IntroductionWelcome| 00:04 | I'm Gini Courter, and this is
Outlook 2010 Effective Email Management.
| | 00:09 | Using a sample mailbox, I'll
demonstrate time-saving features and techniques.
| | 00:13 | As you watch each video, I invite you
to apply these techniques to streamline
| | 00:17 | work in your own Outlook mailbox.
| | 00:20 | In this course, I'll show you
how to change views in Outlook.
| | 00:23 | We'll begin with the basics, sorting
and adding columns, then move on to adding
| | 00:28 | filters and saving views.
| | 00:30 | I'll demonstrate how to set up your inbox
to make it easy to quickly review messages.
| | 00:34 | We'll create Inbox folders, then add
rules that automatically move messages for
| | 00:39 | easy retrieval and review.
| | 00:42 | I'll demonstrate how to create Quick
Steps, which are like Macros for Outlook.
| | 00:47 | You'll see how to use flags to
organize and manage your work.
| | 00:51 | Along the way, I'll show you how to
customize and use color categories to sort
| | 00:55 | and filter messages and create
folders to search your entire inbox.
| | 00:59 | I'm pleased to share these
time-saving Outlook features with you,
| | 01:03 | so let's get going.
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| Understanding effective email management| 00:00 | When we think about effective e-mail
management in Outlook 2010, there are
| | 00:04 | five aspects of e-mail management
that we should consider, five different
| | 00:08 | sets of tools or types of features
that we can use to become fast and
| | 00:12 | effective at managing our Inbox.
| | 00:15 | The first is to set up Outlook
so it will support e-mail review.
| | 00:19 | For example, we can decide whether we'd
like to use the Reading Pane and where
| | 00:23 | we'd like to position it.
| | 00:24 | We can take a look at quick ways to
mark messages as we review them, and we can
| | 00:29 | use new tools like Ignore and Cleanup.
| | 00:32 | Next, we can make sure that we know how
to create the views that will most let
| | 00:36 | us effectively work through our e-mail.
| | 00:38 | We might want to have the view that allows
us to look at our mail by sender or by date.
| | 00:43 | The new Conversation view in Outlook
2010 is incredibly powerful for review,
| | 00:48 | particularly when you have a
lot of messages in your Inbox.
| | 00:51 | Once we're comfortable with views, we
should move on and create some folders to
| | 00:55 | temporarily store messages that
are project-related or cyclical.
| | 00:59 | Then we can tag messages in three
different ways, not just read and unread, but
| | 01:03 | using flags for future action, or using
categories to help us sort and filter.
| | 01:08 | Then finally, we should take a
look at the automation tools.
| | 01:11 | Two powerful tools in Outlook 2010, the
first, Quick Steps like macros that are
| | 01:17 | used inside of Outlook, and then rules
that can used not just to move messages,
| | 01:21 | but to forward messages, delete messages,
play sounds and do a wide range of other
| | 01:26 | actions for messages that are
coming in or messages that we're sending.
| | 01:30 | When we take a look at this entire set
of skills, then we're looking at all of
| | 01:35 | the features that are needed for
effective e-mail management in Outlook.
| | 01:38 | That's what we'll be doing
in the rest of this course.
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1. Strategies for Reviewing EmailViewing messages by conversation| 00:00 | Here is the situation.
| | 00:01 | Olivia, who owns this Inbox and is
responsible for responding to the e-mail in
| | 00:06 | it, has been on vacation for two weeks.
| | 00:09 | When she returns, she comes back to a
series of conversations that have been
| | 00:12 | happening, and they are
scattered all over the place.
| | 00:15 | There will be an initial conversation
that starts here and then a follow-up
| | 00:19 | message that appears later on.
| | 00:21 | She doesn't have an easy way, in this
view, to actually tell that these two
| | 00:25 | messages go together.
| | 00:26 | Fortunately, Outlook 2010 has a great
new Conversation view that allows Olivia
| | 00:33 | to take a look at the messages that
have come in, and to sort them and group
| | 00:36 | them by conversation.
| | 00:38 | To switch to Conversation view in any
view, you click the View tab on the Ribbon
| | 00:43 | and choose the Show as Conversations check box.
| | 00:46 | A dialog box opens that asks you,
first, are you sure you want to do this?
| | 00:50 | If you don't, you could choose Cancel.
| | 00:52 | But then it says, do you want to use
conversations only here in the Inbox or in
| | 00:57 | all the folders that you have?
| | 00:59 | Once you get used to using Conversations,
you won't want to not use them anywhere.
| | 01:03 | So, I would simply suggest
that you choose All Folders.
| | 01:07 | When I do, Microsoft Outlook rips
through all the folders, not just the Inbox,
| | 01:11 | but every folder here in Outlook,
and arranges items by conversation.
| | 01:16 | You can tell it's a
conversation in a couple of ways:
| | 01:19 | one is that's you'll actually see
a small triangle out to the left of
| | 01:23 | the importance icon.
| | 01:25 | If I click that triangle, it
will expand the conversation.
| | 01:29 | Second, I can tell, by looking at the
number in parentheses behind the first
| | 01:35 | message so, here is a two-message
conversation, a four-message conversation and
| | 01:39 | some other two-message conversations.
| | 01:42 | The nice thing about this is that I
can tell, pretty easily, if there is a
| | 01:45 | conversation that's has had a lot of
activity or just a little bit of activity.
| | 01:49 | If one of these says 25 items in the
conversation, I begin to understand where
| | 01:54 | the energy has been in my
organization since I left.
| | 01:57 | When I expand this conversation that
says it has four e-mails in it, you might
| | 02:01 | notice that there are actually more than four.
| | 02:04 | When I click once, it show me the four
here in my Inbox. When I click again, it
| | 02:10 | shows me additional e-mails, and you'll
notice that these are e-mails that Olivia sent.
| | 02:15 | They are italicized and gray, they are
not in this folder, and in this case they
| | 02:20 | come to us from the Sent Items folder.
| | 02:22 | This would look the same if they'd come
to us from a subfolder of the Inbox.
| | 02:26 | Everything that is not resident in
this folder is grayed and italicized, so
| | 02:31 | that you can keep track.
| | 02:32 | But this part of the feature, the
ability to show the whole conversation, not
| | 02:36 | just the incoming conversation but
also Olivia's responses, is just fantastic,
| | 02:42 | because it means that I don't have to
switch back and forth from the Inbox to
| | 02:45 | Sent Items and back, in order to see the
entire conversation from top to bottom.
| | 02:50 | There are settings in Conversation
view that you can tweak to make it work
| | 02:54 | exactly the way you'd like it to.
| | 02:56 | On the View tab in the Conversations
group, if I choose Conversation Settings,
| | 03:00 | I have four settings.
| | 03:02 | One is Show Messages from Other
Folders, and that's that ability to see the
| | 03:06 | massages that came out of the Sent Items folder.
| | 03:08 | If we turn this off and expand,
you'll notice that there are no Sent Items.
| | 03:13 | They won't appear here at all.
| | 03:15 | I'd encourage you to leave this sign
because this first setting is one of
| | 03:18 | the most exciting settings about
conversations is the ability to pull items
| | 03:21 | from various folders.
| | 03:23 | The second simply note where the sender
is positioned relative to the subject,
| | 03:28 | and it depends on the width
of your Information viewer.
| | 03:31 | So, don't spend a lot of time in trying
to decide if you want the sender above
| | 03:35 | or below, because you'll really
notice a real difference with that choice.
| | 03:39 | This third is to Always Expand Conversations.
| | 03:42 | When this is turned off, all
conversations are automatically collapsed.
| | 03:46 | So we se this view, with fewer
lines and with the triangles.
| | 03:50 | If we always expand the conversations
in Conversations Settings, then when we
| | 03:55 | switch into the Inbox, for
example, all of the conversations would
| | 04:00 | automatically be expanded.
| | 04:02 | Then finally there is a Classic Indented
view that we have from Outlook 2007 and before.
| | 04:08 | In the Classic Indented view, when
expand the conversation you'll notice that
| | 04:11 | items are indented slightly.
| | 04:13 | If you like that, you can turn it on.
| | 04:15 | If not, you can turn it off.
| | 04:17 | But these are the settings, by default,
when you switch to Conversation view,
| | 04:21 | that you see right here.
| | 04:22 | One more benefit of
Conversation view - it's subtle,
| | 04:25 | but if I am in Conversation view, when
I choose, for example, this e-mail and
| | 04:31 | double-click and then reply to it,
| | 04:32 | I will get a message that says, "You
are not responding to the latest message
| | 04:37 | in this conversation.
| | 04:38 | Click here to open it."
| | 04:39 | Now, I get this message anytime I am in
Microsoft Outlook 2010 and I reply to a
| | 04:45 | message when there is a later
message in the conversation.
| | 04:48 | But the nice thing is that I am
less likely to have that happen to me
| | 04:51 | in Conversation view.
| | 04:52 | When I do click to open the latest
message in the conversation, it will be the
| | 04:57 | top message that I see if I go back to my Inbox.
| | 05:00 | So, when I return to the office, or
when Olivia returns to her office,
| | 05:05 | Conversation view makes it very easy
to know what messages are here, how they
| | 05:10 | grouped in conversations, and to
easily choose the most recent message in any
| | 05:15 | conversation to view information
about that conversation as a whole.
| | 05:20 | Conversation view, just another
great new feature in Outlook 2010.
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| Using the Reading Pane| 00:00 | You've returned to your office from a
week or two-week vacation, or even from
| | 00:04 | an afternoon off, and you have a lot
of messages that you need to go through
| | 00:07 | relatively quickly.
| | 00:09 | If you need to double-click and open
each message, read it, and then close it,
| | 00:13 | this takes a fair amount of time.
| | 00:15 | It's quicker and easier to
review mail using the Reading Pane.
| | 00:19 | To turn on the Reading Pane, click
the View tab, and then in the Layout
| | 00:23 | group, choose to display the Reading
Pane either at the right or the bottom
| | 00:28 | of the Information viewer.
| | 00:30 | At the bottom, it looks like this, so
you an Information viewer you can scroll
| | 00:35 | and you have a Reading
Pane that you can also scroll.
| | 00:37 | I prefer my Reading Pane on the
right side of the Information viewer.
| | 00:42 | I can adjust the width by simply
pointing to either edge of the Information pane
| | 00:47 | and creating more or less space.
| | 00:49 | This means I am not going to
have to scroll quite as much here in
| | 00:52 | the Information viewer.
| | 00:54 | When I move to the next message,
or to any message, it's displayed in
| | 00:58 | the Information pane.
| | 00:59 | Now, I can quickly move through messages
in the Information pane using the spacebar.
| | 01:05 | So, if I hit the spacebar once, you'll
notice that it scrolls to the bottom of
| | 01:08 | the first message. Then it
goes to the next message.
| | 01:11 | I am scrolling within a message using
the spacebar, then moving to the next
| | 01:15 | message using the spacebar.
| | 01:17 | That behavior is controlled
by the Reading Pane Options.
| | 01:21 | So, you'll notice that as I move from
one message to the next with the spacebar
| | 01:25 | that the message is marked as having been read.
| | 01:27 | If I have a message open in the
Reading Pane for some period of time, it will
| | 01:31 | also be marked as read,
and that's also an option.
| | 01:34 | Let's go to Reading Pane > Options and set
these two options here in the dialog box.
| | 01:40 | The first says, if I am in the Reading
Pane and I view an item for a particular
| | 01:45 | number of seconds, you should
go ahead and mark it as read.
| | 01:48 | The assumption being, if I've selected
it here and I have the Reading Pane, I am
| | 01:52 | actually reading it here.
| | 01:54 | 5 seconds is a pretty short length of time.
I typically like to set this to 10 because
| | 01:59 | by the time I actually scroll and read
a message, it's usually 10 seconds, and 5
| | 02:03 | seconds might simply be -
| | 02:04 | I am pointing to something and if
selected it, but I am not really paying attention.
| | 02:09 | Next is I can say simply mark the
item as read when the selection changes.
| | 02:14 | With this behavior, once something has
appeared in the Reading Pane, when I move
| | 02:19 | to another item, the item that was
previously displayed is marked as read.
| | 02:23 | So, let's see how that works.
| | 02:25 | I am looking at this pizza. As soon as I
change to something else, the pizza is read.
| | 02:28 | In other words, if it ever
appeared here it's marked as read.
| | 02:32 | Let's return to Reading Pane
Options, on the View tab of the Ribbon.
| | 02:36 | I prefer to have it wait a period of
time, and then finally this single key
| | 02:41 | reading using the spacebar is the
technique that I showed you a moment ago.
| | 02:45 | That's a default technique.
| | 02:47 | With the Reading Pane open, I can
use the spacebar to scroll through the
| | 02:51 | selected item, then move to the next item.
| | 02:53 | If I turn this off, then if I am
pointed at this message and hit the
| | 02:57 | spacebar, nothing happens.
| | 02:59 | In other words, not only does it not
mark it as read, it simply ignores that I
| | 03:02 | am hitting the spacebar.
| | 03:03 | So it's treating it as a
somewhat nervous behavior on my part.
| | 03:08 | If you like using the spacebar to move
your way through your Inbox, then you'll
| | 03:11 | want to make sure that that's turned on.
| | 03:13 | So, with the options that I want in place
and the Reading Pane where I'd like to see it,
| | 03:18 | I can review my messages very, very
quickly, marking them as read at the same
| | 03:23 | time, here in Microsoft Outlook 2010.
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| Marking messages| 00:00 | I know a fair number of users who use
the read or unread status of a message to
| | 00:05 | determine whether or not they
need to take future action on it.
| | 00:08 | For example, I have a friend who will read a
message and say, I need to do more with that.
| | 00:14 | The way she tracks that she needs to do
something more is she simply marks it as
| | 00:18 | unread and closes it again.
| | 00:19 | Most of the users who do this also
delete messages or move them out of the Inbox
| | 00:23 | when they are done with it.
| | 00:24 | I am going to show you some other ways
to mark messages for later follow up.
| | 00:29 | But it's very helpful to be able to
mark messages as read and unread
| | 00:33 | here in Microsoft Outlook 2010.
| | 00:35 | For example, I might click on a message
and start to read it and really not have
| | 00:40 | time to finish reading it, close it,
and want to remember 'I really didn't read
| | 00:45 | this, I just opened it.'
| | 00:46 | I can right-click on any message, or
selected group of messages, and mark
| | 00:50 | this message as unread.
| | 00:52 | Another way that I can mark a message
as read, besides manually, is simply of
| | 00:57 | course by opening it.
| | 00:58 | An opened message that's closed is marked as unread.
| | 01:02 | Additionally, as we saw in the
previous video, if I have a message displayed
| | 01:06 | in the Reading Pane and leave it there for
some period of time that I've determined,
| | 01:11 | and then switch to another message, it will
automatically change and be marked as read.
| | 01:17 | So if I choose "Great meeting you" in
this message and we wait just a few
| | 01:22 | moments, even if I don't switch out of
this message, my setting says after 10
| | 01:26 | seconds, mark it as read.
| | 01:28 | So Outlook is counting, and it says
you've had enough time, according to you,
| | 01:32 | you've now read this message.
| | 01:34 | So three basic methods: open a message,
right-click and select Mark as Read or
| | 01:39 | Mark as Unread, or with the Reading
Pane on, meet the criteria for the settings
| | 01:44 | that you chose in the Reading Pane.
| | 01:47 | One more quick thing before we leave this video:
| | 01:49 | if I want to select a group of
messages, I can select all the messages by
| | 01:54 | selecting any message in the
Information viewer and doing Ctrl+A to select all,
| | 01:58 | just as I might in Word.
| | 02:00 | I can also select a message, hold
Shift and select another to select all
| | 02:04 | of those in between.
| | 02:05 | Or I can select a message, hold Ctrl and
click on non-contiguous messages to select them.
| | 02:12 | So when I am choosing to mark a
group of messages as read or unread, it's
| | 02:17 | helpful to be able to select an entire
group and then say none of these messages
| | 02:21 | have actually been read.
