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Outlook 2010 Essential Training
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Organizing messages with folders


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Outlook 2010 Essential Training

with Karen Fredricks

Video: Organizing messages with folders

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.
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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

Organizing messages with folders

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.

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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