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Organizing messages


From:

Outlook 2007 Essential Training

with Sean Conrad

Video: Organizing messages

We've been reading e-mail messages, categorizing them, flagging them, checking out the attachments in them. But once you've read your e-mail messages, you're probably going to want to organize things a little bit. Maybe save them in some folders and move them around. So let's take a little bit of a look at folders, and how you can use them to organize your e-mail. In the left navigator over here, we see Mail Folders. We see all the default ones in here, under Personal Folders is our Deleted Items, Inbox, Junk Mail, things along those lines. Now if you're working in a corporate environment and are attached to an Exchange server instead of Personal Folders, it may say Your Name Mailbox, or something along those lines.
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  1. 1m 37s
    1. Welcome
      19s
    2. Starting Microsoft Office Outlook 2007
      1m 18s
  2. 5m 19s
    1. What is Microsoft Office Outlook 2007?
      58s
    2. Exploring the user interface
      1m 32s
    3. Learning about the Ribbon
      2m 11s
    4. Using the Office button and the Quick Access toolbar
      38s
  3. 18m 3s
    1. The Inbox
      58s
    2. Reading email
      2m 13s
    3. Flagging for follow-up
      2m 6s
    4. Categorizing messages
      2m 1s
    5. Previewing attachments
      3m 44s
    6. Organizing messages
      3m 4s
    7. Dragging messages to create other items
      1m 27s
    8. Finding messages
      1m 16s
    9. Deleting messages
      1m 14s
  4. 23m 12s
    1. Creating a message
      27s
    2. Addressing email
      3m 39s
    3. Formatting text
      2m 10s
    4. Attaching and inserting
      6m 38s
    5. Flagging
      1m 41s
    6. Proofing tools
      1m 43s
    7. Sending email
      36s
    8. Sending and receiving internet email
      1m 21s
    9. Replying and forwarding
      2m 15s
    10. Resending a message
      54s
    11. Recalling and replacing a message
      1m 48s
  5. 31m 51s
    1. Viewing the Calendar
      1m 59s
    2. The different types of Calendar items
      55s
    3. Creating Appointments
      1m 9s
    4. Setting Appointment details pt. 1
      4m 45s
    5. Setting Appointment details pt. 2
      37s
    6. Creating Meetings and inviting people
      3m 46s
    7. Responding to Meeting Requests
      4m 11s
    8. Creating Events
      2m 15s
    9. Creating Tasks
      3m 1s
    10. Adding Holidays
      58s
    11. Printing the Calendar
      1m 30s
    12. Sharing Calendars
      4m 15s
    13. Managing multiple Calendars
      2m 30s
  6. 22m 11s
    1. Viewing Contacts
      1m 6s
    2. Searching for Contacts
      1m 48s
    3. Creating a new Contact
      4m 0s
    4. Editing the details of a Contact
      5m 56s
    5. Configuring business cards for Contacts
      4m 23s
    6. Categorizing Contacts
      55s
    7. Creating Distribution Lists
      3m 9s
    8. Printing Contacts
      54s
  7. 9m 30s
    1. Viewing Tasks
      1m 26s
    2. Creating a new Task
      45s
    3. Setting Task details
      4m 4s
    4. Using Reminders
      2m 16s
    5. Completing and deleting Tasks
      59s
  8. 4m 10s
    1. Creating new Notes
      1m 36s
    2. Forwarding Notes
      48s
    3. Date/Time Stamps
      47s
    4. Categorizing Notes
      59s
  9. 32m 20s
    1. Adding additional email accounts
      3m 13s
    2. Creating and using Signatures
      3m 36s
    3. Customizing the look of your email messages
      2m 19s
    4. Polling with Outlook
      2m 51s
    5. Tracking messages
      3m 16s
    6. Directing replies to another email address
      1m 13s
    7. Configuring the Junk E-mail Filter
      8m 30s
    8. Using Rules to stay organized
      4m 35s
    9. Reading RSS feeds
      2m 47s
  10. 9m 23s
    1. Cleaning up your mailbox
      1m 3s
    2. Configuring Outlook options
      4m 34s
    3. Backing up and restoring your Outlook information
      3m 46s
  11. 10s
    1. Goodbye
      10s

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Watch the Online Video Course Outlook 2007 Essential Training
2h 38m Beginner Jan 26, 2007

Viewers: in countries Watching now:

Outlook 2007 is the latest full-featured emailing and contact management software from the Microsoft Office suite. Instructor Sean Conrad explains each of Outlook 2007's components and new features in detail, from the basics of the main interface to the more advanced elements of the application. Sean covers the Office button and the Quick Access toolbar as well as the ins and outs of reading and writing email. He delves into using the advanced filtering features to prioritize incoming mail and avoid unwanted spam or files. Sean also explains how to integrate Outlook's Calendar and Notes features for increased productivity.

Subject:
Business
Software:
Outlook
Author:
Sean Conrad

Organizing messages

We've been reading e-mail messages, categorizing them, flagging them, checking out the attachments in them. But once you've read your e-mail messages, you're probably going to want to organize things a little bit. Maybe save them in some folders and move them around. So let's take a little bit of a look at folders, and how you can use them to organize your e-mail. In the left navigator over here, we see Mail Folders. We see all the default ones in here, under Personal Folders is our Deleted Items, Inbox, Junk Mail, things along those lines. Now if you're working in a corporate environment and are attached to an Exchange server instead of Personal Folders, it may say Your Name Mailbox, or something along those lines.

But the same default folders should be here. You can also create your own folders anytime you'd like. To do that, you can either go up here where it says "New" and hit this small drop-down arrow and choose Folder. Or alternatively, you can right-click over here on any one of the folders here and choose New Folder. Either way, when you get to the New Folder dialog, the first thing you need to do is enter a name. So, I want a place to save some of my e-mail, so I'm going to call this Saved Messages.

Then you can tell it what you plan to put in here. Because of course, you can put folders in place that would contain different types of items like Contact items or Calendar items. It's going to be Mail and Post Items. For me, this is going to be e-mail. And then you can say where you want to put it. So do you want to put it in your Inbox? Do you want to be a subfolder? I don't, I want it to be a subfolder of Personal Folders, so I want it put it in there and then click OK. And here we can see, we just created a new folder called Saved Messages. There's currently nothing in it. Let's go back to our e-mail for a moment.

Now there's a few messages in here, and let's say this one here, this bottom one, that says Greetings, maybe I want to move that into my Saved Messages folder. Well there's a couple of ways to do that. One is, of course, I can just Left- click and hold the mouse down, drag it over, and drop it into Saved Messages. If I go take a look at Saved Messages now, you can see that I've dragged and dropped that in there. Let's go back to our Inbox and see what else we can do. Now you could also do it by right- clicking on it and choosing Move to Folder, and move it into Saved Messages that way.

Or, if you double-click to open up a message, one of the items on the Ribbon is Move to Folder. So let's click that, and here's a list of the folders I might be able to move it to. I'm going to choose Saved Mail again, and again, it's moved it down to Saved Mail. So there in my Saved Messages folder are the e-mails I've moved in there. Now if you choose, you can also add additional folders underneath that. Lots of flexibility, so I'm going to right-click, choose New Folder again, and I'll call this Personal Items. And at this point I want to make it a subfolder of Saved Messages.

So now I've got a subfolder Saved Messages. If I want to put this in here I can move it in there. So in this way you can make the folders you need to organize your messages. And it's quick and easy to move them around.

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