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| Using Ignore and Mailbox Cleanup| 00:00 | One of the ways to affectively manage
your e-mail is to decide when you've been
| | 00:04 | included in a conversation that you
really don't need to know anything about.
| | 00:09 | With Outlook 2010, you
can ignore a conversation.
| | 00:13 | Sometimes, for example, you might be
copied on a conversation that is going just
| | 00:18 | fine without your input.
| | 00:19 | You've asked folks, go ahead and drop me off the
list; I don't need to be cced on this anymore.
| | 00:24 | And yet they persist, wanting to make
sure that they've copied everybody so that
| | 00:28 | no one is left out of the conversation.
| | 00:30 | For example, here is a
conversation with a request for help.
| | 00:34 | It has nothing to do with us.
| | 00:35 | And this conversation then
proceeds to go back and forth.
| | 00:39 | We don't really want to know
anything about this conversation.
| | 00:42 | So what we are going to do is we are
simply going to on the Home tab in the
| | 00:46 | Delete group choose Ignore.
| | 00:48 | When we ignore a conversation, this
conversation, and all future messages about
| | 00:53 | this conversation, are moved
directly to the Deleted Items folder.
| | 00:56 | We'll never see this conversation.
| | 00:59 | Now it might be that we'd rather put
this somewhere else, that we'd rather have a
| | 01:03 | folder that's called Ignored
Conversations, and we can see how to do that later
| | 01:08 | when we learn how to create
folders in our Inbox, in the future.
| | 01:11 | But right now the Deleted Items folder
is just fine for this conversation, and I
| | 01:15 | am simply going to say let's ignore it.
| | 01:18 | Notice that the message
that was selected is gone.
| | 01:21 | It's been placed in the Deleted Items folder.
| | 01:24 | And better yet, we've marked this
conversation so that when the replies fly
| | 01:28 | back and forth to this message,
they'll go to Deleted Items without ever
| | 01:32 | bothering us on the way there.
| | 01:34 | There's a feature that's related,
another feature that actually uses the
| | 01:37 | tracking that's built into Microsoft
Outlook e-mail messages to decide whether
| | 01:42 | you have messages that you
really don't need to see.
| | 01:45 | For example, we've had this
conversation going back and forth about, are
| | 01:49 | the designs complete,
| | 01:50 | and some back and forth
conversations about the catering party.
| | 01:53 | We can clean up these conversations.
| | 01:56 | What Outlook will do is it will go
through, and it will see if there are
| | 01:59 | parallel messages that
essentially have the same content.
| | 02:03 | Now it would be great if I could say,
when I clean up, if the message comes from
| | 02:06 | this particular person, go ahead and
delete it because they don't often provide
| | 02:10 | value to the conversation.
| | 02:11 | But that's not how it works.
| | 02:13 | What Outlook does is it actually goes
into a particular conversation, or a folder,
| | 02:18 | or a folder and its subfolders, and
tries to find messages that are redundant.
| | 02:23 | So let's go ahead and select a set of messages,
| | 02:26 | for example here, this conversation,
and let's tell Outlook, clean up this
| | 02:31 | conversation. It says, "All redundant messages
will be moved to the Deleted Items folder."
| | 02:36 | We'll say clean up.
| | 02:37 | It warns us twice because we are
deleting things, and we'll say OK.
| | 02:39 | This says, actually, every message here has value.
| | 02:43 | Well let's see if we can find some
conversations in this folder that don't have
| | 02:47 | all messages that are non-redundant.
| | 02:50 | Let's select the whole folder
and say clean up the folder.
| | 02:53 | Click again, and items were removed
here and taken to the Deleted Items folder.
| | 02:59 | You'll notice that we had some
conversations that had two messages in them.
| | 03:03 | If we go to the folder, what we'll
find is that this second message, or the
| | 03:07 | redundant message, was placed
here in the Deleted Items folder.
| | 03:11 | Now once again, we might want to
create a folder that's called Ignored and
| | 03:15 | Cleaned up Messages.
| | 03:16 | But right now, we have the ability to
trim down the number of messages that
| | 03:21 | we are going to see.
| | 03:22 | We've already removed four
messages that we don't need to look at.
| | 03:25 | As with the Reading Pane, we have options
that we can set for how cleanup actually works.
| | 03:31 | If we choose Clean Up Conversation, or
if we choose Clean Up Folder or Clean Up
| | 03:36 | Folders & Subfolders,
the settings are right here.
| | 03:40 | In other words, there's not an option
listed on the Clean Up dropdown list.
| | 03:43 | We actually have to get into the
process, because it's going to open the Outlook
| | 03:48 | options, and we'll need to scroll down
halfway down in the Mail Settings, to
| | 03:53 | Conversation Clean Up.
| | 03:54 | First, we are told where the cleaned
up items will go, and we can browse
| | 03:59 | and change this folder.
| | 04:01 | If we wanted to create, for example, a
new folder that was called Cleaned Up
| | 04:05 | Items, we can do that.
| | 04:07 | Don't create it in the Deleted Items
folder because if you do, when you empty
| | 04:10 | Deleted Items, then you'll
also delete the folder you create.
| | 04:15 | But if we click here in the Inbox, or
if we click in the mailbox and say New,
| | 04:22 | we could say, create a folder
called Cleaned Up, for example.
| | 04:27 | Now items will be sent to this new
Cleaned Up folder, rather than to the
| | 04:31 | Deleted Items folder.
| | 04:32 | Second, is it says that I can move
unread messages because, the Don't move
| | 04:38 | unread messages check box is turned off.
| | 04:41 | In other words, it was able to move to
the Deleted Items folder messages that I'd
| | 04:46 | never even looked at.
| | 04:47 | If that makes you uncomfortable,
then tell Outlook, you can't move them
| | 04:51 | unless I've read them.
| | 04:52 | If you've categorized a message, by
default, it won't be moved, but if you are
| | 04:57 | happy to have Outlook move messages
even if you've done something with them,
| | 05:01 | categorized or flagged them - features
that you'll find out about later - then you
| | 05:06 | can say go ahead and move them.
| | 05:08 | Or digitally signed messages.
| | 05:10 | If you want to be able to move
digitally signed messages to the Cleaned Up
| | 05:13 | folder, just say OK.
| | 05:15 | But here are the default settings:
Unread messages will be moved.
| | 05:19 | Messages, however, that you've touched or
that are digitally signed will not be moved.
| | 05:24 | When you are all set changing
those options, go ahead and click OK.
| | 05:27 | It says now all redundant messages in
the current folder will be moved not to
| | 05:31 | Deleted Items, but to the Cleaned Up folder.
| | 05:34 | And I am going to clean
up the folder and say OK.
| | 05:37 | The Ignore feature let's us delete
current and future messages that we
| | 05:41 | actually don't want to see.
| | 05:42 | The Clean Up feature allows us to get
rid of current messages that are redundant.
| | 05:47 | By eliminating redundant messages and
messages that we don't care about, we are
| | 05:51 | left with messages in our Inbox that we
do care about, that we can now focus on.
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2. Changing ViewsArranging mail by date or sender| 00:00 | A view is a group of settings that
determine how information is displayed here
| | 00:05 | in the Information viewer in Outlook 2010.
| | 00:07 | We'll set our views on
the View tab of the Ribbon.
| | 00:10 | There are a number of different
arrangements in place that are already included
| | 00:15 | on the dropdown list of View Settings.
| | 00:18 | So, for example, if we wanted to
see all of the messages by sender, we
| | 00:23 | would simply click From, and all of
the messages are arranged by sender, or
| | 00:28 | From, in alphabetical order.
| | 00:30 | If we wanted to see, for example, all
of the dates again, we'd simply click
| | 00:34 | and find the groupings by Date, Last Week,
Two Weeks ago, Three Weeks ago, and so on.
| | 00:40 | This is called Smart Grouping,
| | 00:42 | this grouping by days or by weeks, by months.
| | 00:45 | We have Today, Yesterday, This Week,
which is earlier this week, Last Week, and
| | 00:50 | then if we're in the middle of the
month, it'll say the Prior Month.
| | 00:54 | So we'll get the last two weeks, and then
it'll start going by months and then even earlier.
| | 00:59 | We get the same kind of grouping when
we choose anything that is not granular.
| | 01:03 | For example, when we choose Size,
instead of having 13KB, 12KB, 11KB, and so on,
| | 01:10 | what Microsoft Outlook does is it lumps them.
| | 01:13 | One group for very large.
| | 01:14 | There is actually a bigger
group, larger than a megabyte,
| | 01:16 | that's called Huge.
| | 01:17 | Large, Medium, Small, and so on.
| | 01:20 | See, you'll find all of these
different arrangements already saved here
| | 01:24 | in Microsoft Outlook.
| | 01:25 | Now, you don't need to
choose an arrangement here;
| | 01:28 | you can actually choose sort orders
or arrangements in two other locations.
| | 01:32 | For example, if I wanted to sort by
who the messages were from, I can click
| | 01:37 | From, and it is the same as if I
went up to Arrangements and choose From.
| | 01:42 | Notice it's even highlighted.
| | 01:44 | If I wanted to sort by Size, I can click
Size, and you'll notice Size is highlighted.
| | 01:49 | So if I'm on the Home tab and quickly
wanted to sort by Subject, rather than go
| | 01:55 | to the View tab and choose Subject or
Conversation, I can simply click Subject
| | 01:59 | right here in the Information
viewer and save myself some extra steps.
| | 02:03 | The nice thing, however, is that I
can create my own view settings and save
| | 02:07 | them here if I wish.
| | 02:08 | So this view grouping of Arrangements
provides me with one solid space to be
| | 02:14 | able to go and choose all of the most logical
groupings that have already been put together.
| | 02:18 | Note that if I choose Date, it shows me
that I'll have a Conversation mode turned on.
| | 02:23 | That's because earlier we turned
on the Conversation's check box.
| | 02:27 | If we turn that off, conversations no
longer appears along with the choice of
| | 02:31 | the date arrangement.
| | 02:32 | However you wish to see your
information, whether by subject, by who it's
| | 02:37 | from, by size, by date received, all
you need to do is choose an arrangement
| | 02:42 | or click to quickly sort and group
your messages in the Information viewer in
| | 02:48 | Outlook 2010.
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| Adding a column to a view| 00:00 | By default, the Information viewer will
provide columns that show you who sent a
| | 00:05 | message, what the subject was, when it
was received, its size, what categories
| | 00:10 | it's in, and whether or not it's flagged.
| | 00:13 | It might be that you want to see
some other information about a message
| | 00:16 | that's not supplied here.
| | 00:17 | If that's the case, simply click on the
View tab and in the Arrangement group,
| | 00:21 | indicate that you'd like
to add a column to the View.
| | 00:25 | This opens the Show Column Dialog box,
which replaces the Field Chooser that we
| | 00:29 | saw in prior versions of Outlook.
| | 00:31 | Between these two columns, we can
actually see all of the columns that are
| | 00:35 | already displayed and all of the
columns that are available to be displayed, in
| | 00:40 | the Information viewer.
| | 00:41 | This is a list of frequently used fields.
| | 00:43 | I can also find every field that's
available in an e-mail message, all mail fields.
| | 00:48 | So, for example, if I wanted to know
who was copied on messages, a field that
| | 00:53 | doesn't appear here, I can choose Cc and add it.
| | 00:57 | Now, I can move this up the list here.
| | 01:00 | That's one possibility.
| | 01:01 | I will also have the choice, of
course, to drag and drop it here in
| | 01:04 | the Information viewer.
| | 01:05 | But let's go ahead and move it up,
right after From, and click OK.
| | 01:10 | Notice that the Cc field has been
added to the Information viewer.
| | 01:14 | I can widen it here.
| | 01:16 | I can grab my field
heading and rearrange it here.
| | 01:19 | If you want to remove a field from a
view, you can either click Add Columns and
| | 01:24 | actually select Cc and remove it and
click OK, or you can take a field and drag
| | 01:30 | it out of the Information viewer
and drop it when the black X appears.
| | 01:35 | As well as adding and removing columns
and rearranging columns in a view, there
| | 01:40 | is one other thing that you might
want to do to tweak the view so that it
| | 01:43 | appears the way you'd like it to look.
| | 01:45 | If we go under Current View on the
View tab to change view, there are
| | 01:49 | actually three settings that determine how
much depth is presented in each of the columns.
| | 01:55 | This is single, and it's the default.
| | 01:57 | If I choose Preview, what I'll see is
I'll actually see the single view here,
| | 02:02 | but with more information about the message.
| | 02:05 | You might wonder why there's no more
information about this message from Kim
| | 02:09 | Romano, and it's really easy to answer that.
| | 02:11 | You only get a preview from
messages that you haven't yet read.
| | 02:15 | So if I point to a message and I open
it and close it, now the preview for
| | 02:20 | that message disappears.
| | 02:22 | The second choice then, working
backwards, is single, which we saw earlier.
| | 02:26 | Notice that when I switched to
Preview, the Reading Pane disappears.
| | 02:30 | When I switch back from Preview,
the Reading Pane once again appears.
| | 02:34 | And then I have a view that's called
Compact, and with Compact, it's just as
| | 02:38 | tight as it can possibly be -
very similar to Single.
| | 02:41 | When I change the width of all of my
columns, with Compact, you'll notice that
| | 02:46 | information simply disappears.
| | 02:48 | When I change the width of my Preview, if
I'm in Single, the information will double up;
| | 02:55 | it will not disappear.
| | 02:57 | So I can add columns to a view to have
more information than I had, and I can
| | 03:02 | change the amount of information
presented in each column in a view to have a
| | 03:06 | greater depth of information.
| | 03:08 | Use both adding or removing columns
and changing your View Settings to get
| | 03:12 | the information that you need to
see in the Information viewer, here in
| | 03:16 | Outlook 2010.
