Microsoft Outlook.
| | 00:19 | Microsoft Outlook 2007 comes with two
built-in Search folders, and so we are
| | 00:25 | going to use those to see
how Search folders operate.
| | 00:29 | Search folders cross all of the
folders listed under all mail items.
| | 00:33 | So first, if I am in my folder list,
Search folders are at the bottom, but if
| | 00:38 | I am in Mail, and I choose the Search
Folders, there are two Search folders already;
| | 00:45 | one is for any mail that's been categorized.
| | 00:48 | So I am going to click Categorized
Mail, and real quickly you will notice that
| | 00:52 | this change is from an italicized,
grayed-out icon to a real icon that says
| | 00:59 | you have some categorized mail, and one of
the messages in categorized mail is unread.
| | 01:04 | So notice that what I see is a
filtered view of Categorized Mail only.
| | 01:08 | I am also going to then click my other
default search folder that says Unread
| | 01:14 | Mail, and it will quickly go and get all the
mail I haven't read and show me where it comes from.
| | 01:20 | So it says in the folder
OilFest you have one item there.
| | 01:23 | You have one in Accounting Items.
In your Inbox, you have five items.
| | 01:28 | In a blog folder that's part of my RSS Feeds,
| | 01:31 | you have 18 unread items.
| | 01:33 | If you are like me, you might totally
forget that you subscribed to items like
| | 01:37 | that, then you say, I have 500 unread items, oh!
| | 01:39 | They are all newsletters.
| | 01:41 | The Search folders actually crawl
through all of your folders and present
| | 01:45 | information about
Categorized Mail or Unread Mail.
| | 01:50 | This is an easy way then to go through and say
okay, I am going to manage all my Unread Mail.
| | 01:54 | First, I have a couple of conflicts that
are about information that didn't go out.
| | 01:59 | I don't need those anymore.
| | 02:01 | Five items in my Inbox.
| | 02:02 | I will get to those;
| | 02:03 | one in OilFest, that's fine, Tell
them only 1 more server, looks like
| | 02:08 | that's been handled.
| | 02:09 | I don't need to do anything more with
it, and then Expense Sheets, because it
| | 02:13 | wasn't sent to me it's been sent back
and forth here, and Expense Sheets, uh oh!
| | 02:18 | I need to do something about that.
| | 02:19 | So I will quickly flag that item to do
something about the expense sheets today.
| | 02:24 | Now, if I switch folders to any other
folder, and I go back to my Unread Mail,
| | 02:29 | you will notice that I no longer
have unread mail in my OilFest folder.
| | 02:33 | Like all of the other folders in
Microsoft Outlook, if I am working through
| | 02:38 | my unread mail, all of the items that are
there will stay there until I have done them all.
| | 02:43 | So Search folders make it incredibly
easy to be able to find messages that fit a
| | 02:50 | general description:
| | 02:51 | Unread messages, Categorized messages,
wherever they are regardless of which of
| | 02:57 | the mail folders they are in, in Outlook 2007.
| | 03:01 | If you haven't used Search folders
previously, start using your Unread Mail
| | 03:06 | folder in particular, and in the next
video, we will take a look at how you can
| | 03:10 | create your own Search folders to
meet your needs using Outlook 2007.
| | Collapse this transcript |
| Creating a search folder| 00:00 | Search folders give you a way to crawl
through all of the folders in Microsoft
| | 00:06 | Outlook 2007 and return messages
that meet a particular condition.
| | 00:11 | Two folders that exist by default:
Categorized Mail, and Unread Mail, give you a
| | 00:16 | good idea of what's
possible with Search folders.
| | 00:18 | We are going to create a new Search
folder in Outlook 2007 to find all the items
| | 00:24 | that we've said we want to do
work on later, every flagged item.
| | 00:28 | In order to do this, we are going
to choose File > New > Search Folder.
| | 00:33 | The New Search folder dialog box opens,
and we have a whole list of choices.
| | 00:39 | So, for example, Unread Mail.
| | 00:41 | That already exists;
| | 00:43 | that's the Unread Mail folder
here that's a default Search folder.
| | 00:46 | But the second one is
Mail flagged for follow up.
| | 00:50 | That would be mail where I've assigned a flag.
| | 00:52 | So I am going to say OK.
| | 00:54 | That's a Search folder I want.
| | 00:56 | Here in one place, we see all of
the flagged items, regardless of what
| | 01:00 | folder they are in.
| | 01:01 | So this is a way to think about my
To-do list without the tasks in it.
| | 01:07 | This is only my e-mail folders, flagged
items here as opposed to flagged items
| | 01:13 | that were created in my
Tasks list or my Contacts folder.
| | 01:17 | This is a handy folder for me to have, and
so it's added to my list of Search folders.
