Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Flagging and categorizing messages

Flagging and categorizing messages provides you with in-depth training on Business. Taught by Karen … Show More

Outlook 2010 Essential Training

with Karen Fredricks

Video: Flagging and categorizing messages

Flagging and categorizing messages provides you with in-depth training on Business. Taught by Karen Fredricks as part of the Outlook 2010 Essential Training
Expand all | Collapse all
  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 48s
    1. Introducing contacts
      2m 14s
    2. Adding contacts
      6m 7s
    3. Working with business cards
      4m 42s
    4. Viewing contacts
      5m 32s
    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 57s
    1. Creating new messages
      4m 49s
    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

please wait ...
Flagging and categorizing messages
Video Duration: 5m 9s 2h 55m Beginner


Flagging and categorizing messages provides you with in-depth training on Business. Taught by Karen Fredricks as part of the Outlook 2010 Essential Training

View Course Description

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
Business Education + Elearning

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 ribbon. 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 .

Expand all | Collapse all
please wait ...
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.





Don't show this message again
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.

Mark all as unwatched Cancel


You have completed Outlook 2010 Essential Training.

Return to your organization's learning portal to continue training, or close this page.


Upgrade to View Courses Offline


With our new Desktop App, Annual Premium Members can download courses for Internet-free viewing.

Upgrade Now

After upgrading, download Desktop App Here.

Become a Member and Create Custom Playlists

Join today and get unlimited access to the entire library of online learning video courses—and create as many playlists as you like.

Get started

Already a member?

Log in

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

You started this assessment previously and didn’t complete it.

You can pick up where you left off, or start over.

Resume Start over

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.