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| Sorting and filtering in a view| 00:00 | In Outlook 2010, when you create a view,
you can not only include the columns
| | 00:05 | you want to include, but you can
determine the sort order, and then you can
| | 00:08 | apply a filter to see a subset of your messages.
| | 00:12 | Sorting, of course, is very easy.
| | 00:14 | If I want to sort by who
messages are from, I click From.
| | 00:17 | If I want to sort in reverse order, I
click From again, and it will be reversed.
| | 00:22 | Subject and reversed.
| | 00:24 | Receive date, the newest on the top.
| | 00:27 | Receive date now in reverse,
with the oldest on the top.
| | 00:30 | So sorting is very, very easy.
Simply click on the field, and the direction
| | 00:34 | arrow will show you whether it's
an ascending or descending sort.
| | 00:37 | Filtering, on the other hand, is
newly redesigned and very powerful.
| | 00:41 | To filter, on the Home Tab, we're
going to go to the Find Group and
| | 00:45 | choose Filter E-mail.
| | 00:47 | On the Filter E-mail dropdown, we have
the ability to apply several filters, and
| | 00:51 | we can apply more that one at a time.
| | 00:53 | For example, if we wanted to look at
only the unread e-mail in the Inbox, with
| | 00:58 | the Inbox displayed in the Information
viewer, I click Filter E-mail > Unread,
| | 01:03 | and now I'll see only the unread e-mail.
| | 01:05 | The sort order I still had in place applies now.
| | 01:08 | So if I click again, I can see Unread
mail, with my newest messages at the top,
| | 01:13 | so that I can focus on those immediately,
rather than get distracted by all these
| | 01:17 | interesting messages that
I've already perused once.
| | 01:19 | I can choose Filter E-mail again and say, just
show me unread messages that have attachments.
| | 01:25 | Click Has Attachments, and there are the
e-mails that meet those two conditions,
| | 01:29 | and I can see them here:
Unread with attachments.
| | 01:32 | I could say, show me unread messages
with attachments that arrived this week,
| | 01:36 | and I'll find that I don't have any,
or that were sent last week, and again,
| | 01:40 | those two messages appear once again.
| | 01:42 | When I want to close the search, I
simply click the Cancel Current Search, X,
| | 01:47 | and I see all of my messages again.
| | 01:49 | To filter again, I'd like to find
those that are categorized in a particular
| | 01:54 | way, or flagged, or are marked as important, so
that I can easily find those important items.
| | 02:00 | I can find and filter on messages that
were sent to me or cced directly to me.
| | 02:05 | That's going to be most of the
messages that I see here, once inside my
| | 02:08 | workplace, but it would leave out any
messages that were sent to a third party,
| | 02:12 | such as a distribution
list or a newsletter list.
| | 02:15 | I can also filter e-mail that
comes from a particular person.
| | 02:19 | If I go to More Filters, I can say
that I want to see e-mail that was from a
| | 02:24 | particular person, for example, from
Hiro. And as I type - I don't even press
| | 02:30 | Enter - Outlook quickly goes through
its index and finds this e-mail that was
| | 02:34 | sent to me by Hiro Ishimoto.
| | 02:36 | Or I can say that I'd like to
look for a particular subject.
| | 02:39 | Now, I can click the X here to close
out that search first and choose Filter
| | 02:44 | again, More Filters, but you'll
notice that it used the same Search Inbox
| | 02:48 | that is available to me.
| | 02:49 | So when I click Search,
effectively, the Filter tools come on.
| | 02:52 | And I'm going to look for all of the
messages that I've received from Greg, and
| | 02:58 | as I type Greg's name, notice
that all of these messages appear.
| | 03:02 | Now, Greg was also copied on some of
these messages and someone else with that
| | 03:06 | same name was copied on others.
| | 03:08 | So a number of messages show up.
| | 03:09 | If I want to keep going, I can
probably narrow this down even more, and if I
| | 03:14 | know that I have a message from Greg
Hurion about pizza and I enter even more
| | 03:19 | information, eventually the filter will
become tight enough that it will return
| | 03:23 | only one or two, a small number of
messages, so I can effectively find the
| | 03:28 | message that I'm looking for right away.
| | 03:30 | So filtering and searching are closely related.
| | 03:33 | The difference between the two is that if
I apply a filer, I can actually save that.
| | 03:38 | I can create a view and save a filter.
| | 03:41 | Whereas a search is just information
that I'm entering, mostly on the fly.
| | 03:45 | When you're looking for a message or a
group of messages, don't waste your time
| | 03:49 | scrolling up and down in your
Inbox in order to find them.
| | 03:52 | Use the powerful Sort, Filter, and
Search tools built into Outlook 2010 to
| | 03:57 | quickly find the messages that you need.
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| Saving the current view| 00:00 | Now that we have learned how to add
columns to Views and Sort and Filter, it
| | 00:04 | makes sense to learn how we can save a
view, so that once we have created the
| | 00:09 | view we want, we can use it in other
folders or save it for reuse later in the
| | 00:13 | folder that we're in.
| | 00:14 | One of the biggest reasons that
Microsoft Office was redesigned to replace the
| | 00:19 | old interface with the Ribbon was
the hope that infrequently used commands
| | 00:23 | could be re-positioned, so that they
would be where the users needed them,
| | 00:27 | when they needed them.
| | 00:28 | And saving views is, for me, one of the
best examples of how that has worked.
| | 00:33 | In previous versions of Outlook, you
have to go to Define View and change a
| | 00:38 | number of settings, but here in Outlook
2010, it's really easy to save a view.
| | 00:43 | If I have created a view that has
exactly the things I want in it, for
| | 00:47 | example, it's sorted by subject or sorted
by person, and I have added perhaps a
| | 00:52 | column, just go ahead and add Cc
column, and move it up the list, so it's
| | 00:58 | right after the subject.
| | 00:59 | I have a View that has never existed until
this moment, and I want to save this View.
| | 01:03 | I want to save this View as From, including Cc.
| | 01:07 | It's very easy to do this.
| | 01:09 | I'm going to, on the View tab, in the
Current View group, go to Change view and
| | 01:13 | choose Save Current View As a New View.
| | 01:16 | A dialog box opens, and I
can name this view then.
| | 01:19 | So, this is From, and, or I
could use the ampersand, From & Cc.
| | 01:25 | My choice is to make this View available
in all of my folders, All Mail and Post
| | 01:30 | Folders, that would include
public folders that I have access to.
| | 01:33 | Or, if I am creating a view for a
public folder, I might want to create either
| | 01:38 | a public view in a public folder or a private
view, visible only to me in a public folder.
| | 01:44 | I am going to say that this is a
universal view for all of the folders that I
| | 01:48 | have access to, and say OK.
| | 01:50 | Now that view has been added to the
gallery of views on the Change View
| | 01:55 | dropdown list, right here.
| | 01:57 | I can switch back to Single View, and
then quickly and easily switch back to
| | 02:01 | From & Cc, right here.
| | 02:03 | Now, remember that I saved this saying
it's valid in All Mail and Post Folders,
| | 02:07 | so if I go to my Sent Items folder, I
can also use the From & Cc view here, that
| | 02:14 | shows all the messages I
sent, who they were from -
| | 02:18 | that part is pretty boring - but also anyone
I copied on those messages when I sent them.
| | 02:23 | Returning to my Inbox then, if I
wish to delete that view that I created
| | 02:27 | already, I can go to Manage Views,
choose the view I created and delete it.
| | 02:33 | When I delete the view and click OK,
the view no longer appears now on my
| | 02:39 | Change View dropdown list.
| | 02:41 | With the new Ribbon interface in Outlook
2010, it's very easy to create and save
| | 02:46 | views for your use in your
folders or public folders.
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| Resetting a view| 00:00 | As you apply different sorts, and
filters, and add columns to a view, and drag
| | 00:05 | columns around, you'll find that some of
your views get a lot less tidy then they
| | 00:09 | were when you first started.
| | 00:10 | Microsoft Outlook 2010 comes with
three built-in views: Compact, Single, and
| | 00:16 | Preview that we saw earlier.
| | 00:18 | If you select one of those views and
you've made a little bit of mess of it,
| | 00:21 | you can reset that view so that it'll look
just as it did the first time you opened Outlook.
| | 00:27 | Simply choose the view, click Reset View.
| | 00:30 | You'll be asked if you want to reset it, and if
you click Yes, the view will be totally reset.
| | 00:35 | This is how it looked out of the box.
| | 00:37 | Let's Change Views now, and
let's slide over to the Preview view.
| | 00:40 | Perhaps we like this
particular view that we've created.
| | 00:44 | It has Categories in it up here at the front.
| | 00:46 | It has From, and Received
before it has the subject.
| | 00:49 | Don't forget that if this is the view
you want to retain, it's really easy.
| | 00:53 | You can simply choose Change View and
Save Current View As a New View to save
| | 00:58 | this version of the view
before you reset the original.
| | 01:02 | So if I wanted to save this, I'd simply
choose save, and I could call it Copy of
| | 01:07 | Preview, but I could also call it,
for example, Category preview.
| | 01:12 | And now, when I switch to Preview,
which looks the same, I can Reset it and say
| | 01:18 | Yes. But I have that other copy here,
my Category preview, which we just saw.
| | 01:24 | However, Category preview and From & Cc,
the views that I created, cannot be reset.
| | 01:30 | Only the three out of
the box views can be reset.
| | 01:34 | Views that I create can't be reset because
Outlook doesn't keep track of them in the same way.
| | 01:40 | So I want to be careful when I'm
changing columns, or sort order, or deleting
| | 01:45 | columns, or adding grouping to views
that I created, views that have this
| | 01:51 | envelope icon rather than these icons.
| | 01:53 | Because if I change this view, all I can
do is try to undo the changes that I did
| | 01:59 | to remove the column that I added or to
rearrange them again in the same order.
| | 02:04 | The only views that can be reset are
the views that come out of the box, the
| | 02:08 | Compact, Single, and Preview views in
the Inbox, for example, in Outlook 2010.
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| Changing view settings| 00:00 | You've already seen how you can
search and filter in a view on the fly, but
| | 00:04 | there is also a use for a filter that persists,
| | 00:08 | a view that will last that you can
switch back and forth to and from.
| | 00:12 | So we need to know how to change
View settings in Outlook 2010 to
| | 00:17 | create filter views.
| | 00:19 | If I go to the Home tab and choose one
of these Filters, for example, Unread
| | 00:24 | messages, this is temporary.
| | 00:26 | It only appears as long as
the Search tools are open.
| | 00:29 | As soon as I close this search,
I'm not filtering anymore.
| | 00:32 | And it's really inconvenient to have the
search tab in front of you all the time.
| | 00:36 | I'd like to create a view that
would let me look for specific items;
| | 00:41 | for example, all the e-mail from people
in my company or all of the e-mail that
| | 00:46 | comes from people in my workgroup,
| | 00:48 | all of the e-mail that comes from a
particular client's e-mail domain.
| | 00:52 | And to create those kinds of filters, I
actually need not to use filter e-mail
| | 00:57 | here, but to go to the View
tab and choose View Settings.
| | 01:01 | The Advanced View Settings for any
view include the columns, which we can add
| | 01:07 | using the Add Columns button, then
rearrange using drag and drop; grouping,
| | 01:11 | which is either automatic, based on settings
that I've created, or I can include grouping;
| | 01:17 | sorting, which I can do by click
in the column headings, and then two
| | 01:20 | other items we want to pay
particular attention to: Filtering and
| | 01:24 | Conditional Formatting.
| | 01:26 | Even though I create a filter on the
fly, that filter does not touch my view.
| | 01:31 | So I'm going to click Filter and
show you how to create a filter.
| | 01:35 | If, for example, I wanted to filter
and only show items that had OilFest or
| | 01:40 | upcoming festival in the subject field,
I would simply type OilFest and choose
| | 01:45 | In subject field only.
| | 01:46 | If, on the other hand, I was willing
to look for any e-mail message that
| | 01:50 | mentioned OilFest anywhere, even "how
our plans coming for OilFest," or "are we
| | 01:54 | having an OilFest again this year,"
then I could say go ahead and look in the
| | 01:58 | subject field or the message body.
| | 02:00 | And finally, I can say, look in
the frequently used text fields.
| | 02:04 | And that includes the To, Cc,
From, Subject, and Body -
| | 02:09 | all of the frequently used fields, so
that I could put a name in, for example,
| | 02:13 | Tom, and if Tom showed up as a recipient,
as someone who is copied on a message,
| | 02:18 | or in the subject or had a signature in
the body, I would find it. So one of the
| | 02:22 | choices is to enter in some text.
| | 02:25 | Another choice is to say it's from a
particular person, who I'd choose from
| | 02:28 | my address book or sent to a particular person,
who I would also choose from my address book.
| | 02:33 | I can also say I only want messages
where they're sent only to me, or they're
| | 02:39 | sent to me and to others, or
messages that I'm only copied on.
| | 02:43 | If any of those will do,
| | 02:44 | simply don't click this check box.
| | 02:46 | These are the initial primary
filter choices, but there are even more.
| | 02:50 | I could look for only items that
were unread, or items that were read.
| | 02:55 | I can look for items that have or do
not have attachments, and you'll notice
| | 02:58 | these are the same sorts of choices
that were available to us when we chose
| | 03:02 | Filter off the Home tab.
| | 03:04 | I can choose items based on importance.
| | 03:06 | In the Home tab I can choose, for
example, High Importance, but here I could
| | 03:10 | choose Low Importance.
| | 03:11 | Only items which have been flagged.
