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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.
I don't know about you, but if I want to read my mail, I need to take a trip out to my mailbox and pick it up. And if I also have a post office box, I have to make a trip over there as well, to pick up any additional mail. The same concept holds true for Outlook. The easiest way to find your mail is to make sure that you've clicked on the Mail icon in the Navigation bar. From there, there is a couple of places to look for your new mail. The most obvious one is to click on your Inbox. That will show you a list of all your mail. Now you might also need to check and see if you have mail in an additional account.
In this example, Olivia also has a Gmail account, so she needs to periodically check that inbox, as well, for any new incoming messages. Now another place that you might need to check for incoming mail is in your Junk E-Mail folder. Outlook will periodically determine that some of your incoming mail is not the stuff that you want to read and throw it into the Junk E-Mail file, but sometimes it makes a mistake. You might want to periodically look in the Junk E-Mail file, just in case there is something important that was caught.
Now if you have set up a rule governing incoming e-mail, you might have set it to automatically take incoming e-mail and put it into another folder, such as your Current Projects folder. So you might need to look there as well to make sure no e-mail has arrived into that folder. Now that brings us to the question, how do we know if we've got a new e-mail? Well, Outlook makes it real easy. You notice that to the right of my Inbox, I have a number. That means there are four unread messages in that Inbox.
And if we look down here at the Gmail account, you notice that we have one unread message in the Inbox. Now if you are not sure which message you haven't read yet, you notice that most of the messages are regular font color, whereas one of the messages stands out a little bit darker because it's bolded. You'll also notice that the envelope icon is a closed envelope, whereas my read messages show an open envelope. Now when a new e-mail comes in, you can tell Outlook to know when you've received a new mail message.
You can change those options by going over to the File tab and clicking on the Options item from the Navigation bar. Once you get to the Options window, you want to click on Mail and then go down to the Message arrival area. Now the different options include playing a sound, changing the mouse pointer, showing an envelope in the taskbar and displaying a Desktop Alert when new messages arrive. Now, if we have a Desktop Alert, you can determine how long you want to see that alert and how dark you want that alert to be by clicking on the Desktop Alert Settings button.
If I click on this, I can determine how long I want that alert to appear in front of me and how dark I would like it to be. Then I can hit the Preview button to see what it looks like. And there is my alert, right down there at the bottom-right corner. With a traditional mailbox, I don't always know whether or not the mailman has arrived, but with Outlook, I can tell in a glance if I have a new mail.
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