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In Outlook 2010 Essential Training, author Karen Fredricks provides in-depth instruction on the key features of Outlook 2010. The course shows how to master fundamental Outlook features including sending and receiving email, creating an address book, and scheduling activities and tasks. It also covers basic administrative tasks including backing up the data file, setting up email accounts, and organizing data both manually and automatically.
Over a period of time, your Outlook database will become the home to a lot of data. Some of the data is important, and you will want to save it for posterity, or to save your rear end so that the boss needs to take a look it at later. But some of your data, like those e-mails offering you great interest rates, you'll will want to get rid of once and for all. Now, there are total of five ways that you can delete an item from Outlook. It's doesn't matter which method you use; they all work basically the same. So, in this case if I want to get rid of an e-mail message, I could simply click Delete from my Ribbon bar.
I could right-click the item and choose Delete. I could open the item and click Delete from within the item. I could hit the Delete key on my keyboard, or I could simply drag the item over to the Deleted Items folder. Now, you notice that I didn't get any prompt, and that's because once things appear in the Deleted Items folder, I can always get them back just by simply dragging them back to the appropriate spot. Now, I can delete any of my Outlook items using the same methodology.
If you want to look at all your items at one time, you might want to click on the Folder List from the bottom of the Navigation bar. So, now if I wanted to get rid of a Contact, for example, I can click on Contact and again, use any one of those same five methods: Delete, Right-Click and choosing Delete, opening the item and clicking Delete, hitting Delete from my keyboard or just simply dragging the item to the Deleted Items folder. That same method will work whether I want to delete a note or even if I want to delete a folder.
In this case, I'm going to delete a folder of my Inbox. So, I have a Business folder. In this case, I could either click Delete, or simply right-click on that folder and choose Delete Folder. Now, because a folder could contain numerous items, this time I will get a warning that says that I am going to be deleting a whole folder. Yes, I am going to proceed and get rid of that folder. I can do the same thing if I have multiple Calendars; for example, if I want to get rid of this Holiday Calender, again I can simply click on it and choose to Delete my Calendar, and I send it to the Deleted Items folder.
Now, once things end up in the Deleted Items folder, I can delete them permanently. One method that you might want to do is to get rid of several items at one time. You can do that by clicking on one item code, holding down your Shift key and then clicking on the last item that wish to delete. At that point, I can either right-click and Delete them or click Delete on my Ribbon bar. Again, I'll get a prompt that I am going to permanently delete those items and I respond, Yes.
Once I've deleted other items from my Deleted Items folder, I might want to tackle all those folders and calendars that I previously deleted. I could see them by expanding my Deleted Items folder, and now I am going to select this Business folder, do a right-click, and select Delete Folder. This time I will receive a prompt: Are you sure you want to delete all the items in the folder as well as the folder. And I am going to click on Yes, and it'll disappear. I could do the same thing for a Calendar.
Again, a right-click, Delete the Calendar, and it's gone. Typically, you'll find yourself deleting a whole lot of e-mail on a routine basis, but occasionally you will want to tackle the cleanup of specific folder contentsb or the actual folder itself. Outlook makes this an easy process. Best of all, should you become a bit overzealous in your cleaning activities, you can run over to the Deleted Items folder and recover what you accidentally deleted.
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