Only items of a particular Size.
| | 03:16 | Then I have even more advanced filters.
| | 03:18 | So this is where I could add a filter
that said, for example, that there was a
| | 03:23 | particular importance, or that it
was sent in a particular timeframe.
| | 03:27 | So I could say sent
yesterday, or sent in the last 7 days.
| | 03:33 | When you choose my advanced criteria
here, after you set them, you click to
| | 03:37 | add them to the list, and this means then
that they're available for use as a filter.
| | 03:41 | So I have a lot of choices that
I can put in place for a filter.
| | 03:45 | I'm going to remove this, and I'm simply
going to filter on OilFest being In the
| | 03:50 | subject field, and say OK.
| | 03:52 | So I'm going to apply this filter, and
you'll notice that this filter returns
| | 03:57 | one item: Arthur Lot's message of last week.
| | 04:00 | I'm going to return to the View
Settings to open the Advanced View
| | 04:03 | Settings dialog box,
| | 04:05 | return to the filter, and I'm going to
Clear All the filters. And when I do, it
| | 04:09 | clears every filter on
every single tab. And say OK.
| | 04:14 | Say OK again, and you'll notice now
there is no filter applied, and all
| | 04:17 | my messages come back.
| | 04:18 | There is another feature that I can
use to help messages stand out. Filtering
| | 04:22 | removes all the messages that
don't meet a particular condition.
| | 04:26 | In that case, the condition being
that OilFest was in the subject.
| | 04:29 | I could choose, instead of hiding the
messages that don't meet a condition, to
| | 04:33 | format the messages that do.
| | 04:34 | In prior versions of Microsoft
Outlook, there was actually an organize with
| | 04:38 | colors feature that allowed me to
easily say, messages from this person should
| | 04:43 | be green, messages from this
person should be blue, and so on.
| | 04:47 | In Outlook 2010, all of those
organized by color features are in conditional
| | 04:53 | formatting here in the Advanced View
Settings dialog box, and we find by clicking
| | 04:58 | in the View Settings button on the View tab.
| | 05:00 | I'm going to choose Conditional
Formatting, and you'll note that a lot of
| | 05:04 | conditional formatting is automatically applied.
| | 05:06 | For example, unread messages are bold.
| | 05:09 | Headers for unread groups of messages are bold.
| | 05:12 | Items that have been submitted but
not sent, in other words they're hanging
| | 05:16 | around in your outbox on
their way, are italicized.
| | 05:19 | Expired e-mail has a line through it.
| | 05:22 | E-mail you flagged, but have not yet completed.
| | 05:24 | Overdue e-mail is red.
| | 05:26 | And messages displayed from other
folders, for example, when you have show as
| | 05:30 | conversations turned on,
will be italicized and gray.
| | 05:34 | Now, you could add additional
conditional formatting options if you wish, simply
| | 05:39 | by click in the Add button.
| | 05:41 | You'll need to type a name for your rule,
so I'm going to simply say that this
| | 05:46 | is OilFest Messages.
| | 05:48 | This is the format; here's the condition.
| | 05:51 | So I'm going to set a condition, and
you'll notice the same Filter dialog box
| | 05:56 | opens that opened when we chose Filter
here in the Advanced Formatting dialog box.
| | 06:01 | I'm going to say that if the word
"OilFest" appears in the subject field - there
| | 06:07 | is my condition - that I want to format
this. And I have a number of different
| | 06:12 | choices, but using a Color is
usually a good way to do it.
| | 06:15 | In green and bold, here
is an example, of my text.
| | 06:19 | So any message that has to do with this
OilFest project that Olivia is in charge
| | 06:24 | of will stand out
because it'll be green and bold.
| | 06:26 | Let's go ahead and say OK, and say OK
again, and say OK a third time. But when I
| | 06:31 | go back, I'll click, and I'll find that
I have one message that has conditional
| | 06:35 | formatting applied to it.
| | 06:37 | Again, this is the same as organize in
color was in Outlook 2007 and earlier versions.
| | 06:42 | If I want to save this view again -
remember that it was last saved before I'd
| | 06:47 | applied this conditional formatting -
| | 06:48 | then what we'll do is we'll go and
we'll save the current view as a new
| | 06:52 | view, actually we'll call this new view
OilFest, and use it All Mail and Post Folders.
| | 06:58 | So if I want to change the settings
that I have for filtering, and have them
| | 07:03 | persist, or use conditional
formatting as an alternative to filtering, I'll
| | 07:07 | find both of those features on the
View tab by clicking View Settings in
| | 07:12 | Current View.
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3. Getting More EfficientCreating inbox folders| 00:00 | At any point in time, your Outlook
Inbox is probably a snapshot of two
| | 00:04 | different types of messages:
| | 00:06 | messages that you've already read and
have dealt with, and messages that are
| | 00:10 | unread, or have been reviewed and need
more time for you to take action on them.
| | 00:15 | One strategy for handling messages in
your Inbox is simply to keep everything
| | 00:19 | there and use the unread status of a
message to make sure that you can focus
| | 00:24 | easily on the messages that you have
not yet dealt with, but most users will
| | 00:28 | create some folders in their Inbox, so
that they can remove messages from the
| | 00:33 | current list of incoming mail, your
Inbox, into a specific folder that's based
| | 00:37 | on a project or on a particular team
you are working with, perhaps a folder
| | 00:42 | that's a response to something specific that you
sent out that you need replies all in one place.
| | 00:48 | I think the simplest system I have seen
of Inbox folders is a friend of mine who
| | 00:52 | has two folders in his Inbox:
| | 00:54 | one is called To Do, and
the other is called To Da.
| | 00:57 | He puts all the items that he needs
to work on in the To Do folder. As he
| | 01:01 | finishes an assignment, he moves the
corresponding message to the To Da folder;
| | 01:05 | simple, and it works for my friend Mike.
| | 01:07 | I like to have a few more folders than
that in my Inbox, however. I like to have
| | 01:11 | folders that relate to particular
projects, and I have actually created a
| | 01:15 | hierarchy of folders in my personal Inbox.
| | 01:18 | To create a folder, it's really easy.
| | 01:20 | You can click on the Inbox and either
click the Folder tab and choose New Folder
| | 01:25 | to open the Create New Folder dialog,
or you can right-click and choose New
| | 01:30 | Folder to open that same dialog box.
It doesn't matter how you get there.
| | 01:34 | There are two things that you need
to make sure you do, after you enter a
| | 01:37 | name for the folder.
| | 01:38 | So I am actually going to enter
OilFest2010, because I want to create a folder
| | 01:43 | simply to track items that
are coming in for OilFest.
| | 01:47 | It's a Mail and Post Item.
| | 01:48 | Now, if you are already in the Inbox,
it's going to choose Mail and Post Item
| | 01:51 | because that's the type of
item that is stored in the Inbox.
| | 01:54 | But if you decided to set up this folder,
and you were in the Calendar, it would
| | 01:58 | be choosing calendar items for you.
| | 01:59 | So make sure it says Mail and Post, and
then tell it where you would like it to
| | 02:03 | be, and I would like this
folder to be inside my Inbox.
| | 02:06 | So I am simply going to choose my Inbox
and click OK. And here is my new Inbox
| | 02:11 | folder, waiting for me to add information to it.
| | 02:14 | Now, I'd like to create a couple of
other Inbox folders to help me remove items
| | 02:19 | from my Inbox and sort them to the folders.
| | 02:21 | So I am going to create another
folder, actually, as part of OilFest2010,
| | 02:26 | I actually have some messages
that are related specifically to
| | 02:29 | administration and accounting.
| | 02:31 | So I am going to right-click and
choose New Folder, and I am going to create
| | 02:36 | an OilFest Admin folder that will hold all of
the administrative items that I have to handle.
| | 02:41 | I want it to go into the OilFest2010 folder,
a subfolder of this subfolder of my Inbox.
| | 02:46 | So I say OK, and you will notice that I
have this folder that is part of OilFest2010.
| | 02:50 | Now, I am going to go back to my Inbox,
and I am going to create another folder.
| | 02:55 | I get a lot of messages from Greg
Hurion that have to do with accounting and
| | 02:59 | that aren't about OilFest.
| | 03:00 | I handle requests for checks and
information about purchase orders.
| | 03:04 | I want all of those accounting items
that I need to turn around rather quickly
| | 03:08 | to Greg, and I am going to pull
those out of my Inbox as well.
| | 03:11 | So I am going to right-click, and I
am going to choose New Folder, and I am
| | 03:15 | going to name the folder Accounting.
| | 03:18 | So I have an Accounting folder, an
OilFest2010 folder, and inside of OilFest2010,
| | 03:24 | I have an OilFest Admin folder.
| | 03:26 | Now, to move items, it's also very easy,
and I can simply use drag and drop.
| | 03:30 | Here is a request from Greg about an
accounting item, a missing check, and I
| | 03:34 | will simply drop that in my
Accounting folder. There it is.
| | 03:37 | If there was a reason that I wanted to
have two copies of this - I am going to
| | 03:41 | drag it back to my Inbox - I actually
could copy this to my Accounting folder.
| | 03:46 | I would do that by taking the message,
dragging it to Accounting, and before I
| | 03:50 | drop it, I am going to hold down the
Ctrl key on my keyboard, and if you note
| | 03:54 | the icon attached to my pointer, it now
has a plus on it, just as I would if I
| | 03:59 | were copying a file on Windows.
| | 04:00 | I hold the Ctrl key down while I
release the mouse button, and now when I go to
| | 04:05 | Accounting, there is a copy of it there.
| | 04:07 | There is also a copy of it here.
| | 04:08 | I don't recommend this most of the time.
| | 04:10 | I am trying to have less e-mail, not
more, but if you need to move a message,
| | 04:14 | this is one way to do it.
| | 04:15 | I also have some information on
OilFest from Judith from the Southern
| | 04:18 | California Event Planners.
| | 04:20 | I am just going to take that message
and drag it and drop it in OilFest Admin,
| | 04:25 | and you will notice when I do,
this is an unread message,
| | 04:28 | so it notes that I have one unread message
in this folder, and the folder is bold.
| | 04:32 | So it's very easy to create folders in
your Inbox and be able to move items to
| | 04:38 | keep your Inbox nice and flat, the
messages that I haven't dealt with and
| | 04:41 | haven't categorized, and then specific
folders that allow me to be able to track
| | 04:46 | the information that I have by
project, by category, or by work team.
| | 04:51 | However you choose to define your
folders, it's really easy to create them
| | 04:55 | in Outlook 2010.
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| Adding a folder to the Favorites list| 00:00 | We have created subfolders in our
Inbox, and when the Inbox is collapsed, it's
| | 00:05 | really easy to lose track of the
fact that we have those subfolders.
| | 00:08 | So we could have messages in them and
totally forget that we have an unread item
| | 00:12 | sitting in the OilFest2010/
OilFest Administration folder.
| | 00:18 | When you create subfolders, they are
so easily ignored that you might want to
| | 00:22 | highlight some of them.
| | 00:23 | This is something that I do frequently.
| | 00:25 | For example, if I am working currently
on OilFest2010, I might want these two
| | 00:30 | folders actually to appear in
my list of Favorite Folders.
| | 00:32 | I am going to see them then
anytime that I am in my Mail Items.
| | 00:36 | It doesn't matter whether they are one
layer deep or two or three or four or
| | 00:39 | five or six or seven layers deep,
because you can have folders that deep.
| | 00:44 | You could have so many layers of
folders that you actually can't find
| | 00:47 | your messages anymore.
| | 00:48 | So that's something that you want to
watch out for, but no matter how deep
| | 00:51 | down a folder is, you can take that folder, and
you can say I want to show it in my Favorites.
| | 00:56 | So I am going to say Show in
Favorites, and you will notice that in my
| | 00:59 | Favorite folders, I now can see this OilFest
Admin folder, even when the Inbox is collapsed.
| | 01:06 | This is a strategy that you can use
not only with folders in your Inbox, but
| | 01:10 | with public folders that you want to
highlight and make sure that you can
| | 01:13 | monitor on an ongoing basis.
| | 01:15 | You can also put the Inbox in
your Favorites list if you wish.
| | 01:19 | Simply Show in Favorites, and if I
wanted to, I could make sure that the
| | 01:23 | OilFest2010 folder was there.
| | 01:25 | Now, even though it has a subfolder,
when I move or drag a folder to
| | 01:29 | Favorites, like here, all I am
dragging is that folder, not the entire
| | 01:33 | hierarchy attached to it.
| | 01:35 | They don't need to be in alphabetical order.
| | 01:37 | I get to decide how these folders are arranged.
| | 01:39 | So I might want to move the ones that are
more important to me to the top of the list.
| | 01:43 | Once you start creating folders, you
will have many of them, and this gives you
| | 01:47 | a chance to choose - these are the
ones that are important right now.
| | 01:50 | Perhaps, later on, my OilFest Admin
folder isn't very important any longer.
| | 01:54 | OilFest is done with, and I have
some other folders I want to highlight.
| | 01:58 | I can simply right-click on this folder
and say Remove from Favorites, which is
| | 02:02 | not the same as saying delete.
| | 02:04 | If I delete, the folder disappears.
| | 02:06 | But if I simply remove it from
Favorites, it still appears here, where I
| | 02:11 | created it to begin with;
| | 02:12 | it's just no longer highlighted in my
Favorites list and easily available in one click.
| | 02:17 | There is one other reason that it's
absolutely great to put folders that you
| | 02:20 | use a lot in the Favorites list, and
that is that even with my tree of folders
| | 02:25 | in my Inbox collapsed, if I want to
move something to the OilFest2010 folder, I
| | 02:31 | can simply point to it,
| | 02:32 | for example my DJ estimate, and I
can drop it here in Favorites just as I
| | 02:37 | could drag and drop it if I had the file
folder visible within the branch in the Inbox.
| | 02:43 | So this is a link to a folder, but it
behaves like the folder itself, so that I
| | 02:48 | can open it, drag and drop items
to and from it very, very easily.
| | 02:52 | As you create more and more folders in
your Inbox and work with Public folders,
| | 02:57 | your Favorites folders help you track
precisely the most important aspects of
| | 03:03 | your work that's reflected in
messages in Microsoft Outlook 2010.