| | 01:22 | I am simply going to right-click on
this and say I'd like to add it to my
| | 01:25 | Favorites folder, and here is
my Email follow Up folder now.
| | 01:29 | If you want to, you can actually rename this.
| | 01:31 | It says, For Follow Up by default
because that was the rule that we chose
| | 01:35 | in order to create it.
| | 01:38 | If I really want to make sure I go
through all my e-mail every day, I can also
| | 01:42 | put my Unread Mail here in my Favorites folder.
| | 01:44 | So now I have two Search folders.
| | 01:47 | If you note the icon on the Search
Folder, it has a magnifying glass on it.
| | 01:50 | So it's easy to tell that that's not a
regular folder, but information pulled
| | 01:55 | from different folders.
| | 01:57 | However, this Search folder, which is a
kind of index folder, has real items in it.
| | 02:02 | If, for example, I go in and delete
this missing check, it'll be deleted from
| | 02:07 | the Accounting folder that it's in now.
| | 02:09 | So if I delete here, and I then switch to
the Accounting Items, it's not here either.
| | 02:15 | So don't think of this as anything but
a real folder, because it works the way
| | 02:19 | any real folder would.
| | 02:20 | I am going to need that Accounting
Item later, so I think I am going to go
| | 02:24 | back and get it and drag it back into the
Accounting folder from my Deleted Items folder.
| | 02:29 | Let's go create yet another new Search folder.
| | 02:33 | The Search folder that I'd like to
create this time is a Search folder that
| | 02:38 | allows me to find a
particular piece of information.
| | 02:42 | So I am going to look for mail
that has specific words in it.
| | 02:45 | There are some really good uses for this,
particularly in a setting where you can
| | 02:50 | tell people, if you want to have a
catalog for me, make sure you put the word
| | 02:55 | Catalog in the subject, or if you
would like to have, in a academic setting,
| | 03:00 | information sent about a particular
course, put the course number here.
| | 03:04 | I am going to say that I want Mail with
specific words, and I am going to choose
| | 03:09 | the words, and the word I am
going to choose is actually OilFest.
| | 03:13 | I am going to add it to a Search List.
| | 03:16 | Now, the reason that it allows me to add
this is I might then put in the typical
| | 03:21 | typos that people would have.
| | 03:23 | If somebody has typed Oil Fest or OilFest,
they probably mean exactly the same thing.
| | 03:29 | So rather than have two different
Search folders, I can put these all together.
| | 03:33 | This is not case-sensitive, so I've
actually already added this, if that makes
| | 03:38 | sense, by adding this here, and I've also
added all these other versions as well.
| | 03:45 | So I've got OilFest in here,
all the likely scenarios,
| | 03:49 | different ways people might spell it,
and I am going to say go ahead and look
| | 03:53 | for all the messages that are about OilFest.
| | 03:57 | If I go down to my Search folders,
then you'll notice that there are messages
| | 04:02 | in the OilFest 2010 folder in the Inbox, and my
favorite, here's the items out of Sent Items.
| | 04:08 | So not only am I seeing the messages
that came in to me, and then I categorized,
| | 04:15 | and moved to OilFest, or the ones I left
in the Inbox, but more importantly, I am
| | 04:19 | seeing all the correspondence back
and forth, not just incoming, but outgoing
| | 04:23 | e-mails about OilFest.
| | 04:26 | If while I am working on the OilFest
project, the odds are pretty good I
| | 04:30 | am going to take this Search
folder, and I am going to add it to my
| | 04:33 | Favorite folder's list.
| | 04:35 | To do that, simply right-click and add to
Favorites folder or drag and place here.
| | 04:41 | I am going to simply remove the second
OilFest folder from the Favorites list,
| | 04:45 | so that I am not confused, and then
finally, I am going to rename this;
| | 04:49 | instead of Containing OilFest or Oil
Fest or oil fest, I am just going to say,
| | 04:55 | Containing OilFest, or I
might say About the OilFest.
| | 05:02 | There's my new Search folder that I've
created to be able to make sure that I
| | 05:07 | can find all the OilFest messages the same
way I can find all the messages I need
| | 05:12 | to follow up on my Unread
Mail or my Categorized Mail.
| | 05:17 | If you haven't used Search folders,
you'll want to start using them, because
| | 05:20 | they make it really easy to not lose
track of the work that you are trying to
| | 05:24 | manage in Microsoft Office 2007.
