Viewing messages

show more Viewing messages provides you with in-depth training on Business. Taught by Gini Courter as part of the Outlook Web App (OWA) 2010 Essential Training show less
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Viewing messages

In this movie, I am going to show you how you can view and print messages in OWA. So when I jump into OWA, what I'll see is my Inbox, this area here that it lives in is actually called the Information Viewer because it's not just used for an Inbox, it's used for calendars, and contacts and so on. But I'll also refer to it as the Inbox because that's what most of us call it. This is the default setting; my Navigation pane, my Information Viewer, and my Reading pane.

You have control over where and whether the Reading pane appears. If I turn it off, it's just gone. And if I turn it to the bottom of the page, it will appear down here. You also decide how much space it gets. You can adjust the space between the Information Viewer and the Reading pane just like that. And you can adjust the space between the Navigation pane and the Information Viewer. So you have lots of choices about your layout here, and how much space you are willing to give over for example to a Reading pane for a preview.

Over here in the top-right section of the Reading pane, I have access to tools that will allow me to respond to this message in many different ways, and to manage this message in many different ways. So if I use the Reading pane, I have a lot of capability here already built-in for me. I want to say one more thing about how we're viewing these particular messages right now. You'll notice that 'Missing paperwork' and 'Meeting schedule' have this little triangle in front of them and a number in parentheses.

The view that is turned on right now in my Inbox and the Default View in OWA is a view that presents my messages by conversation. Where it says Conversations by Date, there's a dropdown. This is telling me that I'm in a Conversation View that my messages are sorted by date, and finally that the newest one is on top. Now I can change any of those. If I want to have the newest on the bottom and the oldest on the top, all I need to do is click where it says Newest on Top.

And if I want to see conversations, for example by who they're from, I can click who they're from, and now I see conversations grouped by the sender. That's kind of nice. But I want to talk about what the conversation piece itself is. What the conversation does is whenever there's a new message, it grabs all the messages prior to that message, and groups them together. Let's drill into one of these to see how it actually works. We have three messages about some missing paperwork.

I'm going to click and open up this conversation. Now originally Judith wrote to me yesterday, and said there are a few pieces of paperwork that didn't get signed earlier in the week, and she wrote to me at 4:35 yesterday. So these are in order. If we go look at yesterday, at about 4:35, there should be a message from Judith. And it's not there. And the reason it's not there is it is now right here. It's actually been pulled up and grouped because this is one conversation. I wrote back to Judith. Notice that my name is italicized.

That's because this particular message is not in the Inbox any longer, it never was. This message lives in Sent Items. But because it's part of the conversation, it's being presented to me here in the Inbox. Isn't that spiffy? So Judith says, hey! There's some paperwork missing. Can we meet tomorrow? I write back and say, absolutely! I looked at your calendar. You're free! Can I stop by then? She writes back, it works! And ask Olivia to show you how to set up a Meeting. Oh! So I should have just invited her to a meeting since I checked her calendar. That's cool! And then she writes back again, and says hey! I'm including the PDF of the Skin Care article that we were talking about.

We'll meet about this, this afternoon. So this is the conversation, and it's all presented here in the most recent email. Now the reason that this is cool is, when I come back to the office, let's say I am gone for a couple of days and I'm not checking my email, or I'm out over the weekend or I am on vacation, when I come in, I can just look at each of these messages in order from the top down. I can handle the most recent, and I can be assured that anytime that there's a message that's part of a conversation, it will be included.

If these messages aren't grouped together, what happens is, I open this up and it says I'd like to discuss this article when we met this afternoon. And I am going to say, oh! When is that? And I have to then go do the archaeology through the rest of my Inbox to find the other messages. With conversations, I don't have to do that. So having this checkbox turned on, absolutely fabulous feature! I can also click to open any one of these and look at them. And the tools at the top move so that I can use them. I can reply directly here, or here.

Notice that each of them has tools. And when I point, it selects, if I need a different tool, simply move. All right! So that's how conversations work. If I want to be able to see all of a conversation together, all I have to do is not change the default conversation view here in OWA. But wait! There's more. Now that I've clicked on this particular conversation, notice that I don't have three emails anymore that were unread. As I was clicking and looking at each of them, each of them got marked as read.

They're not bold anymore. That bold shows me that this message still demands my attention that I haven't actually looked at it. So as I'm working with messages, I don't have to check and say Oops! I read this one, I read this one because OWA does that for me. Now some people like to be able to say, well, I'm actually not done with this message. I want to make sure that I hang on to this, and the way I do that visually is I keep it marked as Unread. I'm not saying this is a best practice, but I know that it's a practice some of you have.

What if I want to just mark this message, or this message Read or Unread? Well, this little triangle here is actually an expander. So when I click the triangle in front of the message that's at the start of a conversation, I get to see each of the messages separately. So I could go to Judith's last message here, right-click, and mark it as Unread. Notice now the whole conversation shows as Unread because it has an unread item in it.

I would also have the ability to simply mark the first message as Unread, and notice that, that works as well. But as soon as I open up the conversation, the assumption is, I'm reading these messages. So that's how the Conversation View works and how it marks messages. Now once I am over here, I can move from message to message using the arrow keys, or I can click. And that's how easy it is to view messages in OWA 2010, and mark them as Read.

Viewing messages
Video duration: 6m 54s 3h 27m Beginner


Viewing messages provides you with in-depth training on Business. Taught by Gini Courter as part of the Outlook Web App (OWA) 2010 Essential Training

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