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| Customizing categories| 00:00 | In Outlook 2003, and earlier versions
of Outlook, we had flags that you could
| | 00:06 | check in order to assign your
messages to a broad grouping.
| | 00:10 | So, for example, we'd have a red flag,
a blue flag, a green flag, a Seuss flag.
| | 00:16 | Now you'll notice that the flags
are all shades of the color red.
| | 00:21 | That's because we're not going to
use flags for grouping by color.
| | 00:24 | We're going to use Categories.
| | 00:26 | If we select, for example, this message
and we say we'd like to categorize this,
| | 00:31 | you can right-click and you can
choose from one of six built-in categories.
| | 00:35 | The fact that they are the same colors
that the flags used to be isn't a coincidence;
| | 00:39 | it's a bridge to help you
understand how these work.
| | 00:42 | So I'm going to choose the green category.
| | 00:44 | The first time you choose any of these
categories, you are asked if you want to
| | 00:47 | rename them, and if you say no now,
there is another way to do it, but you won't
| | 00:51 | see this dialog box again.
| | 00:52 | I'm going to say that I want to use this
green category as the color for OilFest 2010.
| | 00:58 | If you're a keyboard user, you can also
assign a Ctrl+Function key combination
| | 01:03 | to assign this category to one or
more items that you've selected.
| | 01:07 | If you don't choose any, then
you'll be using your mouse in order to
| | 01:10 | provide categorization.
| | 01:11 | I'm going to say Yes, and a couple
of things happen at the same time.
| | 01:16 | First, you'll see that green color and
the words "OilFest" assigned here, but I
| | 01:21 | also have a banner at the top of my
message that says OilFest 2010, which means
| | 01:27 | that there is already a little more
utility to this than there was to the old
| | 01:31 | flag, which was simply
available in the Information viewer.
| | 01:35 | If I want to assign some other items to
OilFest 2010, for example all of these
| | 01:39 | items about the design, I can select
them, and I can either right-click or
| | 01:43 | choose what is now called OilFest 2010,
and you'll notice that it moved up the
| | 01:47 | list, because I've customized it. Or I
can choose from the Categorize dropdown
| | 01:52 | and choose OilFest 2010 and
assign that to all these items.
| | 01:56 | Now, I don't have to use these six colors,
and I'm not limited to only six categories.
| | 02:01 | If I choose Categorize > All Categories,
the Color Categories dialog box opens,
| | 02:06 | and it shows me these categories,
but there is also a dropdown list that
| | 02:10 | includes 25 colors, of which these are only six.
| | 02:14 | So I can choose to assign, for example,
various shades of green - there are
| | 02:18 | several: one, two, three,
four actually to OilFest.
| | 02:23 | I can also assign the same color to
more than one category because when I sort
| | 02:29 | by category, it's actually sorting by
the name I give it, not by the color.
| | 02:33 | So if I wanted to create, for example,
another category that was for another
| | 02:37 | year's OilFest, I could create a new
category, and I could also make it green.
| | 02:42 | But if I named this one OilFest 2011,
then when I sorted by category, this
| | 02:50 | would come up as two different
categories, even though the color is the same.
| | 02:54 | There are 25 colors here, but you won't
actually find that they are all useful
| | 02:58 | because unless you see, for example,
the dark peach and the dark yellow next to
| | 03:02 | each other, you won't be
able to tell them apart.
| | 03:05 | So you'll get about a dozen to sixteen
useful colors for categories out of this list.
| | 03:11 | You can continue to create new categories here.
| | 03:14 | If there is a category you don't want
to use, you can simply delete it. Or you
| | 03:18 | can rename categories here in bulk one
after another, particularly if you've
| | 03:23 | used Outlook previously and are used
to using categories. Or you can simply
| | 03:28 | wait, and as you need a category, use
them, and as you use these primary color
| | 03:33 | categories for the first time, you'll
be prompted to provide names for them.
| | 03:37 | After I've assigned things to
categories, I can now use categories.
| | 03:40 | For example, I can click and sort by category.
| | 03:45 | What I'll find is that I have my
uncategorized items, and here are my items that
| | 03:49 | are all in the OilFest category.
| | 03:52 | I can also switch to a view that uses
categories here, so both of those methods
| | 04:00 | work to be able to sort my items by category.
| | 04:03 | The categories that you use here
aren't used only here in the Inbox.
| | 04:08 | They are the same categories that I'll use in
my Calendar and in my Contacts and in my Tasks.
| | 04:13 | So as you think about setting up
Categories, think bigger than the Inbox.
| | 04:17 | You might, for example, not care to
have a category in your Inbox for vacation,
| | 04:21 | but you definitely will want
to have one in your Calendar.
| | 04:24 | With Outlook 2010, it's really easy to
set up these categories across all the
| | 04:29 | folders in Outlook, and use them to be
able to sort, group, and filter my items
| | 04:34 | in my Inbox.
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| Understanding flags and the To Do list| 00:00 | If you used Office 2003, or an earlier
version of Office, you might be used
| | 00:05 | to flags in Outlook that are
basically color flags that allow you to
| | 00:09 | categorize something.
| | 00:10 | As we saw in the last video, that's
not the use of flags in Outlook 2010.
| | 00:15 | In Outlook 2010, flags are used not for
filtering and sorting based on a group;
| | 00:20 | flags are used to pin a time to the
Calendar to say that you are going to do
| | 00:25 | something on a particular day
or in a particular range of days.
| | 00:29 | So if I simply click and attach a flag to
something, three things happen all at the same time.
| | 00:35 | One is that if we open this item, you
will see that it's flagged for follow-up
| | 00:39 | here in the banner at the top.
| | 00:41 | The second thing is this
item is added to my To Do List.
| | 00:44 | We can see the To Do List down here at
the bottom of the To Do bar, and here is
| | 00:49 | the missing check, the
flagged message from Greg.
| | 00:52 | If I go to my Tasks list, I'll also
see that that missing check item is
| | 00:56 | here, waiting for action.
| | 00:59 | Let's return back to mail and take a
look at how we actually flag this item.
| | 01:03 | I clicked once to flag it,
but that applies a default flag.
| | 01:07 | If I right-click, I'll see a whole list
of the different time flags that I can
| | 01:11 | attach to an item here my Inbox or
to a contact. These are also the same
| | 01:16 | timeframes that I can assign to a task.
| | 01:19 | First, I could say I'm going to do
something today, and I can click Today, or I
| | 01:23 | can right-click, and I can say I'm
going to do it Tomorrow, This Week, in other
| | 01:28 | words pin the date to this
Friday, Next Week, the next Friday.
| | 01:33 | I want to do something about this, but
I have no idea when, which is simply a
| | 01:37 | way to being denial about the task
you are never going to actually do, or
| | 01:41 | Custom, which opens a dialog box and
lets me attach a start date and a due date
| | 01:45 | and a reminder to this item, if I want
to be very explicit about a particular
| | 01:51 | day on which it needs to be begun or completed.
| | 01:54 | The flag that appears when I click once
is called the Quick Click Flag, and if I
| | 01:59 | right-click, I get to set that.
| | 02:01 | By default, it's today.
| | 02:03 | However, I can decide that
tomorrow would make more sense.
| | 02:07 | In my office, when I receive an
e-mail, the odds are pretty good
| | 02:10 | I'm not going to finish it today.
| | 02:12 | I'm going to respond to that e-mail, if
it takes any time at all, and it's worth
| | 02:16 | flagging, tomorrow or sometime later this week.
| | 02:19 | So I could choose Tomorrow or
This Week as my Quick Click.
| | 02:23 | It's the flag that I'd apply most often.
| | 02:25 | I'm going to go ahead and choose
Tomorrow and say OK, so that when I click once,
| | 02:29 | I'm saying that's for tomorrow.
| | 02:31 | I can always right-click and
choose any other timeframe that I wish.
| | 02:34 | Remember that each of these items are
being added down here to my To Do List and
| | 02:39 | also on the Tasks list to my To Do List.
We need to look at one other attribute
| | 02:44 | that's very different in Outlook
2007 and 2010, and in prior versions.
| | 02:49 | Before I could use flags in this way
to automatically say this is actually a
| | 02:54 | task, there was no real relationship
between e-mail and the items on my Task
| | 02:59 | list, but now they're actually the same.
| | 03:02 | If I've flagged an item, I have
actually added it here to the To Do List.
| | 03:06 | If you look at the icon, you'll
notice that we have different items here.
| | 03:09 | We have, for example, this item
that was created here as a task.
| | 03:13 | It has the familiar task item, but
there items are e-mail items, all of them.
| | 03:18 | So if, for example, I finish this
task, I should mark it as complete.
| | 03:23 | If I click again, it will be
marked as complete, or I could have
| | 03:26 | right-clicked and chosen Mark Complete, and the
item is still on my list, but it's crossed off.
| | 03:33 | Some people, when they complete a task,
what they do is they hit Delete, and if
| | 03:37 | I do that, I'm doing something very
different, because this task doesn't
| | 03:41 | actually live here.
| | 03:42 | It's an e-mail that's flagged.
| | 03:44 | So I see a message box that says, if you
delete this missing check task, you're
| | 03:49 | also deleting the missing check e-mail message.
| | 03:51 | Do you want to continue?
| | 03:53 | I've been working in versions of
Outlook that behave this way with flags now
| | 03:57 | for four years, and I've never told
it not to show me this message again,
| | 04:01 | because I never want to accidentally
delete an e-mail when I believe that I am
| | 04:06 | simply deleting the task.
| | 04:07 | So I'm going to cancel this.
| | 04:08 | I'm going to say, no, I
actually don't want to do that.
| | 04:10 | I have done what I need to do.
| | 04:11 | I've checked this off.
| | 04:12 | There is one more place that we
can actually see this task list.
| | 04:15 | If I go to my Calendar and the view
that I'm working in is the Day, Work Week
| | 04:20 | or Week view, I'll see my tasks reflected in
the Task Pane at the bottom of my Calendar.
| | 04:26 | Now the ads are pretty good that when
you first opened Outlook, you wanted more
| | 04:29 | room for you calendar, more room for
hours, so you might have gone in and
| | 04:32 | dragged this down to get rid of it.
| | 04:34 | But I would encourage you to
actually open this view back up and show it,
| | 04:38 | because it's a very, very useful feature.
| | 04:41 | I can look at any particular day and
see not just my appointments, but also see
| | 04:45 | the tasks that I have assigned to that day.
| | 04:48 | Not only that - if I mark a task as
Done, for example, let's say that the
| | 04:51 | designs are complete, and I've opened
that e-mail, and I've marked it as Done.
| | 04:56 | That would be one choice of how to do that.
| | 04:59 | Let's just get rid of that Message Box.
| | 05:01 | So I've gone in, and I've looked at
this task, and I've marked it as complete.
| | 05:05 | Notice that it no longer appears
on a Thursday where it was originally;
| | 05:09 | it now appears on Wednesday, which is
the day that I actually completed it.
| | 05:13 | So I can retrospectively look back and see
all the tasks that I completed on every workday.
| | 05:20 | This gives me a calendar that
actually reflects all of my work, both
| | 05:23 | appointments and meetings, and any tasks that
I completed during the day, all in one spot.
| | 05:28 | If you're not used to using flags in
Outlook 2010, I would encourage you
| | 05:32 | to begin using flags.
| | 05:34 | By using them, it helps you become
more efficient, because you can look at
| | 05:38 | all of the work that lays ahead of
you and all of your work retrospectively
| | 05:42 | to be able to make best decisions on
how you can be effective in your work
| | 05:46 | using Outlook 2010.
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| Using search folders| 00:00 | Outlook 2010 comes with three
specialized folders that allow you to find items,
| | 00:06 | no matter which Inbox
folder they are located in.
| | 00:09 | They are called Search Folders, and
what a Search Folder does is it creates an
| | 00:13 | index for the items you want to look for.
| | 00:16 | So when I open a Search Folder, I see
items not just from Inbox, but from Sent
| | 00:21 | Items, from my Outbox, from my Drafts
folder, and from any folders that I have
| | 00:26 | created within the Inbox.
| | 00:27 | To look at your Search Folders, you
can simply choose Mail and then at the
| | 00:32 | bottom of the list, under your
Mailbox, you'll see Search Folders.
| | 00:36 | There are default search folders for
Follow Up for Large Mail and for Unread Mail.
| | 00:40 | When you first open the Search Folder,
you'll find that they are sitting there
| | 00:44 | inactive, and italicized, and grayed out.
| | 00:46 | But if I wanted, for example, to see
all of the unread mail, no matter what
| | 00:50 | folder it was in, I can click on the
Unread Mail search folder, and it will now
| | 00:55 | turn on and go search and find all
the unread mail and return a view in the
| | 01:00 | Information viewer that
shows me unread mail by folder.
| | 01:03 | So, for example, I have unread mail in my Inbox,
| | 01:06 | I have unread mail in a folder for my RSS feeds,
| | 01:10 | I have unread mail in my OilFest Admin
folder, and there are some Sync Issues
| | 01:16 | that are in another folder that's hidden.
| | 01:19 | So I can see all of my Unread Mail,
look at it and work with it as I go along.
| | 01:23 | Now as with the other Unread Mail
folder, if I read some mail, it can't
| | 01:28 | disappear out of this view.
| | 01:29 | This view is not a dynamic view in that way.
| | 01:31 | I can refresh it by hitting F5, and
it will hide anything that I have read
| | 01:35 | since I have been here.
| | 01:36 | Another search folder is called Large
Mail, and what the Large Mail folder does
| | 01:40 | is it finds all the messages that are
more than 100 kilobytes, and then because
| | 01:44 | it's based on size, the smart
grouping here is large, very large.
| | 01:48 | There is larger categories for huge and
enormous, and this is view that's very
| | 01:53 | easily used if I want to be
able to clean out my Inbox.
| | 01:57 | For example, if my IT department sends
me one of those automatic messages that
| | 02:01 | says, your Inbox is too big, you
need to get rid of some things,
| | 02:05 | the easiest way for me to figure out
what I need to get rid of is not to search
| | 02:09 | folder by folder on my own and sort
them by size, but simply to go to the Large
| | 02:13 | Mail search folder and say, show
me the biggest mail in my mailbox.
| | 02:17 | That way I can decide, what of
this mail that I need to keep.
| | 02:21 | Finally, there is a search
folder that's set up for follow up;
| | 02:24 | in other words for items in your Inbox, or
your other mailbox folders, that you flagged.
| | 02:30 | So when I click For Follow Up, I will see
that I have some flagged items in various places;
| | 02:35 | in my Inbox, in my Accounting
folder and in my OilFest folder.
| | 02:40 | So I can take a look and say, oh!
| | 02:42 | There is all of my work together in one place.
| | 02:45 | Now note you could have a
similar view in your Tasks list,
| | 02:48 | expect your Task list would also
include items that you flagged that were
| | 02:52 | contacts, as well as tasks that
you created in your Tasks folder.
| | 02:58 | Here, what I am seeing is only e-mail
that I flagged, not other types of items
| | 03:03 | that were flagged somewhere else.
| | 03:05 | The power of Search Folders is that
they cross all of the folders in your
| | 03:08 | mailbox, so they pull together items
from your Sent Items, to your Inbox, to each
| | 03:15 | of the folders that you've created
underneath your Inbox, all in one location.
| | 03:19 | These are the three built-in search folders.
| | 03:20 | In the next video, we will see how
you can create your own search folders
| | 03:24 | to look across all of your Inbox
folders for items that you want to address
| | 03:28 | in Outlook.
| | Collapse this transcript |
| Creating a search folder| 00:00 | We've already looked at the built-
in search folders in Outlook 2010.
| | 00:04 | You can create your own customized search
folders, and it's relatively easy to do.
| | 00:08 | Let's take a look at two different examples.
| | 00:10 | First, I would like to create a search
folder that finds all of the mail I would
| | 00:14 | think of as active mail, mail I need to address.
| | 00:17 | So that would include everything I
haven't read, but also anything I've
| | 00:20 | flagged for future action.
| | 00:22 | So, let's create this
active e-mail search folder.
| | 00:25 | There are a couple of ways to do it.