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|
|
4. Using Rules to Process EmailCreating a rule from a message| 00:00 | Outlook 2007 rules are used to automate
processes that you do often enough that
| | 00:06 | it's worth teaching
Outlook how to do them for you.
| | 00:10 | Earlier we created two folders off of our Inbox;
| | 00:13 | one is called OilFest 2010 and
the other called Accounting Items.
| | 00:17 | We actually dragged items and
dropped them into those folders.
| | 00:22 | We could actually have that
move done by Outlook for us.
| | 00:25 | So I am going to move all these
messages back to the Inbox from both of these
| | 00:29 | folders, so that we can see how to let
Microsoft Outlook know how we'd like it
| | 00:36 | move different messages for us.
| | 00:38 | Let's take a look first at this
message that we received from Greg.
| | 00:42 | Greg works in the Accounting
department, so it makes sense that most of the
| | 00:45 | items that we would get form Greg
belong in the Accounting Items folder.
| | 00:49 | So let's see how to quickly create a
simple rule that says, if it's from Greg,
| | 00:54 | drop it into that Accounting Items folder.
| | 00:56 | I am going to right-click any
message from Greg and choose Create Rule.
| | 01:01 | And the Create Rule dialog box opens,
and I say when I get mail from Greg, I want
| | 01:06 | you to move the item, and I am going
to Select a folder to Accounting Items.
| | 01:10 | That's all I want to have happen.
| | 01:13 | If I want to say that it sent only to
me, that's kind of cool too because the
| | 01:16 | odds are good that Greg sort of
broadcasts messages that say everybody needs to
| | 01:21 | do this aren't the kind of things
that I need to take care of anyway.
| | 01:25 | So I could say From Greg sent only to me,
move the item to the Accounting Items folder.
| | 01:29 | Say OK.
| | 01:31 | The rule will get created.
| | 01:33 | And I can say run this rule now on
messages already in the current folder.
| | 01:39 | And quickly, any message that Greg sent
only to me has just been dropped into the
| | 01:45 | Accounting Items folder.
| | 01:46 | And notice there are about things that
I need to deal with, as opposed to Greg's
| | 01:49 | sort of generic message about, hey,
there's an extra slice of pizza if you want it.
| | 01:54 | Let's take a look now at creating a
rule that moves items based on the subject.
| | 01:59 | These are really good rules,
particularly when you can tell people, hey,
| | 02:03 | make sure you include this in the subject.
| | 02:05 | If you want a catalog, would you
put the word "catalog" in the subject.
| | 02:09 | Or in an academic setting, please put
your course code in the subject, because
| | 02:14 | then you can automatically sort by
course code all the messages that come in.
| | 02:19 | We are going to sort our OilFest
messages and throw those over in the
| | 02:22 | OilFest 2010 folder.
| | 02:24 | I am going to select any message that
includes OilFest 2010 in the Subject
| | 02:30 | line, right-click, choose Create Rule,
and say if the Subject contains OilFest -
| | 02:38 | that's all I need to say -
| | 02:41 | then move the item to the folder OilFest 2010.
| | 02:46 | I don't want to be working in Excel or
in Word and have Outlook running in the
| | 02:51 | background and all of a sudden have a
bunch of OilFest messages come in, get moved,
| | 02:55 | and not be attentive to that.
| | 02:56 | So I am also going to display a new
item alert window that's going to pop up
| | 03:01 | when those items move.
| | 03:02 | And I can even play a selected sound,
like that sound, that will let me know
| | 03:06 | something is going on.
| | 03:08 | So now if the Subject contains OilFest, give
me an alert, play a sound, and move the item.
| | 03:14 | The rule is being created.
| | 03:17 | It says this rule is ready, and will only
run when Outlook is running. That's fine.
| | 03:22 | We'll run this rule now on messages
already in the current folder, OK.
| | 03:26 | And quickly, we had items that
were moved to the OilFest folder.
| | 03:31 | These two specific items were
moved out of the Inbox, that quickly.
| | 03:37 | So I can use this Create a New Rule
from a message on the fly to do any number
| | 03:42 | of items based on information in the
subject, based on information about who the
| | 03:50 | message was sent to, based on
who the message was sent from,
| | 03:55 | and easily then alert
myself and move the message.
| | 03:58 | We'll take a look at some of those
advanced options in the next video.
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| Creating a rule from scratch| 00:00 | We've already created a simple rule
using a message that we've already
| | 00:04 | received as an example.
| | 00:06 | But you don't have to wait until you
have an e-mail to create the rule that will
| | 00:09 | be needed to handle that e-mail.
| | 00:12 | Olivia now needs to contact a group
of vendors who might be interested in
| | 00:16 | participating in OilFest 2010.
| | 00:18 | And although she hasn't even sent the
message that's asking for them to e-mail
| | 00:23 | her, she can set up all of the structure
and rules that are needed to be able to
| | 00:28 | handle those incoming messages when they arrive.
| | 00:31 | As part of her e-mail, Olivia says, if
your organization would like to receive an
| | 00:35 | OilFest Vender packet, please send me
an e-mail and include the words OilFest
| | 00:41 | Vendor in the subject line.
| | 00:43 | We are going to go ahead and copy that
information and set up a rule to handle
| | 00:47 | incoming messages and place them in
the OilFest 2010 > 2010 Vendors folder.
