Learn how to get messages out of the Inbox and filed away. Learn about archiving mail, categorizing, adding follow-up flags, and moving messages to folders.
- [Narrator] Here are some ways you can organize your inbox. You can categorize your messages with colors like you did with Gmail stars. Outlook lets you take it a step further and rename your colors to things that are meaningful to you which are similar to labels. To set your categories, on the home ribbon tab on the top right-hand side of the screen, click the drop down next to Categorize and choose All Categories. Here you can see that I've already renamed some.
To rename a category, select the color, choose rename, and then you can type in your new name. Hit the enter key and your category is renamed. You can even click the color by choosing the drop down next to Color and you can also give a particular label a shortcut key. I'll click OK to close out of this. To categorize an email, with it selected, you can right or secondary click, choose Categorize and then select the category that you want it to be.
You'll see the color appear next to the email. You can only see certain categories by clicking Filter Email on the top right-hand side of the screen. You can hover your mouse over Categorized and choose a particular category. It will filter the view so that only that category will show. To go back to viewing all your mail click Close Search on the top right-hand side.
You can also move your messages into folders. You can right or secondary click Inbox on the left-hand side in the folder pane. Click New Folder. As you can see I already have some folders here. I'm going to type to give it a name. [Typing] Hit the enter key and your folder is created. You can even create folders underneath folders by right clicking under a particular folder and selecting New Folder again.
From here, you can go back to your inbox and drag messages right into those folders. Let go, and your message has been moved into that folder. I'll go back to the inbox. If you want to be reminded about a certain email you can put a follow up flag on it. With the email selected click the follow up flag in the view and it will be turned on.
A red flag will appear and you can see that it's been marked for follow up. If you want to be reminded about it, right click, select Follow Up, and choose Add Reminder. From here, you can select a date and time. You can even click the drop down next to Flag To and choose a particular action. I'll click Cancel for now. To clear a follow up flag, right click the email again, select Follow Up and choose Mark Complete or Clear Flag.
Finally, Outlook now does have the famous one click archive feature of Gmail. This will enable you to get it out of your inbox but still make it available for searching. If this is the first time you've ever used the archive feature, you will be prompted to choose a place on your hard drive to archive your messages to. You'll want to make sure this area is backed up. If your organization's set up Outlook for you you'll have to ask them if they're backing up your archive off-site for you or if you're responsible for it.
Select a message and on the home ribbon tab, click Archive. You can also hit the backspace key on your keyboard to instantly archive a message. It will be removed from your inbox and over here on the left side in the navigation pane you can click to access your archive. You'll also be able to search it. To perform any of these actions on multiple emails you can also hold down the control key to select multiple emails that aren't next to each other or the shift key if the emails are all together in a view.
From here, you can click and drag them into folders, set categories and even archive your messages.
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- Using Outlook from an app or browser
- Navigating through Outlook
- Categorizing email
- Searching through email
- Creating appointments and meetings
- Managing contacts