You can start by clicking on Search Folders
| | 00:28 | and choosing New Search Folder, or you
can go to Folder > New Search Folder -
| | 00:33 | notice, not new regular
folder but New Search Folder.
| | 00:36 | The New Search Folder dialog opens,
and it gives you some templates that
| | 00:40 | you might want to use.
| | 00:41 | For example, I might want to have a
search folder with large mail or old mail,
| | 00:46 | mail before a certain date, mail that
has attachments or categorized mail.
| | 00:51 | Now, some of these already exist, of course.
| | 00:53 | They are built-in, like
categorized mail, or unread mail.
| | 00:55 | But I actually want mail that was
either unread or flagged for follow up.
| | 01:00 | That's exactly my definition of active e-mail.
| | 01:03 | So, I am going to say OK, and
that folder is presented to me.
| | 01:07 | Notice items that are flagged are here
whether they are unread or not, and then
| | 01:12 | all of the unread items.
| | 01:14 | This new folder has been added
to my list of Search Folders.
| | 01:18 | Now, I can keep this name, or I
can right-click and rename it.
| | 01:22 | I actually want to, because I want
to name this folder Active Email.
| | 01:26 | The list of search folders that is
alphabetized, which is a good reason to start
| | 01:30 | it with the letter A. It's important to
me, and it will fall to the top of the
| | 01:33 | list every time I want to go take a look and
say okay, what is it that I need to work on?
| | 01:37 | I have only four items for follow up.
| | 01:40 | I have these unread e-mails, but this
let's me see everything that I want to
| | 01:44 | take action on today or tomorrow.
| | 01:46 | I want to show you a different
strategy for creating a search folder that I
| | 01:50 | think of as preemptive e-mail management.
| | 01:52 | We have a letter that we are going
to send out, we have a draft of it all
| | 01:56 | prepared, and we are going to send this to
vendors asking if they would like information.
| | 02:00 | Now, you can imagine that when I send
this letter out to a bunch of vendors,
| | 02:04 | they are going to send me back an e-mail.
| | 02:06 | I'll have to manage all of
those requests to send them vendor
| | 02:08 | information packets.
| | 02:10 | I'm simply including a
sentence in this e-mail that says,
| | 02:13 | "Include the word OilFest
Vendor in the subject line."
| | 02:16 | By doing this, by preemptively
telling them this is how I would like you to
| | 02:20 | address this e-mail,
| | 02:21 | this is the subject I want you to state,
| | 02:23 | I can now create search folder that
will actually go take a look for any place
| | 02:28 | that it says OilFest Vendor in
the subject line of an e-mail.
| | 02:31 | This is one way I can think of, working
with a search folder, that will go take a
| | 02:36 | look and see, did that get put in the
OilFest folder, is that in the Inbox;
| | 02:41 | no matter where it is, I can gather
together all of the OilFest Vendor e-mails
| | 02:47 | using the Search Folder.
| | 02:49 | So, let's see how this works.
| | 02:50 | Let's go back to creating a new search folder.
| | 02:53 | On the Folder tab > New Search Folder,
and I can choose mail that is sent
| | 02:59 | directly to me or from particular people in a list,
| | 03:02 | but in this case I'm going to
create a custom search folder.
| | 03:04 | To specify criteria, I click Choose.
| | 03:08 | The name for this is going
to be Vendor Info Requests.
| | 03:12 | Then I click the Criteria button
to open the Search Folder Criteria.
| | 03:16 | You are going to see this Criteria
dialog box not just here for search
| | 03:21 | folders, but also for rules.
| | 03:22 | So, I need to get accustomed to saying I
am looking for particular information.
| | 03:27 | I told people I wanted to see
OilFest Vendor in the subject line.
| | 03:32 | Now, if they managed to follow my
instructions this is going to work really well.
| | 03:36 | So, I'm going to say OK,
OilFest Vendor Request, OK.
| | 03:40 | Click OK to create the new search folder.
| | 03:42 | It is added to my list, and as e-mails
come in that are addressed to me but that
| | 03:47 | include the words "OilFest Vendor"
that I asked for in the subject line,
| | 03:52 | they will automatically be found by the
search folder, no matter where I place them.
| | 03:56 | If I leave them in the Inbox, it will find them;
if I put them in OilFest 2010, it will find them.
| | 04:02 | This will pull together all of the
e-mails that have those words in the subject
| | 04:06 | that I've requested.
| | 04:07 | The New Search Folder dialog
actually helps you create a number of
| | 04:10 | different search folders.
| | 04:12 | So, anytime you find yourself going
through your folders to look for something
| | 04:16 | in particular, all the e-mail that
came from members of your team, all of the
| | 04:20 | e-mail that's active, all
of the e-mail that's unread,
| | 04:23 | It's time, instead, go to the Folder tab
create a New Search Folder to do that
| | 04:29 | work for you automatically in Outlook.
| | Collapse this transcript |
|
|
4. Using Rules and Quick Steps to Process MailUsing built-in Quick Steps| 00:01 | Quick Steps are a great
new feature in Outlook 2010.
| | 00:04 | Quick Steps combine a series of steps
that you would like to have taken with one
| | 00:09 | or more selected e-mail messages.
| | 00:11 | The easiest way to think of them is
Quick Steps are like macros that you write
| | 00:15 | to inside Microsoft Outlook.
| | 00:17 | There are four built-in Quick Steps.
| | 00:19 | Three of them require some
further definition on your part.
| | 00:22 | So the first time you use them,
you want to be ready to fill in the
| | 00:26 | information that's required.
| | 00:27 | For example, you can easily take a message
and send it to your manager in one click.
| | 00:33 | There is a rule called To Manager, but
you need to know who your manager is and
| | 00:37 | know their e-mail
address to be able to use this.
| | 00:40 | So, for example, if we wanted to pass
along this e-mail from Lisa Callahan and
| | 00:45 | send it directly to our manager, we
click the To Manager Quick Step and because
| | 00:50 | we're using it for the first time, it
will prompt us to enter some information.
| | 00:55 | Now my manager is Judith.
| | 00:57 | So I want to go find the information
from Judith, and say that's who I want
| | 01:04 | to address this to.
| | 01:05 | If you report to or support more than
one person, To Manager might be simplistic.
| | 01:11 | If I reported to Judith but also,
for example, to Ken, I might want to
| | 01:16 | rename this To Judith rather than To
Manager and then create a special Quick
| | 01:22 | Step for Ken that
would be different than this.
| | 01:24 | But I only have one person who I report to,
so I am going to leave this for To Manager.
| | 01:30 | It is addressed to Judith.
| | 01:31 | Her name is underlined.
| | 01:32 | I know that all works, and this simply forwards
this to her, and I am going to save this rule.
| | 01:37 | So now when I click on this e-mail and
send it to my manager, it automatically
| | 01:43 | opens up an e-mail addressed to Judith
so I can type in some other information
| | 01:47 | and say, "Thought you'd like to see
this" and send it, that quickly,
| | 01:54 | that easily!
| | 01:55 | So, from now on, To Manager is
going to work just fine for me.
| | 01:59 | The second Quick Step is called Team
Email, and the assumption here is that you
| | 02:03 | work on one team with one work group.
| | 02:06 | Again, fairly simplistic. If you have
different project teams you work on, say
| | 02:10 | you work on Projects Alpha and Bravo, you
might want to have team Alpha and team Bravo.
| | 02:16 | But let's assume one team, just
so you can see how this works.
| | 02:20 | If you need to create more Quick
Step, we'll do that in a next video.
| | 02:23 | So we are going to choose Team E-mail, and
it says that we want to create a new message,
| | 02:29 | send it to our team, so we can choose people
from the address book, or we can type them in.
| | 02:33 | We are actually going to choose the
people on our team, and here that includes
| | 02:38 | Kim Romano and Kirk Hansel, who
is our designer, and Petal Jones.
| | 02:44 | Those are the three people on our team.
| | 02:46 | Now if there were people who weren't
in my address book, I could actually type
| | 02:49 | their e-mails in here, if I
wished, and find them that way.
| | 02:52 | But I have all my folks. This is my
team, and I am going to save this.
| | 02:58 | So now when I need to send an e-mail
to my whole team I click Team E-mail.
| | 03:03 | There is my pre addressed e-mail, ready
for me to put in my subject, and then I
| | 03:07 | could write whatever I wanted to and click Send.
| | 03:13 | The third built-in set of Quick Steps is
called Done, and you have to define what
| | 03:18 | it means to be done with something.
| | 03:20 | When you click Done for the first time,
then you are asked what actions you want
| | 03:24 | to take, and notice that
there are three here, okay?
| | 03:27 | The first is that if this item is
flagged or not, it will be marked as complete.
| | 03:32 | The second is that it will be
moved to a particular folder.
| | 03:35 | You can choose what folder
you'd like to move it to.
| | 03:38 | I've actually created that folder
my uses, called Ta-Da, for every thing
| | 03:41 | that's been finished.
| | 03:42 | So I am going to move it to the Ta-Da
folder. And if it is unread, I am going
| | 03:46 | to mark it as read.
| | 03:47 | So this is a way to say, I am going
through my Inbox, I read this, I am done
| | 03:51 | with it, and very quickly iterate
through all of these e-mail messages and get
| | 03:55 | them taken care of.
| | 03:56 | So I am going to save this.
| | 03:58 | So I actually have taken care
of this missing check to Greg.
| | 04:01 | I am just going to mark it as Done.
| | 04:03 | Okay and notice that the e-mail from
Greg is moved, and we are actually going to
| | 04:07 | find it marked as complete in the Ta-Da folder.
| | 04:11 | How quick and easy that is!
| | 04:12 | I've already taken look at this
message from Greg about the pizza.
| | 04:16 | Now I don't want to mark this as Done,
because I didn't do any thing with it.
| | 04:19 | I am just going to delete it.
| | 04:20 | That makes my like easy.
| | 04:22 | I have taken care of this
e-mail form Hiro about the Bonsai tree.
| | 04:25 | So I am going to mark that as done.
| | 04:27 | Again, three things are being done, like the macro.
| | 04:30 | If there has a flag on it or not, it
is marked as complete. It doesn't matter.
| | 04:34 | It's moved to the other
folder, and it is marked as read.
| | 04:36 | All three of those things are done
really quickly with this Done Quick Step.
| | 04:40 | Finally, I have Reply and Delete, and
we are actually going to use that for
| | 04:46 | this vacation request.
| | 04:48 | Because by vacation request has been
approved, I am not feeling a big need
| | 04:52 | to track that forever.
| | 04:53 | So I am going to choose the Reply and
Delete Quick Step, and this one does
| | 04:57 | exactly what it says it does, so there
is no information for me to fill in.
| | 05:00 | It opens a Reply, and I can say, "Thanks, Judith!
| | 05:05 | I'll be thinking of you in
sunny Winnipeg, Manitoba!"
| | 05:13 | Now its Reply and Delete.
| | 05:14 | When I click Send, my original message
is gone, and it is not sent to Ta-Da.
| | 05:20 | It was sent to Deleted Items folder.
| | 05:24 | So four built-in Quick Steps,
all of them work very easily.
| | 05:29 | You customize them once, and you can
use them then to quickly move through
| | 05:32 | e-mail, and either reply to it and delete,
forward it to a manager or mark it as done.
| | 05:39 | The fourth Team Email actually allows
me to quickly communicate with my entire
| | 05:43 | team without having to pull up
a distribution list to do that.
| | 05:46 | I think you'll like the new
Quick Steps in Outlook 2010.
| | Collapse this transcript |
| Creating and using custom Quick Steps| 00:00 | After you've used the built-in Quick
Steps in Outlook 2010, you'll probably want
| | 00:05 | to create a few Quick Steps of
your own that don't already exist.
| | 00:10 | For example, if you've used team
e-mail and you like it, you'll probably want
| | 00:13 | to add another type of team e-mail that would
let you work with a second team, or a project team.
| | 00:18 | It's really easy to create
new Quick Steps in Outlook 2010.
| | 00:23 | Before we create some Quick Steps, I
want to point out what you shouldn't
| | 00:26 | turn into Quick Steps.
| | 00:28 | For example, you don't want to create
Quick Steps that simply move an e-mail
| | 00:32 | from one location to another,
because there are easier ways to do that.
| | 00:36 | You can move very easily using the Move
dropdown, or if you want to move e-mail
| | 00:41 | automatically, you'll find out how to
do that by using rules in later videos.
| | 00:46 | However, if you want to do two things to
one message, or if you want to maintain
| | 00:51 | a group of folks outside of a
distribution list that you can e-mail to, Quick
| | 00:54 | Steps are a great way to do that.
| | 00:57 | We're going to create two
specific sets of Quick Steps.
| | 01:01 | The first is simply similar to
sending it to your manager and also similar
| | 01:06 | to reply and delete.
| | 01:08 | It's a third option called forward and delete.
| | 01:10 | Olivia receives a lot of e-mails into
her mailbox that are simply sent on to
| | 01:15 | someone else, newsletters in particular.
| | 01:18 | She doesn't need to keep them; she just
needs to send them to the right person
| | 01:22 | and then get them out of her Inbox.
| | 01:24 | So we're going to create this
forward and delete Quick Step.
| | 01:28 | Let's choose Create New, and it says,
"Add actions that will be performed when
| | 01:33 | this quick step is clicked on."
| | 01:35 | So let's name this Forward & Delete.
| | 01:38 | We could also put newsletters, but that
might be confusing to someone else, or
| | 01:43 | to us, if we're not being attentive,
and we're going to choose some Actions.
| | 01:46 | So the first thing that we're
going to do is we're actually going to
| | 01:50 | forward this e-mail.
| | 01:52 | Now, if we always want to forward it
to the same person, we can actually put
| | 01:56 | their name in here, and it will be
preaddressed, but we're going to have to
| | 01:59 | choose different people, so we can't do that.
| | 02:02 | Then we're going to add a second
action, and the action that we're going to
| | 02:06 | choose is one of two:
| | 02:08 | we could delete the message, and
then there's another choice that says,
| | 02:11 | permanently delete the message.
| | 02:13 | If we delete the message, it will
be moved to the Deleted items folder.
| | 02:17 | If we permanently delete the message,
it bypasses the Deleted items folder and
| | 02:21 | is just plain deleted.
| | 02:23 | I'm going to choose delete message,
because then it will behave in a way that
| | 02:27 | we're used to having items
behave when we delete them.
| | 02:30 | We can also add a shortcut key, if we wish.
| | 02:33 | Notice that all of the
combinations are Ctrl+Shift.
| | 02:35 | So if we like using shortcut keys, you
can choose a combination of keys that
| | 02:40 | you'll need to remember.
| | 02:41 | And you can also add some text to it, so
I could add the text that says, "Opens a
| | 02:46 | message form to forward,
then deletes item," for example.
| | 02:52 | So I have a name, I have the actions
that I want to take, and the order in
| | 02:55 | which I want to take them, and I'm
going to click Finish, and you'll notice
| | 02:58 | that Forward & Delete has been added to
my list in the Quick Step group, on the
| | 03:03 | Home Tab of the Ribbon.
| | 03:05 | Notice also that the text that I typed as
the description appears when I point to this.