| | 00:53 | Let's see how this works.
| | 00:54 | We are going to start by choosing
Tools > Rules and Alerts, and then we are
| | 01:00 | going to say we want to create a new rule.
| | 01:02 | There are series of templates that allow
us to use actions that are commonly used.
| | 01:07 | For example, we can move messages with
specific words in the subject to a folder;
| | 01:13 | this is exactly the rule that we want to create.
| | 01:16 | But we could also have a rule that
moves the messages sent to a distribution
| | 01:20 | list to a folder, that displays
mail in the new alert window when it
| | 01:25 | arrives, that plays a sound.
| | 01:27 | So we simply need to choose one of these that
is the core of what actions we want to take.
| | 01:32 | If none of the Stay Organized or Stay
Up to Date templates for rules work for
| | 01:38 | you, simply choose one of the two blank rules.
| | 01:41 | Either check all messages when they
arrive or check the messages that you
| | 01:44 | send, because you can also create rules that
move items out of sent items and into specific folders.
| | 01:50 | So I am going to choose move messages
with specific words in the subject to a
| | 01:54 | folder, and click Next in the Rules Wizard.
| | 01:57 | It says, "Which conditions do you want to check?"
| | 01:59 | Well, I want specific words in the subject,
and that rule description then is placed here.
| | 02:04 | It has two hyperlinks in it, and I
need to resolve both of those hyperlinks.
| | 02:09 | So first, what specific words am I searching for?
| | 02:11 | Well I am searching for OilFest Vender, which
is what I asked people to put in the subject line.
| | 02:16 | But it might also be that somebody
would put OilFest Vender with a space, so I
| | 02:21 | am going to include that as a possibility.
| | 02:25 | And if I thought they really weren't
paying attention or heard this second hand,
| | 02:29 | I might put both version of Vendor OilFest.
| | 02:33 | Those being my four choices that I
believe they would be likely to type.
| | 02:38 | So there is the four possibilities
of these phrases are in the subject.
| | 02:42 | This is good enough for me.
| | 02:45 | And now I have to resolve the
hyperlink for Specified Folder.
| | 02:48 | So the folder that I want to move this
message to is to OilFest 2010 Vendors.
| | 02:55 | Simply click the hyperlink and go in
and choose the folder and click OK.
| | 03:01 | Now we'll click Next because these are
all of the conditions that we want to check.
| | 03:06 | Next it says, "What do you
want to do with the message?"
| | 03:09 | Move it to the specified folder.
| | 03:11 | I could also say when it arrives, play a sound.
| | 03:14 | After I choose Play a sound, I'll have a
new rule description that I need to resolve.
| | 03:20 | And I am going to choose a sound.
| | 03:23 | This takes me to the Windows Media
folder, and I am simply going to choose the
| | 03:26 | default, which is called Windows Notify.
| | 03:29 | If I want to play it, I'll right-
click and choose Play. There we go.
| | 03:32 | That's what it sounds like, just like that.
| | 03:36 | I am happy with it.
| | 03:37 | And let's go ahead and say that's
the sound that I would like to use.
| | 03:41 | And if a wanted, for example, to set
a category on this message, I could do
| | 03:46 | that, or clear categories that
anybody else had assigned to this message.
| | 03:51 | I have a number of choices that I can make.
| | 03:54 | So let's go ahead and assign it to a category.
| | 03:57 | Select Assign Category. Down in the edit
area, I am going to choose OilFest 2010.
| | 04:05 | So I have a number of
different things going on here.
| | 04:07 | When the message comes in,
I am going to move it.
| | 04:09 | I am going to assign it to the OilFest
category, and I am going to play a sound
| | 04:12 | so I know that it's coming.
| | 04:13 | I can sit there during the day and
listen to those little notifications and know
| | 04:17 | that I have some vendor packets that's somebody
is going to need to send out. Let's click Next.
| | 04:22 | Now I have established the rule.
| | 04:24 | The rule itself is all done.
| | 04:26 | But I might want to have some exceptions.
| | 04:28 | Let me give you some examples of
when you might want an exception.
| | 04:31 | You might, for example, say that all
of the e-mail that you get, generically,
| | 04:36 | from a company like Microsoft or
Adobe all goes to one specific folder.
| | 04:41 | Send all of my Microsoft.com
newsletters to one folder.
| | 04:44 | However, the person, who I actually
know at Microsoft, who might e-mail me, I
| | 04:49 | could make as an exception.
| | 04:50 | If it comes from Curtis,
then make it an exception.
| | 04:54 | Another possibility would be that all
of these vendor requests would come in,
| | 04:59 | and we would be fine with
just sending them to a folder.
| | 05:02 | But if somebody has marked it as
having a high level of importance, maybe it
| | 05:07 | says, you know Vendor Information Incomplete!
