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Outlook 2010 Essential Training
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Flagging and categorizing messages


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Outlook 2010 Essential Training

with Karen Fredricks

Video: Flagging and categorizing messages

We've all done it. You somehow get sidetracked in the process of bringing in an important letter or bill from your mailbox, and either spend hours trying to find it or get a delinquent notice a few weeks later. Outlook has a number of ways of organizing your e-mail that will ensure that no message gets left behind. There are three ways that we can tag incoming e-mail. And they are all found in the Tags area of the Tibbon. We can mark something as unread, we can categorize it, or we can schedule follow-up. Let's start by marking things as Unread.
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  1. 1m 14s
    1. Introduction
      1m 14s
  2. 9m 46s
    1. The Outlook interface
      2m 46s
    2. Starting Outlook
      2m 35s
    3. Setting up IMAP/Exchange accounts
      2m 0s
    4. Setting up POP accounts
      2m 25s
  3. 33m 47s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 31s
    5. Searching for contacts
      3m 13s
    6. Creating contact folders
      6m 33s
    7. Creating contact groups
      5m 27s
  4. 21m 24s
    1. Introducing email
      2m 1s
    2. Finding the inbox
      3m 18s
    3. Reading email
      3m 12s
    4. Flagging and categorizing messages
      5m 9s
    5. Organizing messages with folders
      3m 7s
    6. Searching for messages
      4m 37s
  5. 23m 56s
    1. Creating new messages
      4m 48s
    2. Formatting a message
      4m 0s
    3. Replying and forwarding
      2m 54s
    4. Adding attachments
      2m 50s
    5. Working with signatures
      4m 1s
    6. Working with autocorrect and quick parts
      5m 23s
  6. 12m 23s
    1. Setting up protection levels
      5m 34s
    2. Sending spam to the trash pile
      2m 25s
    3. Recovering messages from the spam folder
      4m 24s
  7. 22m 51s
    1. Introducing Calendar
      3m 26s
    2. Creating appointments
      4m 49s
    3. Creating meetings
      4m 7s
    4. Creating and working with multiple calendars
      4m 22s
    5. Setting events and holidays
      6m 7s
  8. 36m 35s
    1. Deleting items from Outlook
      3m 52s
    2. Configuring options
      4m 25s
    3. Using the Conversation view
      3m 34s
    4. Quick Steps
      5m 57s
    5. Setting rules to handle incoming email
      4m 47s
    6. Using drag and drop
      3m 26s
    7. Cleaning up your inbox automatically
      5m 48s
    8. Managing Outlook data
      4m 46s
  9. 12m 52s
    1. Outlook Social Connector
      3m 7s
    2. Subscribing to blogs
      2m 50s
    3. Creating notes
      2m 33s
    4. Creating and organizing tasks
      4m 22s
  10. 28s
    1. Goodbye
      28s

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Outlook 2010 Essential Training
2h 55m Beginner Jun 22, 2010

Viewers: in countries Watching now:

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.

Topics include:
  • Using the Office 2010 Backstage View
  • Using and customizing the Office 2010 Ribbon
  • Using Outlook as an email client
  • Filtering email with Quick Steps
  • Scheduling with multiple calendars
  • Creating tasks for to-do items
  • Taking notes
  • Adding multiple addresses and phone numbers for contacts
  • Reading blog posts
  • Integrating with social networking sites
Subjects:
Business Computer Skills (Windows) Email Teacher Tools Education Student Tools
Software:
Outlook
Author:
Karen Fredricks

Flagging and categorizing messages

We've all done it. You somehow get sidetracked in the process of bringing in an important letter or bill from your mailbox, and either spend hours trying to find it or get a delinquent notice a few weeks later. Outlook has a number of ways of organizing your e-mail that will ensure that no message gets left behind. There are three ways that we can tag incoming e-mail. And they are all found in the Tags area of the Tibbon. We can mark something as unread, we can categorize it, or we can schedule follow-up. Let's start by marking things as Unread.

I might open this message from Sharon by double-clicking it, and I get some information, and I want to make sure that I get back to it. So once I close the message, you'll notice the envelope is now open, but I want it to look like it hasn't been read, like these two messages down here. So what I can do is highlight it and click on the Unread icon, and two things happen. One, the message is now bolded, and the envelope is closed. Alternatively I can take a message, simply right-click it, if I am looking at it in the preview, and mark it as Unread.

Another way that I might want to classify incoming messages is by giving them a category. Outlook makes it easy for you to do that. So in this case I might take this message from Herman. And this is something that's really important, so I am going to mark that as Red. So what I can do is highlight the message, go to Categorize and mark as Red. Now you'll notice, if I open the message, that a red band now appears at the top of the message. Alternatively, I can take my message, and I can right-click it, and I can choose to categorize, and I can mark it as a Blue Category.

At this point you might be wondering well, geez, what's a Red Category and what's a Blue Category? Beats me. So what you might want to do is rename those categories to something that makes a little bit more sense to you, like really important and yeah, not so much. So this time I'm going to take my message from Glenda. I'm going to right-click it. Go to Categorize. But I am going to choose All Categories. Now this doesn't mean that I'm going to assign all color categories of the rainbow, although I could, by selecting a couple of them.

But what I'm going to do, instead, is to rename those categories. So I am going to rename as Blue Category by selecting it, and renaming it, and calling it simply Not So Important. Now I am going to rename that Red Category by selecting it and renaming it and calling it Really Important. So now if I decide to group my messages together, I can move to the View tab, click on Categories, and I see that I have all the Really Important things grouped together, as well as the Not So Important ones.

If you really need, you can assign more than one category to an e-mail by selecting it, and again, choosing Categorize, going to All Categories and selecting more than one category. If this is the first time you've used a Category, it's going to ask if you would like to rename that category. And for now, I'm not going to rename it. And you can see that this message has now been assigned two color categories.

Conversely, if I like to remove those categories, I can right-click the message, once again go to Categorize, go to All Categories and remove the category that I no longer want to use. Finally, I might want to flag items. That means I really need to get to them; not only are they important, but I've got to take care of them today. So my message from Herman here, that I have already categorized as Red, because I know what's really important, this time I'm going to head back to my Home tab, and I'm going to create a follow up by clicking the Follow Up icon and saying, this is something I need to get done today.

Alternatively, you can right-click an item and click on Follow Up, and mark it as something that needs to be done today. An even easier way to flag an item is to simply click on the little flag icon that you see to the right of your e-mail message. Finally, once you've flagged items, you want to mark them as completed. And again, this is an easy thing to do. We can go on to any of the messages, do a right-click and mark them as complete.

Now notice two things happened. The flag goes away and a checkmark appears. Outlook really prevents anything important from falling through the cracks. Now if I could just have Outlook pay my electric bill for me every month, I'd be all set.

Find answers to the most frequently asked questions about Outlook 2010 Essential Training.


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Q: The author covers Quick Parts in detail in Chapter 4, but doesn't mention how to delete them. How do I delete Quick Parts?
A: To delete a Quick Part, go to the Insert tab on the Ribbon. Select the Quick Parts dropdown menu and right-click on the Quick Part. Choose Organize and Delete.

The Organize and Delete dialog box will open. Select the Quick Part and clock Delete.

Note: The Organize and Delete option is selectable only in rich text editing mode. If you are composing an email in plain text mode, the option will appear grayed out.
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