| | 03:10 | So if I choose a message, for
example this message from Kyle, and I
| | 03:15 | choose Forward & Delete,
| | 03:17 | it opens a form, so I can send this to
someone specific, for example to Judith.
| | 03:23 | I can enter some text, like I thought
you might like to see this, and then when
| | 03:27 | I click Send, the message will be sent,
and the original message that I had
| | 03:32 | selected is automatically deleted.
| | 03:34 | So again, a very easy way to
create a new set of Quick Steps.
| | 03:39 | Let's create another.
| | 03:40 | When we receive these requests for
vendor information that we set up in a prior
| | 03:46 | video, we'll need to reply to them,
attach a file, and then move that request
| | 03:52 | that we've fulfilled.
| | 03:53 | So I've set up a folder for Vendor
Information Requests. I've also set up a
| | 03:58 | folder for Vendor Information Sent.
| | 04:00 | So the idea would be that I have a
vendor information request, I select it, and
| | 04:05 | then I click on a Quick Step that would
allow me to reply to that message, and
| | 04:10 | when I was done replying and had sent
the information pack that was requested,
| | 04:15 | the Quick Step would automatically
move that message to Vendor Info Sent.
| | 04:19 | So I don't have to remember to do it.
| | 04:22 | So let's go ahead and create a
quick step that manages those items.
| | 04:26 | Let's choose Create New, and it says My
Quick Step, as it did last time, and I'm
| | 04:30 | going to say, Vendor Info Sent, or
Send Vendor Info I like even better.
| | 04:38 | And the first thing that's going to
happen is that we actually want to reply to
| | 04:41 | the message that's coming in from the Vendor.
| | 04:44 | So we're going to reply.
| | 04:49 | What if the message came from one
person and they had copied someone else
| | 04:52 | in their organization?
| | 04:54 | I think they would want me to reply all.
| | 04:56 | So we're going to Reply All.
| | 04:58 | Once we've executed that Reply All,
then the next thing we want to do is we
| | 05:03 | want to have that message moved to a
particular folder, because I will have
| | 05:08 | sent the Vendor Info.
| | 05:10 | So I'm going to open the message to Reply.
| | 05:13 | When the Reply is done, when I click
Send, the message that I've selected
| | 05:18 | originally will automatically be
moved to the Vendor Info Sent folder.
| | 05:23 | I can enter some information here that
says, "Open reply message, after reply
| | 05:32 | move original message to
Vendor Info Sent folder."
| | 05:38 | Now, remember that this appears in a
message that will have some wrapping in it,
| | 05:41 | so it doesn't matter that I
want to be a little verbose;
| | 05:44 | I'd like to be able to actually explain this.
| | 05:47 | So I have my new Quick Step, and I'm
going to go back, and I actually need
| | 05:52 | to select a message.
| | 05:53 | I'm going to choose Bagel Day to test this,
because I don't really care about Bagel Day;
| | 05:58 | its already passed last
week while I was on vacation.
| | 06:01 | So I'm going to choose Send Vendor Info.
| | 06:03 | When I point to it, notice it says,
open reply message, after reply.
| | 06:07 | This is the text that I provided.
| | 06:09 | I'm going to click Send Vendor Info.
| | 06:11 | Notice that it does a reply, and I
could enter text that says, "The information
| | 06:16 | you requested is attached."
| | 06:20 | I could attach whatever information I
wanted to, apply whatever signature I wish.
| | 06:25 | But when I send this message, my
original message has been moved, and it has
| | 06:30 | been moved to the Vendor Info Sent
folder, so that I can track all of the
| | 06:34 | information that I sent automatically.
| | 06:37 | You can create Quick Steps to
perform any one of a number of actions.
| | 06:42 | After you start using them, spend a
moment and take a look at all of the
| | 06:45 | different kinds of actions you can take,
from creating appointments, to moving
| | 06:50 | messages in an entire conversation, to
flagging items, adding categories, and so on.
| | 06:55 | I think you'll be pleased with these
new Quick Steps and the power that they
| | 06:59 | afford you, in Outlook 2010, to
organize your e-mail and work efficiently.
| | Collapse this transcript |
| Creating a rule from a message| 00:00 | Outlook rules are a lot like Quick
Steps, but they run in the background.
| | 00:05 | With Quick Steps, you choose when
to initiate the series of actions.
| | 00:09 | With rules, they run automatically,
whether you click on anything or not.
| | 00:14 | We are going to take a look at how we
can create a rule from an existing message,
| | 00:18 | and in the next video we will see
how we can create rules from scratch.
| | 00:22 | Let's start with a message from LinkedIn.
| | 00:25 | Now we get all these LinkedIn that come,
and the more connected we are, the more
| | 00:29 | of them we will get.
| | 00:30 | These represent links that we have
to folks that we do business with.
| | 00:34 | So we want to have them in our Inbox.
| | 00:36 | But we don't necessarily want to handle them
first as soon as we come back from vacation.
| | 00:41 | There is a good reason to keep
them all together in one place.
| | 00:45 | So what we are going to do is we are
going to create a folder called LinkedIn in
| | 00:48 | our Inbox and then create a rule that
says if I get an e-mail that comes from
| | 00:52 | LinkedIn, I'd like you to automatically
move it to that folder so I can do all of
| | 00:57 | my networking work at one time;
| | 00:59 | maybe during my lunch break or late in the week.
| | 01:02 | Let's start then by creating that folder.
| | 01:04 | I will click the Inbox. We will go to
Folder > New Folder, and we will create a
| | 01:08 | folder called Linked In, in our Inbox
a Mail and Post Items folder click OK.
| | 01:14 | So there is our new folder that we
will use to store LinkedIn items in.
| | 01:18 | I return to my Inbox, and I am going to
find any of the messages that come from
| | 01:23 | LinkedIn, and here is one of them right here.
| | 01:25 | Now I have two ways that I can approach this;
| | 01:27 | I can go Home, and I can choose Rules,
and you will notice that the very first
| | 01:31 | choice is Always Move Messages From: LinkedIn.
| | 01:34 | Or I can right-click the message and
choose Rules, and you will notice I see
| | 01:38 | exactly the same menu.
| | 01:40 | So I am going to say always
move messages from LinkedIn.
| | 01:43 | I am now prompted with the Rules And
Alerts dialog box that asks me okay, what
| | 01:48 | folder would you like to put it in?
| | 01:49 | You will note that I could have
created the folder right now because I have a
| | 01:53 | new folder button, but I
felt comfortable creating it.
| | 01:56 | First, I am going to choose my Linked In
folder and say OK, and that creates the rule.
| | 02:02 | Now you might notice that the
message from LinkedIn I was sitting on a
| | 02:06 | moment ago is gone.
| | 02:07 | If I go to the Linked In folder, those
items have already been moved, and every
| | 02:12 | incoming e-mail that has LinkedIn as
the sender will automatically be moved to
| | 02:17 | my LinkedIn folder.
| | 02:19 | If I worry at all that I won't see
messages when I want to see them, I could
| | 02:23 | choose to put the LinkedIn folder up
in my Favorites list, and that way I
| | 02:27 | wouldn't have 80 or 90 messages from
LinkedIn appearing, and all of a sudden
| | 02:32 | realize, I haven't checked that folder recently.
| | 02:35 | I can also choose to have messages
that were sent by a particular person, as
| | 02:40 | well as this kind of a
newsletter approach for LinkedIn.
| | 02:44 | So I can choose any message and say, I
would like that to always go to one place.
| | 02:48 | For example, I know that any message
coming in from Arthur Lot is absolutely
| | 02:53 | about Oilfest, and it is
an administrative message.
| | 02:56 | Arthur is a vendor that is actually
providing tables and tents and that kind
| | 03:01 | of things, so any message that comes from
Arthur, I know exactly where it needs to go.
| | 03:05 | So I can either right-click on the
message and choose Rules > Always
| | 03:09 | Move Messages From: Arthur, or I can choose Rules
up here on the Home tab > Always Move Messages and
| | 03:15 | again, I will be prompted where should
they go? And I will say actually, they are
| | 03:19 | going in Oilfest Admin. Click OK.
| | 03:23 | The rule is created, and the messages
from Arthur are moved to Oilfest Admin,
| | 03:27 | right where I asked to have them placed.
| | 03:30 | Every new incoming message from
Arthur will go to this folder, absolutely.
| | 03:34 | I will see them because I already have
this folder listed up here in my favorites.
| | 03:38 | Those messages from Arthur are going
to jump out because the folder will turn
| | 03:42 | bold, and the number of messages will increase.
| | 03:45 | So if you simply want to move a message
that comes from a sender to a particular
| | 03:49 | folder, whether or not it already exists,
creating a rule from that message is
| | 03:55 | the fast and easy way to do
that in Microsoft Outlook.
| | Collapse this transcript |
| Creating a rule from scratch| 00:01 | If you simply want to create a rule
that moves a message, then the easiest way
| | 00:05 | to do it is to select a message and
choose Rules and either choose to move a
| | 00:09 | message from a particular
person or to a particular person.
| | 00:13 | However, if you want to do anything
else automatically, then you need to
| | 00:18 | actually create a rule.
| | 00:20 | You can choose any message you wish or
no message at all, and under Rules, choose
| | 00:24 | Create Rule or right-click
and choose Rules > Create Rule.
| | 00:29 | I'd like to create two different
kinds of rules that will run in the
| | 00:33 | background automatically in order to handle my
incoming items for OilFest and OilFest Vendors.
| | 00:40 | You may recall that we created a message
earlier to send to vendors, and we asked
| | 00:44 | them to include the words "OilFest
Vendor" in the subject line of any requests
| | 00:48 | that they sent us for information.
| | 00:50 | What we'd like to do now is rather
than use a search folder to find those, we
| | 00:54 | want to automatically move all of the
incoming e-mails with OilFest Vendor in
| | 00:59 | the subject line and move those to a
folder called Vendor Info Requests.
| | 01:05 | We already have a Quick Step that we
can use to move those items to the Vendor
| | 01:10 | Info Sent folder after we send the info.
| | 01:12 | So this completes our system to
be able to manage these vendor
| | 01:15 | requests proactively.
| | 01:18 | With any message selected, it doesn't
really matter which one, because I don't
| | 01:21 | have one that I want to use yet,
| | 01:24 | I'm going to choose Rules > Create Rule.
| | 01:27 | I'm going to click directly on the
Advanced Options and say, when the message
| | 01:32 | comes in and here's the subject,
| | 01:34 | I'm looking for in the subject,
| | 01:36 | so I'm going to say when it comes
with some information in the subject,
| | 01:40 | click the hyperlink.
| | 01:42 | It will always have some
information from the message I've selected.
| | 01:45 | If I had one that said OilFest Vendors, I
would be in Heaven right now, but I don't.
| | 01:49 | I have to create my own.
| | 01:51 | So I asked folks to put
Oilfest Vendor in their subject.
| | 01:56 | That's one possibility.
| | 01:58 | Another possibility is that they would
simply type it this way, that somebody would say, hey!
| | 02:03 | How do I address that request? And I say Oh!
| | 02:04 | Don't forget to put OilFest Vendor in
the subject, and having heard this, they
| | 02:07 | think it was three words, or
they might spell vendor wrong.
| | 02:12 | I don't want to deal with all the
possible typos that a person could put in here,
| | 02:16 | but there are plenty of people
who don't know how to spell vendor.
| | 02:19 | So there are my choices.
| | 02:21 | If any of these appear in the subject,
then I'm going to assume this is a vendor
| | 02:24 | request and route it to
the Vendor Request folder.
| | 02:27 | So I'm going to say OK.
| | 02:27 | There is my conditions.
| | 02:30 | Now I'm going to click Next and
move it to the specified folder.
| | 02:34 | By specified folder, I mean the
folder that's called Vendor Info Request.
| | 02:39 | So I've selected it here in the Rules and
Alerts dialog box, and I'm going to click OK.
| | 02:43 | Next, I'm allowed to list any exceptions.
| | 02:46 | There really are no
exceptions to this rule for me.
| | 02:49 | That's what I'd actually like to
have happen each and every time. Hmm
| | 02:53 | I want to go back a step though,
because I just realized I'd like to have
| | 02:56 | something else happen.
| | 02:58 | I'm moving these automatically, but I'd like
to get on them pretty quick when they arrive.
| | 03:02 | So just go back a step.
| | 03:04 | Let's go ahead and say also would
you play a sound when these come in?
| | 03:07 | I'm going to click a sound,
and I get to choose a sound.
| | 03:10 | There are lots of them listed here.
| | 03:12 | I have got this Windows Notify sound.
| | 03:15 | We can right-click and play it.
| | 03:17 | That's what it sounds like.
| | 03:18 | It's not really intrusive, but it will
let us know that something's happened.
| | 03:21 | So I'm going to go ahead and choose that
Windows Notify sound and go ahead and click Open.
| | 03:27 | Now I could also show an alert.
| | 03:29 | If you take a look, there are a whole
lot of actions that I can provide, but I'm
| | 03:33 | going to just play a sound, so if I'm
sitting in Excel, for example, I'll hear
| | 03:37 | that sound and go, ah!
| | 03:38 | Something just happened. Click Next.
| | 03:40 | As I noted earlier, I have no
exceptions that I want to make to this rule.
| | 03:45 | So finally, I simply need to give it a name.
| | 03:47 | It will have the name of all of those
choices I typed, which is an awful name,
| | 03:51 | so I'm just going to name this Move
Vendor Info Requests. That's my rule.
| | 03:58 | In case I already have some items that
would be vendor info requests that would
| | 04:03 | meet these criteria that I applied, I'm
going to go ahead and run the rule now
| | 04:06 | on messages in the Inbox and click Finish.
| | 04:10 | It says that this rule is client-only
and will only run when Microsoft Outlook
| | 04:14 | is running, and the reason for
that is I am having it play a sound.
| | 04:17 | If I don't have Outlook running, there is
nothing to ask Windows to play that notify sound.
| | 04:21 | That's fine with me.
| | 04:23 | I'm going to say OK.
| | 04:24 | My rules now have been created, and if I
have any messages in my Inbox that have
| | 04:29 | OilFest Vendor in any of those four
ways I told Outlook to look for it,
| | 04:33 | they would have been moved to
the Vendor Info Requests folder.
| | 04:36 | I don't have any because I
haven't sent that e-mail out yet.
| | 04:40 | Now I've dealt with the info request.
| | 04:42 | I've previously dealt with moving
some of the items that are coming in
| | 04:46 | about administration.
| | 04:47 | Now what I want to do is I want to move
anything that says OilFest at all in its
| | 04:53 | subject or OilFest 2010 in the body,
over to my OilFest 2010 folder.
| | 05:00 | So, I'm not looking for messages to
or from a particular person. I need to
| | 05:05 | create a verbose rule.
| | 05:07 | So I can choose any
message I want to start with.
