In this video, author Megan Hoffman demonstrates how to view mailbox size, ignore a conversation, use clean-up tools, save message attachments, and save a message in an external format. Master these MOS objectives as a part of your prep for the MOS Outlook 2010 exam.
- [Instructor] In this video, you'll learn to clean up the mailbox. For the MOS exam, you'll need to know how to view mailbox size, ignore a conversation, use clean-up tools, save message attachments and save a message in an external format. I've tagged each of these with a MOS icon because they are really likely to be on the MOS exam. The first MOS objective in this section it to view mailbox size. You can do this by clicking on file. Notice that the info tab is highlighted in gold at the left.
This is right where you want to be and then you want to use the mailbox cleanup section. I can see right away how much space I am using and how much space is free. But I can dig in even further by going into cleanup tools and then choosing mailbox cleanup. The first button at the top is view mailbox size. I'll click on the view mailbox size button to view more information. You can see which mail account I'm looking at. I'd also like to point out that I'm looking at the local data tab but it's usually important to look at the server data tab.
This gives you amount or size that you're actually using on the server. And you can scroll down and look at what folders might be taking up the most space. Now there are cleanup tools within here. This is another one of our objectives in this section that you can use. Let's start with finding items older than, and I'll leave in the 90 days and click find. Outlook searches my mailbox and finds any messages that are older than 90 days. I can organize what it finds in this box by clicking on any of the headings. So maybe I want to click on the receive date or click on it again to change the order that is sorted.
Maybe I want to expand the size column.. I'll just drag that over and click on size to see my largest or smallest messages. Or maybe I want to see what folder things are in. So I can use this to organize the messages that are found. I'll go ahead and close this box. The other option I have, under cleanup tools, in mailbox cleanup, is to find my large items. I'll increase this to 500 kilobytes and click find and again it searches my mailbox for those larger messages.
Also under cleanup tools and mailbox cleanup, is the option to view deleted item size. This is handy as well because sometimes your deleted items contain a lot of stuff. You can see I have a lot of folders in my deleted items, that I may want to clean up. You even have an option under cleanup tools to empty your deleted items. This is one way to do that or you could always right-click on the folder when I'm back in my regular mail to delete that as well. There are also archive options in there. These tend to be beyond the scope of the exam but I just point it out, in case you're curious.
So the next objective in this section gets into ignoring conversations. I'll click my home tab to return to the mail view. And I want to point out that managing conversations allows you to view related messages as a group. And typically, when you're in Outlook, things are organized in conversation view. I'm gonna do a little rearranging and show you a more typical look at the inbox. I'm gonna click the view tab. I'm gonna click the reading pane and show it at the right. And then I get these headings across the top.
I can right-click here on the date heading and let me just point out that the default in Outlook is usually to show as conversations. I'll go ahead and apply this to this folder. And you can see that now my conversations are grouped. So, for example, all of my meet for coffee with Steve messages are now grouped together. You'll notice that I have an arrow at the left and I can click on the arrow to expand to see the other messages in this conversation. You can do something similar with the updated HR manual. I can even see the messages I have sent on behalf of Chong display here as well.
I'll go ahead and collapse that conversation. This can be a nice way to deal with your inbox. Now notice that the view tab is now displaying at the top too. And there is also a show as conversations option here. There's also a conversations settings option where you can go in and set some defaults. So the exam objective we wanted to talk about was ignoring a conversation. This goes right along with mail cleanup. For this, I want to return to the home tab and click the cleanup drop down.
Cleaning up conversations helps me to delete redundant messages in a conversation. So you can see, I can clean up a conversation, and now I've updated HR manual selected, just by clicking this button. It says all redundant messages in this conversation will be moved to the deleted items folder. I can choose do not show this message again. I usually like to have it on though, as a reminder to myself. I can then click cleanup or I can even go into settings and take a look at the conversation cleanup settings. So you do have some options in here to control the behavior.
Keep in mind when you go into settings, your setting up how you want this to work as a default for Outlook going forward, not just this one conversation. I'll go ahead and click cleanup. And it tells me it will apply to all items in the selected conversation and I'll click okay. You can also ignore a conversation. And this will delete all current and future messages in a conversation. Let's say that I'm no longer interested in the conversation on the updated HR manual. I know someone else has this. I can then go to ignore and it prompts me and says this action will apply to all items in the selected conversation.
And then I could click okay. I'm actually gonna cancel this one but it's important for the exam that you know how to ignore a conversation and that you also know how to clean up a conversation. I also want to point out that you can clean up an entire folder, or an entire folder and sub-folders. I'm generally a lot more careful with those but want to point those out for exam purposes. So our next objective is saving message attachments. Sometimes mail messages have several attachments. You can quickly save all or some of the attachments to the same location.
I've selected the requested files email from Cecilia. I can see that there are four attachments here and I'd like to save these. I'll click on file, save attachments. Notice by default, you can save them all or I can click and hold down my control key and just choose the ones I want to save. From here, I'll click okay and I'll save these to my Chapter 4 exercise folder. I'll click okay to save the files. You can also right-click on an individual file to save as for that one file or to save all of the attachments.
You can even remove an attachment from an email as well. The last objective is to save messages in alternate formats. You can save a message outside of Outlook as an Outlook message file, text file, or html file. For this one, I'm gonna choose a message that doesn't have an attachment. And from here, I'll click file and choose save as. Notice again I'm saving to my Chapter 4 exercise folder. The name of the message is in the file name and I have a save as type option.
In a MOS exam setting, you'll be given specific instructions on which file type to choose. Let's say in this example, I need to save as text only. I'll click text only to choose that option and then I'll click save. So that's our overview of cleaning up the mailbox. Be sure to know all of the variations for the MOS exam. Make sure you practice with these skills so you can quickly work through these tasks during the exam.
The course first explores the MOS certification program and highlights its cost, format, and objectives. Megan then explains how to manage the Outlook environment by customizing the interface, printing and saving information, and searching in Outlook. Next, learn how to manage email messages (including creating, formatting, and organizing messages), create contacts, and manage calendars (including appointments, meetings, and events). Finally, find out how to work with notes, tasks, and journal entries.
Challenge exercises are included along the way, and the course concludes with a full-length practice exam.
- Preparing for the exam
- Managing the Outlook environment
- Printing and saving information
- Creating and formatting email messages
- Creating Quick Steps
- Cleaning up the inbox
- Managing rules
- Creating contacts and groups
- Creating appointments, events, and meetings
- Managing tasks and notes
- Taking a full-length practice exam