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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.
For most of us, our Inbox is a really long list of all the e-mails that we need to wade through. Using the Conversation view, you can actually see all the messages that relate to one particular subject and consequently shorten up your Inbox. I am going to show you an example of how this works. If you look at my Inbox, unfortunately, I have a lot of bounce-backs because I sent out a lunch request to the wrong distribution list, and lot of these old e-mails bounced back at me. And that's taking up a good portion of my Inbox.
So using the Conversation view, I can actually lump all those e-mails into one, and thus free up a little real estate in my Inbox. You get to the Conversation view by clicking the View tab, and you notice we have a Conversations group, and I click on Show as Conversations. And watch what happens when I click on that. I am going to choose to use that Conversation view for all of my folders, not just my Inbox. And you notice now this 'are we having lunch' as now have been shortened up into one item, instead of the multiple ones we saw before.
Now the way this Conversation view works: we have a little triangle here, I am going to click on the triangle, it will expand the Conversation. If I click on the triangle again, it will show anybody that have actually forwarded these messages to or that have sent me replies. If I click on it a third time, it's going to shorten up that whole conversation. Now that can be a nice feature, because I might want to get rid of all of those messages at one time. So at that point, I can just do a right- click and I could delete, and it would delete not only the main message but all those other repeated messages with the same subject.
Now down here, I have another conversation from some of my co-workers. The same principle applies. I can open it up, or I can expand it even further and get an idea of who has replied to which of my messages, and I can also click on, of course, any other messages and see exactly who sent it and who they sent it to and what they had to say. So it makes it really easy when you have got a lot of e-mail going back and forth to the same people. Now, you might want to change these views a little bit, and we can do that from the View menu.
We can change our View settings from the Compact view to the Single view. Now, the difference here is, rather than having these messages indented, they now are pretty much straight in line under the other messages. Finally, I like to customize my views a little bit when working in the Conversation view. What I am going to do, in order to customize it, is I am going to turn off this Reading Pane. And I clicked on the Reading Pane, and turn off the Preview, and what I would like to see as part of my conversation is who these messages actually went to.
So I am going to do a right-click here, and I am going to go to my Field Chooser and just change this from Frequently-used fields to All Mail Fields. I would like to know who those messages actually went out to. So just scroll down here and find the To field, drag it up, and now when I look at my conversations - let's just expand this a little bit - I can actually see who each of these messages went out to. You may have used the Conversation arrangements in previous versions; Outlook 2010 has taken the Conversations to a whole new level by organizing your e-mail into smart little groups of related messages.
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