| | 05:09 | I'm going to ignore most of the input,
and I'm going to go to Create Rule and
| | 05:13 | open the Create Rule dialog box.
| | 05:15 | Now the choices are, is it from a
particular person, what does the subject
| | 05:20 | contain, who was it sent to, and then
I can display an alert, play a sound or
| | 05:25 | move it to a folder.
| | 05:27 | If I knew that all of the messages I
wanted to move had the same information in
| | 05:31 | the subject, and it was spelled correctly,
of course I could use this, but we're
| | 05:34 | back to Advanced Options again.
| | 05:36 | I'm going to say that the subject does
not contain catering party, but actually
| | 05:43 | contains simply Oil Fest
or oilfest, all as one word.
| | 05:51 | I can also look for
information in the subject or the body.
| | 05:54 | So this looks for OilFest in the subject.
| | 05:57 | If I prefer, I can say I'm actually
looking for it in the body or the subject.
| | 06:02 | Now the problem with doing this is that
when my friends write to me and say, hey!
| | 06:05 | How is Oil Fest going?
| | 06:07 | It will move those as well. That's a problem.
| | 06:09 | I need to decide if I'm willing
actually to look in the body or not, but if I
| | 06:14 | am, I can simply add those here.
| | 06:17 | When a message comes in, Outlook will turn it over
and say, is it in the subject? Is it in the body?
| | 06:22 | So if it's in the subject or the body,
then what I want to do is I want to move
| | 06:26 | it to a specified folder.
| | 06:28 | In this case, I'm going to move
it to the OilFest 2010 folder.
| | 06:33 | I could also, if I wish, at the
same time, assign it to a category.
| | 06:37 | I have an OilFest category.
| | 06:39 | I'm going to go ahead and grab it as well.
| | 06:41 | So I'm categorizing this
message and moving it to a folder.
| | 06:45 | If I wish, I could also play a sound.
| | 06:47 | We know some of the other options
that we can do while we're here.
| | 06:51 | Let's go ahead and click Next.
| | 06:53 | Here's where we would note any exceptions.
| | 06:55 | It could be that I would want to make
an exception that if it comes from a
| | 06:58 | member of my workgroup, my team, that
I noted earlier, that I wouldn't want
| | 07:03 | those to move, but we'll just
leave this as it is for now.
| | 07:06 | I'm going to name this rule OilFest 2010.
| | 07:10 | I'll run this rule on any messages now
in the Inbox, just so it's consistent.
| | 07:16 | Because I'm playing a sound or doing
something local, it says, please note, you
| | 07:21 | have to have Outlook running
for this rule to take effect.
| | 07:23 | So I've now quickly created two
different kinds of rules using the Rules
| | 07:28 | Generator here in Microsoft Outlook 2010.
| | 07:31 | Don't be afraid to create rules that
will allow you to automate how your
| | 07:35 | e-mail is processed.
| | Collapse this transcript |
| Managing email rules| 00:00 | Managing e-mail rules in Outlook
means editing rules that already exist,
| | 00:05 | deleting rules, and most importantly,
sequencing the rules that you've created.
| | 00:10 | To manage our rules, we'll choose
Rules on the Home tab of the Ribbon and
| | 00:14 | choose Manage Rules & Alerts.
| | 00:17 | This opens the Rules and Alerts dialog box.
| | 00:20 | Here, you see the four rules that
we've created previously in this title:
| | 00:24 | OilFest 2010 and Move Vendor Info
Requests, which we've created in the last video,
| | 00:29 | and the rules that move messages from
Arthur Lot and messages from LinkedIn,
| | 00:33 | which we created earlier.
| | 00:35 | These rules will be applied,
as you note, in the order shown.
| | 00:39 | So, OilFest 2010, when a message comes
in, Outlook will grab and say does it meet
| | 00:44 | the criteria listed in OilFest 2010?
| | 00:47 | If so, it will take action.
| | 00:49 | If not, then it moves down the list,
and it says, well, does this meet the
| | 00:53 | criteria listed in the rule
called Move Vendor Info Requests?
| | 00:57 | If so, I have some work to do, and it
not, it goes on to see if it's from Arthur
| | 01:01 | Lot or from LinkedIn.
| | 01:03 | If none of those apply, then no rule is
applied to this message, and it goes to
| | 01:07 | the Inbox, where it would go normally.
| | 01:09 | We have a little problem here, and the
problem is between these first two rules,
| | 01:14 | the ones we've created in the previous video,
| | 01:16 | The first rule here says,
| | 01:18 | take a look at the subject
or the body of the message.
| | 01:20 | If you see OilFest or Oil Fest in the
subject or the body, then immediately
| | 01:26 | scoop it up and move it over to the
OilFest2010 folder, right here, put a
| | 01:31 | category on it, and we are done.
| | 01:33 | The problem is that our second rule
also includes the words "OilFest" but
| | 01:37 | includes the word "Vendor" as well.
| | 01:38 | So, this second rule actually won't be
seen because the message is going to come
| | 01:43 | into the Inbox. The first
rule is going to say oh!
| | 01:45 | It's got OilFest, and there is nothing that
says wait, wait, wait, but it says Vendor 2.
| | 01:50 | All of the OilFest Vendor e-mails will
also be sent to the OilFest2010 folder.
| | 01:54 | So, what we need to do is we need to
instruct Outlook to look for Vendor Request
| | 01:59 | before it looks for the more generic
OilFest 2010 messages. That's easy to do;
| | 02:03 | all we have to do is move this up by
choosing Move Vendor Info Requests and
| | 02:09 | clicking the Move Up button.
| | 02:10 | Now, when a message comes in, the first thing
Outlook will do is say is this a vendor request?
| | 02:15 | If so, it will move it to this folder.
| | 02:18 | If not, it will find out if it has
anything to do with OilFest, and it will move
| | 02:22 | it to the OilFest 2010 folder.
| | 02:24 | Then it will process the following two rules
about messages from Arthur Lot and from LinkedIn.
| | 02:30 | After OilFest is over, we might not want
to use this Arthur Lot rule any longer.
| | 02:36 | Either we are not receiving any e-mail
from Arthur, in which case it's a waste of
| | 02:39 | time for every single message to
be examined to see if it's from him.
| | 02:43 | If we think that we will work with him
again in the future we can simply leave
| | 02:46 | this rule and place and turn it off.
| | 02:48 | Now, Outlook knows that it
doesn't need to run this rule.
| | 02:51 | If we want to delete the rule, we
simply select it and click Delete.
| | 02:55 | We'll be prompted to
delete the rule and we say Yes.
| | 02:59 | As long as we click Ok or Apply before we
leave, that rule actually will be deleted.
| | 03:04 | If you just close the dialog box, it will
pop back up the next time you run Outlook.
| | 03:08 | It won't go away.
| | 03:09 | If I want to edit or change a rule,
I can simply select the rule. For
| | 03:13 | example, let's say we start
receiving a lot of Vendor Info Requests that
| | 03:18 | simply say Vendor Request.
| | 03:19 | They don't say OilFest Vendor Request.
| | 03:21 | We just are getting them.
| | 03:23 | Maybe some information was put out that's
incorrect, and we want to change this rule.
| | 03:27 | We have choices. We can edit the
Rule Settings, or Rename the Rule.
| | 03:30 | We can add to the rule to play a
sound if we weren't previously.
| | 03:34 | But we can edit the rule, and it will open
the Rules Wizard again so that we could
| | 03:38 | actually go in and add say,
that's another one that we are getting.
| | 03:42 | We are getting this vendor request, and
we can add that and modify our rule in
| | 03:47 | that way. Click Finish,
and the rule will be changed.
| | 03:51 | So, we have a lot of flexibility here,
in terms of how we changes our rules to
| | 03:56 | edit them, how we delete our rules.
| | 03:58 | We can copy a rule ands then changes it
to create a new rule, or we can create a
| | 04:02 | new rule from scratch right here
in the Rules and Alerts dialog box.
| | 04:06 | As you work with rules,
they'll start to pile up here.
| | 04:09 | Remember occasionally to go back in
to manage, and rules that aren't being
| | 04:13 | used any more because the messages that
you created them for are no longer being
| | 04:16 | received should always be turned off
or deleted, so that you can keep your
| | 04:21 | Outlook Inbox and your Rule and
Alert Manager crisp and clean.
| | Collapse this transcript |
| Using automatic replies (formerly Out of Office Assistant)| 00:00 | In this course, we have looked at a
number of different tools you can use to
| | 00:03 | effectively manage your e-mail in Outlook 2010.
| | 00:07 | But one way to manage your e-mail is
actually to manage the e-mail that you are
| | 00:11 | receiving before it's even sent.
| | 00:14 | By letting folks know when you will be
out of the office, you can prevent that
| | 00:18 | group of angry e-mail messages that
says, "Why haven't you gotten back to me?"
| | 00:22 | So let's go ahead and take a look at
how we can set what's called Automatic
| | 00:27 | Replies in this version of Outlook, and
was formerly called Out of Office.
| | 00:32 | Click the File tab and choose
Automatic Replies to tell Outlook how you would
| | 00:36 | like it to behave when
you are out of the office.
| | 00:38 | Now previously, you had to wait until
the moment you were leaving the office to
| | 00:42 | set up Out of Office, but you
don't have to in office 2010.
| | 00:46 | As a matter of fact, you can set this up
well in advance of the time you depart.
| | 00:50 | The important thing to remember is you
can't set up Automatic Replies after you
| | 00:55 | are out of the office.
| | 00:57 | You must be connected to your
Exchange server to set up Automatic Replies.
| | 01:01 | There are two
possibilities for Automatic Replies.
| | 01:05 | Once you enable the Send Automatic
Replies option button, you can send automatic
| | 01:09 | replies inside and outside of your organization.
| | 01:13 | So let's set up the message that we
would send to folks inside of our company.
| | 01:17 | I am going to note that I will be out
of the office from a particular time, and
| | 01:21 | that I will have limited access to e-mail.
| | 01:24 | I will respond to your e-mail when I
return and the date that I will return.
| | 01:29 | So first, I am going to say I will be
gone from August 2nd, and I am going to
| | 01:34 | choose a time really early
in the morning on August 2nd.
| | 01:37 | If I choose August 2nd at 8 AM, if I
have people corresponding to me from Europe
| | 01:43 | or from time zones that are earlier
than mine, I might actually have mail that
| | 01:47 | comes in that doesn't
receive a reply before I have left.
| | 01:51 | So I am gone on the 2nd, I am
going to choose midnight on the 2nd.
| | 01:55 | As a matter of fact, I might even back
it up a couple of days and say you know
| | 01:59 | actually I am leaving the office on Friday
the 30th, and I am going to be out of here 5 PM.
| | 02:06 | Even though my vacation day doesn't
really start until Monday, I am not going to
| | 02:10 | reply to anybody after
Friday on the week before.
| | 02:13 | My last day that I will be on vacation
is the 6th, but I actually won't be back
| | 02:19 | in the office until Monday morning,
which is the 9th, and I will be there at 8
| | 02:24 | o'clock in the morning.
| | 02:25 | So that's the time period that I
won't be receiving or sending e-mail.
| | 02:29 | I have got that set up, along with my message,
and if I just click OK, I will be fine right now.
| | 02:35 | But this is only sending
messages to my coworkers.
| | 02:39 | I can also click outside my
organization and enter a message that I would like
| | 02:43 | to have sent outside, and that message
might have a little less information, or
| | 02:47 | it might have more information.
| | 02:49 | It might say, I will respond to
e-mail when I return. In my absence please
| | 02:56 | e-mail Kyle at
twotressoliveoil.com for contract questions,
| | 03:06 | for example. Now one thing that you
need to know is that, by default, Exchange
| | 03:14 | server, which is the sever for
Outlook, actually doesn't send out of office
| | 03:18 | messages outside of your organization.
| | 03:21 | So before you assume this is going to
work, you need to talk to the folks in your
| | 03:25 | IS or IT department and say, hey, how have
you got Exchange set up to send out of
| | 03:30 | office replies when I am not here,
specifically if I get something from a client
| | 03:35 | outside of our network - will
they get my out of office reply?
| | 03:39 | So make sure this is actually going to
be sent, because if it is not sent based
| | 03:44 | on the policies on your server, you
will not know that it wasn't sent.
| | 03:48 | Find out ahead of time, but this is set
up for organizations that allow you to
| | 03:52 | send outside your firewall in your absence.
| | 03:55 | With all of this set up, I could
actually just click OK right now, and when I
| | 03:59 | leave the office, walk out the door on
the 30th, I can feel very confident that
| | 04:04 | people inside of my organization will
receive my out of office reply, one per
| | 04:10 | sender, and that if I have checked
with my IT department, and they have
| | 04:13 | configured Exchange server to send
outside of our network, that people from
| | 04:18 | outside will also receive this information.
| | 04:21 | However, I have one other
thing that I need to manage.
| | 04:24 | I know that I am going to be receiving a
contract from Jeff at Hansel and Petal.
| | 04:30 | It hasn't arrived yet.
| | 04:31 | It is likely to arrive while I am gone,
and needs to be turned around in my absence.
| | 04:36 | So what I'd like to do, I have tried
to reach Jeff, but I just want to make
| | 04:39 | sure that its going to be handled, so
I am going to click on Rules, and I am
| | 04:42 | going to add one rule.
| | 04:44 | We already know how to add rules.
This is a different dialog box than we see
| | 04:48 | normally with Rules.
| | 04:49 | It is made particularly for the
Automatic Reply section, but it works in
| | 04:53 | exactly the same way.
| | 04:55 | I can say that when an e-mail arrives
from jeff@hanselandpetal.com, that I would
| | 05:03 | like to do something specific with it.
| | 05:05 | I would like to forward it, and we are
going to go ahead and forward it to Kirk,
| | 05:09 | so that he can handle it.
| | 05:11 | So you could think of this as an
exception, one rule that says what I'd like to
| | 05:15 | do is look for a particular e-mail from
someone or with a particular subject and
| | 05:21 | to do something very specific with it.
| | 05:24 | If I want, I can turn this rule off
later, or if I get e-mails all the time in
| | 05:29 | my absence from Jeff, I might simply
want to leave this all the time for when
| | 05:32 | I am out of the office.
| | 05:34 | So one rule, that's an exception, two
settings for how I want my e-mail handled.
| | 05:39 | I am already to go on vacation, I am
going to click OK, knowing that when I am out
| | 05:43 | of the office my Automatic Replies will
manage all of my e-mail correspondence.
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|
|
ConclusionGoodbye| 00:00 | Well that's the end of our course. I hope
| | 00:03 | you have picked up some great tips, but
more importantly, some strategies for how
| | 00:07 | you can more effectively manage
your e-mail using Outlook 2010.
| | 00:12 | I look forward to seeing you in
other courses online at lynda.com.
| | Collapse this transcript |
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