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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.
As your incoming e-mail starts to turn from a trickle into a deluge, you'll want to start organizing it a bit. You might be content just to leave everything in your Inbox, arranged by date or category; however, you might consider setting up additional Inboxes for your e-mail, particularly for that e-mail that you want to keep on file for a while. I am starting off with an Inbox that contains 38 items, and I know that because if I take a peek at the bottom-left corner of my screen, I am seeing that item number, and that's okay to start with, but as I get more and more e-mail, I need to organize it.
So my first level of organization is going to be keep track of my personal e-mail and my business e-mail. Quite simply, I am going to do a right- click on my Inbox and click on New Folder and start by creating a Business folder. That worked so well, I am going to do it again, and again, I am going to right-click on my Inbox, create another New Folder, and this is going to house my Personal stuff. As new mail comes in, I can decide if it belongs to the Business box or if I should store it into my Personal box.
And of course, I can access the e- mail from either one of the boxes with a simple click. Now that works pretty well for a while, and you can see I am starting to get that Inbox under control, because my item count is going down, but this time I want to further subdivide that Business folder. So I am going to make another new folder. So again, I am going to right-click my Inbox and click on New Folder, and I am going to call this one Clients. But there's one problem: clients is actually a very important part of my business, so I would like to have this somehow tied into my Business folder.
So what I am going to do is just take this Clients folder, drag it up slightly and just lay it down right on top of the Business folder. And when I do, I can expand my Business folder. You see it now contains a subfolder for my clients, and once again, I can take all my client data and move it into that box. Now as my Business continues to grow, I might decide that I need a separate box for each one of my important clients - not a problem.
I could create another folder in my Inbox and drag it under Clients. Now, there is a little shortcut. This time I am going to start on the Clients folder and do my right-click from there. I am going to create a new folder and name it after one of my clients, and click OK. And you see I now have a folder, which again, I can start to fill with information pertaining to that company. And as the list of my boxes gets longer and longer, I can always close the Business folder, or I can expand it again.
You can continue to create as many new Inbox folders as you need or delete ones that you're no longer using. Unlike traditional folders, you don't have to worry about creating labels or pruning them when they get too large.
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