| | 05:11 | So we could pick up on
Importance, for example.
| | 05:13 | We could also pick up on sensitivity.
| | 05:15 | Send it to the folder unless
it's marked private or personal.
| | 05:19 | So we have choices to say, here is
the generic rule. Apply it to all of the
| | 05:24 | addresses in this domain or all the
messages that have this particular subject,
| | 05:27 | but then there is an exception.
| | 05:29 | In this case, we have no
exceptions, so I'll click Next.
| | 05:33 | Now whatever the initial condition is
that I've set up is going to appear as the
| | 05:38 | rule name, really way too long.
| | 05:41 | What I'd really like to do is I'd like
to call this "Move OilFest Vendor Request,"
| | 05:46 | because that's what this rule is doing;
| | 05:48 | it's moving the vendor request.
| | 05:51 | And now I can say, go ahead and run this rule
now on all the messages already in the Inbox.
| | 05:56 | I don't need to do this. The odds are
good that if there were a message like
| | 06:00 | that I would already have picked it up
with another rule, or I would have moved
| | 06:04 | it, but it never hurts when you
are creating a rule like this
| | 06:07 | that says, everything like this put in the
folder to make sure that you don't have
| | 06:11 | something that came in ahead of time
that you then later would disregard.
| | 06:14 | So I'm going to choose to run the rule
now on all the messages already in the
| | 06:19 | Inbox, and click Finish.
| | 06:23 | It tells me, "This rule is a client-only rule."
| | 06:25 | That means that it doesn't run on the server;
| | 06:28 | it only runs here - and therefore if I
don't have Outlook on, this rule won't run.
| | 06:33 | Many rules can run on the server.
| | 06:35 | A rule that simply moves the message can
run on the server, but a rule that plays
| | 06:39 | a sound actually needs to wait
for me to be here to hear it.
| | 06:43 | A rule that gives me an alert needs
to run when I am here to see the alert.
| | 06:48 | So as soon as I start doing things
other than simply moving or deleting
| | 06:51 | messages, I am usually
creating client-side rules.
| | 06:55 | If I am out of the office for a week,
these messages will not be moved because
| | 06:59 | this rule only runs when Outlook is running.
| | 07:01 | I am going to say OK, and the rule has
been added to the list as a client-only
| | 07:06 | rule, and I can say OK.
| | 07:07 | Now if I go check the 2010 Vendors
folder, we don't have any requests yet.
| | 07:15 | But as soon as we send the message
that we've already created, we'll start
| | 07:20 | getting back some e-mails, and they
will automatically be moved based on the
| | 07:25 | rule that I created to the 2010 Vendors.
| | 07:29 | By creating a rule indicating the
subject that we'd like folks to use when they
| | 07:33 | send back, we could actually create a
system that automatically routes incoming
| | 07:37 | e-mail, particularly in times of high
volume that are cyclical or event-related.
| | 07:42 | This is a really good use of
rules in Microsoft Outlook 2007.
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| Managing email rules| 00:00 | We'll use the same Rules and Alerts
dialog box that we use to create new rules
| | 00:05 | from scratch to do three
other things with rules:
| | 00:08 | to turn rules on and off, to sequence
the rules that we're using, and to delete
| | 00:13 | rules when we no longer need them.
| | 00:16 | Let's go to Tools > Rules and Alerts
to open the Rules and Alerts dialog box.
| | 00:22 | The E-mail Rules listed first are
applied in the order in which they are shown.
| | 00:28 | So all three of these rules are applied,
one, two, three order, and all of them
| | 00:35 | are turned on right now because
all three check boxes are fired up.
| | 00:39 | We can create a new rule here, but we
can also edit a rule, copy a rule to change
| | 00:44 | it, delete a rule, and use the Move Up
and Move Down buttons to rearrange the
| | 00:49 | rules, and there are reasons that
we'll want to do all three of these things.
| | 00:53 | First, let's take a look at this rule,
the first rule that we created, which
| | 00:56 | actually says if an e-mail comes
in from Greg Hurian, who works in the
| | 01:00 | Accounting department, please move it to the
Accounting Items folder, if it was sent only to me.
| | 01:05 | We added that sent only to me because
Greg sometimes sends out notifications
| | 01:09 | about other things like cold pizza
that we can pick up in the cafeteria.
| | 01:13 | This is a really bad name for this rule.
| | 01:15 | When we have 50 rules, we won't
remember what sent only to me is.
| | 01:19 | So, let's change this rule.
| | 01:21 | Notice that we can edit the Rule Settings.
| | 01:23 | That will open up the dialog for the
Rules Wizard, so we can go through and make
| | 01:27 | changes to the actual settings of the rules.
| | 01:29 | We can rename the rule, which is what
we want to do, and then we can add other
| | 01:36 | actions to the rule.
