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Outlook 2010: Effective Email Management
Illustration by Richard Downs

Marking messages


From:

Outlook 2010: Effective Email Management

with Gini Courter

Video: Marking messages

I know a fair number of users who use the read or unread status of a message to determine whether or not they need to take future action on it. For example, I have a friend who will read a message and say, I need to do more with that. The way she tracks that she needs to do something more is she simply marks it as unread and closes it again. Most of the users who do this also delete messages or move them out of the Inbox when they are done with it. I am going to show you some other ways to mark messages for later follow up. But it's very helpful to be able to mark messages as read and unread here in Microsoft Outlook 2010.

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Outlook 2010: Effective Email Management
1h 44m Intermediate Aug 25, 2010

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In Outlook 2010: Effective Email Management, author Gini Courter demonstrates techniques to streamline the Outlook mailbox workflow. The course covers strategies for customizing views, adding filters, utilizing flags, and creating and organizing folders. The course also shows how to automate tasks as well as make effective use of QuickSteps to process email, and more.

Topics include:
  • Viewing messages by conversation
  • Tagging messages with flags and categories
  • Understanding flags and the To Do list
  • Sorting and filtering email
  • Creating a search folder
  • Creating QuickSteps and email rules
  • Using automatic replies
Subjects:
Business Productivity Email
Software:
Outlook
Author:
Gini Courter

Marking messages

I know a fair number of users who use the read or unread status of a message to determine whether or not they need to take future action on it. For example, I have a friend who will read a message and say, I need to do more with that. The way she tracks that she needs to do something more is she simply marks it as unread and closes it again. Most of the users who do this also delete messages or move them out of the Inbox when they are done with it. I am going to show you some other ways to mark messages for later follow up. But it's very helpful to be able to mark messages as read and unread here in Microsoft Outlook 2010.

For example, I might click on a message and start to read it and really not have time to finish reading it, close it, and want to remember 'I really didn't read this, I just opened it.' I can right-click on any message, or selected group of messages, and mark this message as unread. Another way that I can mark a message as read, besides manually, is simply of course by opening it. An opened message that's closed is marked as unread. Additionally, as we saw in the previous video, if I have a message displayed in the Reading Pane and leave it there for some period of time that I've determined, and then switch to another message, it will automatically change and be marked as read.

So if I choose "Great meeting you" in this message and we wait just a few moments, even if I don't switch out of this message, my setting says after 10 seconds, mark it as read. So Outlook is counting, and it says you've had enough time, according to you, you've now read this message. So three basic methods: open a message, right-click and select Mark as Read or Mark as Unread, or with the Reading Pane on, meet the criteria for the settings that you chose in the Reading Pane. One more quick thing before we leave this video: if I want to select a group of messages, I can select all the messages by selecting any message in the Information viewer and doing Ctrl+A to select all, just as I might in Word.

I can also select a message, hold Shift and select another to select all of those in between. Or I can select a message, hold Ctrl and click on non-contiguous messages to select them. So when I am choosing to mark a group of messages as read or unread, it's helpful to be able to select an entire group and then say none of these messages have actually been read.

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