| | 01:37 | So let's rename the rule that says
sent only to me and say, "from Greg
| | 01:43 | Hurian (HR)," for example.
| | 01:46 | That's a far better name than sent only to me.
| | 01:49 | Notice that we've changed
the name of that rule now.
| | 01:51 | The second thing that we can do is
we can turn a rule off for a while.
| | 01:55 | So, let's say that Greg is working on a
project team with us for a short period
| | 02:00 | of time, and he is now sending us two or
three different kinds of e-mail, and we
| | 02:04 | say, well, I'd like that rule to be able
to be used again after I'm no longer on
| | 02:08 | this short-lived project team with Greg.
| | 02:11 | So rather than delete it, I'm
simply going to turn it off.
| | 02:14 | By removing the check box and clicking OK,
this rule won't be used again, until I
| | 02:19 | go back and turn it back on.
| | 02:22 | Next, I might want to sequence my rules, and
we have a very good example of this right now.
| | 02:28 | The order in which these are sequenced
is first, if we have an OilFest Vendor
| | 02:33 | Request, that says is OilFest Vendor
one of the two ways of presenting that or
| | 02:39 | Vendor OilFest, are any of
those four things in the subject?
| | 02:44 | Notice that the next rule
says is OilFest in the subject?
| | 02:49 | The sequence of these two
rules is absolutely critical.
| | 02:54 | OilFest Vendor Requests moves
items to the 2010 Vendors folder.
| | 02:59 | Simply OilFest moves them
to the Oilfest 2010 folder.
| | 03:04 | So if we re-sequence these Rules, if
we put OilFest first, as soon as Outlook
| | 03:11 | looks in the subject, and it sees
OilFest, it will move it to Oilfest 2010, and
| | 03:16 | then it will stop running Rules,
because the message is basically gone.
| | 03:21 | It will never get to ask, was that
a Vendor Request, because the word
| | 03:25 | OilFest appears in every single one of the
choices that are used to identify vendor requests.
| | 03:31 | So the original order here, which
was more happenstance than planning or
| | 03:36 | management, is absolutely correct, but
if we created these in a different order,
| | 03:41 | Microsoft Outlook would have had them
in a different order here in the Rules
| | 03:45 | and Alerts dialog box.
| | 03:47 | So when we have two rules that
potentially could affect the same messages, we
| | 03:51 | need to come in and make sure that they
are listed top to bottom in the order in
| | 03:55 | which we'd like them applied.
| | 03:57 | A good tip to follow here is that
the more specific rule, not OilFest but
| | 04:01 | OilFest Vendor, goes first, so that
that low-hanging fruit, the more complete
| | 04:07 | OilFest Vendors, are all pulled out,
leaving only those that say OilFest
| | 04:12 | customer, OilFest information, OilFest
catalog will still be sitting there to
| | 04:18 | be picked up by the second rule.
| | 04:20 | We don't really care where Greg's rule is;
| | 04:22 | it doesn't compete with either of the
two rules above it, so it doesn't matter.
| | 04:27 | If, however, we were to create another
rule that said, if it comes from Greg, and
| | 04:32 | it is specifically about HR or
specifically about accounting, then what we'd
| | 04:38 | like to do is we'd like to move it up the list.
| | 04:40 | So sequencing rules is an important
piece of what you'll do to manage your rules
| | 04:45 | here in Outlook 2007.
| | 04:47 | And finally, we might have a rule that
we really don't want to use any longer.
| | 04:52 | We're not going to edit it
because we don't want to modify it.
| | 04:54 | That entire rule is
something that we simply don't need.
| | 04:57 | When we get to that point that we don't
need a rule any longer, rather than turn
| | 05:01 | it off and have it loaded every time
Outlook starts, it's better for us to
| | 05:05 | simply click the Delete
button and delete the rule totally.
| | 05:09 | After we've deleted the rule, we can
simply click OK, or after we've sequenced
| | 05:13 | the rules, we can click OK and close
the Rules and Alerts dialog box and
| | 05:19 | return to Outlook 2007.
| | Collapse this transcript |
| Using the Out of Office Assistant| 00:00 | The last tool that we are looking at
for effective e-mail management is the
| | 00:04 | Out of Office Assistant. You might
wonder, what's the link between the Out
| | 00:08 | of Office Assistant and effective
management, because I am managing e-mail
| | 00:12 | when I am in the office, right?
| | 00:14 | But with Outlook 2007, you can
actually do some e-mail management while
| | 00:19 | you're out of the office.
| | 00:21 | The other thing is the Out of Office
Assistant, used judiciously, is helpful
| | 00:25 | because it ensures that you don't come back
to a list of e-mails that say, where were you,
| | 00:30 | I thought you were going to get back with
me when you were actually out of the office.
| | 00:34 | To turn on the Out of Office Assistant,
we go to Tools on the menu, and if Out of
| | 00:38 | Office Assistant is not listed, then
you either are not on an exchange server,
| | 00:43 | or you're not connected to
your exchange server currently.
| | 00:47 | You must set Out of Office while
you were in the office on your network.
| | 00:52 | If you're already gone,
it's too late to set this up.
| | 00:55 | But you can set it up way in advance,
because when I choose Out of Office
| | 00:59 | Assistant in 2007, I can actually say I
want to send Out of Office replies, and
| | 01:05 | you can set it up to
start next week or next month.
| | 01:08 | So you can be proactive and go in ahead of
time and set up your Out of Office Assistant.
| | 01:14 | So, if I am going to be out of the
office, I can say, Send Out of Office
| | 01:18 | replies, and I can choose the
time period for which I will be gone.
| | 01:22 | So let's say I will be out of office
next week, and even perhaps some people
| | 01:26 | would e-mail me into Saturday or Sunday,
| | 01:29 | so I will get the whole week here.
And I am going to be gone from very, very
| | 01:34 | early on Monday, so I could say 8:00
AM, but if somebody e-mails me from an
| | 01:38 | earlier time zone, I want to catch them, too.
| | 01:40 | So I am going to say 12:01, I am out of
here, and I am coming back on Sunday the
| | 01:45 | 8th, and I will be back very, very late.
| | 01:48 | There is a whole week.
| | 01:49 | So regardless of what time
zone you're in, I am already gone.
| | 01:53 | Now, I have the choice
for two different messages.
| | 01:56 | The first message is for folks inside
my organization, and the second is for
| | 02:01 | folks outside of my organization.
| | 02:03 | This is pretty interesting.
| | 02:05 | Outside my organization is on by default.
| | 02:08 | So when I choose Out of Office auto-
replies, I need to provide a message
| | 02:12 | here, and the message can simply be
that I would like to let you know that I
| | 02:18 | am gone on vacation.
| | 02:19 | "I will be out of the office," and, of course,
it helps if we spell these things correctly.
| | 02:24 | "I will be out of the office from
August 2nd through 8th and will have
| | 02:33 | limited access to e-mail."
| | 02:35 | Now, this is outside of my organization.
| | 02:37 | I would like to tell these folks
who they could get in touch with.
| | 02:42 | "If you are interested in information on
OilFest 2010, please contact," and I can
| | 02:54 | have somebody else's information in
there, or I can say, "please reply and
| | 03:01 | include OilFest in your subject line.
| | 03:08 | Your message will be forwarded to my
associate, who will respond to you."
| | 03:18 | How are we going to do this? Don't worry.
| | 03:19 | It will be pretty cool when we do it.
| | 03:22 | So we are going to go ahead and bold
this and make it easy to pick out that this
| | 03:26 | really is a different color.
| | 03:28 | Include OilFest in your subject line.
| | 03:30 | So this is an example of a way that I
could create a message that says I am
| | 03:34 | out of the office, but your work will
still go on, and we will actually do
| | 03:38 | that by applying a rule.
| | 03:40 | Not surprisingly, you could take a look
and see that we are going to add a rule
| | 03:44 | in the same way that we created a rule
that says, for example, when a message
| | 03:49 | arrives that the subject contains
OilFest then what I'd like you to do is I
| | 03:54 | would like you to forward it to my associate.
| | 03:58 | So that's how we would handle that kind
of a rule that we included as part of
| | 04:02 | the Out of Office Assistant.
| | 04:03 | But I can simply say, "I am going to
be out of the office and will have
| | 04:07 | limited access to e-mail.
| | 04:08 | I will respond to your e-mail when I
return on August 9th, 2010;" one possibility.
| | 04:19 | If I have an auto-signature, then I
don't need to add a signature, but if I do
| | 04:24 | not automatically add a signature to
my replies, then I am going to put my
| | 04:28 | signature here and create this message.
| | 04:37 | Now, when I auto-reply to people
outside of my organization, I can say Anyone
| | 04:42 | outside my organization, that means
anybody basically who has a different domain
| | 04:46 | than I have, or I can say, if somebody
is listed in my contacts outside of my
| | 04:51 | organization, then send to them.
| | 04:54 | Other folks, don't auto-reply.
| | 04:56 | The distinction here is that if I send
to anyone outside of my organization, I
| | 05:00 | am going to reply to spammers.
| | 05:03 | I am going to reply to folks
who are sending me junk mail.
| | 05:07 | There is an assumption that once you've
replied to an e-mail message, that's a
| | 05:11 | junk mail message, that the value of
your e-mail address goes up a little bit
| | 05:16 | because you opened those messages, and
there is an assumption you read it.
| | 05:20 | If I say My Contacts only, then when
someone outside of my organization sends me
| | 05:24 | an e-mail, and they are in my
Contacts folder, I will auto-reply to them.
| | 05:28 | If they are not in my Contacts folder,
they will not receive an auto-reply.
| | 05:32 | The implications here are that if
you keep all of your customers and your
| | 05:36 | vendors, the folks that you have
business contacts with, in your Contacts folder
| | 05:40 | in Outlook, and you have their e-mail
addresses in there, that this is going to
| | 05:43 | work very, very well for you.
| | 05:45 | Spam won't be replied to;
| | 05:46 | your business contacts will be.
| | 05:48 | If, however, you don't diligently keep
your contacts list up to date with good
| | 05:53 | e-mail addresses, you would actually be
better off saying, auto-reply to anyone
| | 05:57 | outside my organization.
| | 05:59 | Now, inside my organization,
this is folks who are on my domain,
| | 06:03 | so you might say, "I am on vacation in San
Diego and will be returning with lots of photos!"
| | 06:16 | And you could even then add something
that says, "While I am out, send e-mails
| | 06:22 | about OilFest to Kyle or Judith and copy me."
| | 06:28 | So this is internal, really casual.
| | 06:31 | This would also be the response that
would be sent if the president of the
| | 06:34 | company sent to you,
| | 06:35 | so it's a question of
how casual you want to be.
| | 06:38 | You probably don't want to say, I am
on vacation in San Diego, taking a look
| | 06:42 | at new potential job opportunities
that would be exciting and riveting a lot
| | 06:46 | more than working here is;
| | 06:47 | you don't want to go there.
| | 06:49 | But you can offer something that gives
people more information because they are inside,
| | 06:54 | they are your coworkers, as
opposed to the folks who are outside.
| | 06:58 | The other possibility is that you could say
I am only going to give one set of messages.
| | 07:03 | And in that case, you turn off Outside My
Organization and everybody gets this message.
| | 07:09 | That's your other choice.
| | 07:10 | So everybody gets the inside message,
in which case you probably want it to
| | 07:15 | look more like this.
| | 07:18 | You don't want to send
the casual message outside.
| | 07:21 | So you could copy this and say, no, I
am actually going to send everybody one
| | 07:26 | message, and you could paste that
message in here, that more formal message that
| | 07:31 | doesn't really say where you're going to be.
| | 07:34 | There are some people actually
who don't put when they are leaving;
| | 07:37 | they just put when it starts, and they say I
will be out of the office until August 9th.
| | 07:43 | Particularly if you're going to be
gone for a long period of time, if you're
| | 07:46 | going to be out of the office for two
weeks, there is some thought that you
| | 07:50 | might not want everyone in the world to
know, particularly those outside of your
| | 07:54 | organization, that if they get this
message on August 2nd, they go, well, I have
| | 07:58 | got a week to go clean out his or
her apartment while they are not here.
| | 08:02 | So there is piece of
personal security here worth noting.
| | 08:05 | You could also set up rules for
messages inside and outside your
| | 08:09 | organization, but you can't set up
different rules from handling mail from
| | 08:13 | inside than those from outside.
| | 08:16 | One set of rules that apply
to the Out of Office Assistant.
| | 08:19 | If I turn off this check box, Out of
Office replies immediately start getting sent.
| | 08:24 | If I set it during a time range
and I say okay, once my Out of Office
| | 08:29 | Assistant is all set up, Microsoft
Outlook in exchange will wait until midnight
| | 08:35 | on the morning of August 2nd and
automatically then the rules that I have put
| | 08:40 | in place here in the Out of Office
Assistant, and the replies that I have set up
| | 08:43 | will start getting sent.
| | 08:45 | Either one set of replies that goes
everywhere or two sets of replies;
| | 08:49 | one for outsiders, one for insiders.
| | 08:53 | When I return to the office then, I
will have perhaps more a understanding set of
| | 08:57 | e-mail messages in my Inbox.
| | 08:59 | If I've set up rules appropriately, I
have been able to forward those more
| | 09:02 | critical messages, whether they were
about vendors at OilFest or messages that
| | 09:06 | came from a client that needed to have
some special requests handled while I was
| | 09:11 | out of the office, and set
that up with me ahead of time.
| | 09:14 | Don't forget to use the Out of Office Assistant.
| | 09:17 | It's very helpful, both for routing
mail in your absence and for ensuring that
| | 09:22 | folks who are e-mailing you while you
are gone are notified about when they
| | 09:26 | would likely hear back
from your upon your return.
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ConclusionGoodbye| 00:00 | Well, that's the end of the course.
| | 00:02 | I hope you have picked up some really
good tips, but even more importantly,
| | 00:06 | some great strategies for how you can more
effectively manage your e-mail in Outlook 2007.
| | 00:12 | And I look forward to seeing you
online in another course at lynda.com.
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