Outlook Lesson 4 Managing Messages Microsoft Office 2010 Advanced Cable / Morrison 1

Outlook Lesson 4Managing Messages

Microsoft Office 2010 Advanced

Cable / Morrison1

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced2

Objectives

Change views. Use Quick Steps. Find messages and manage conversations. Categorize and flag messages, and add

reminders.

22

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced3

Objectives (continued)

Create rules. Personalize and proof messages. Track messages. Apply security settings to messages.

33

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced4

Vocabulary

branch conversation digital signature encryption

private key public key rule Search Folder

44

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Introduction

Microsoft Outlook is a powerful tool designed to help you organize your business and personal life.

Outlook provides many options for managing and customizing settings when creating, sending, and receiving e-mail messages.

5

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages

Being able to categorize, condense, and ignore messages will enable you to manage them efficiently.

Changing Views You can change and customize the Outlook

view based on your needs.

6

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Changing Views (continued) Messages displayed in Reading view

7

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Changing Views (continued) You can switch from Normal view to Reading

view. You can collapse the Favorites folder or you

can hide it. You can choose the information that is

displayed for each message and the order of the messages.

8

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Using Quick Steps To simplify repetitive tasks, you can use

Quick Steps. Outlook provides five default Quick Steps. You can create your own custom Quick

Steps.

9

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Finding Messages You can quickly locate a message by

entering a keyword or phrase in the Search text box.

A Search Folder is a virtual folder that contains a list of all e-mail messages that match specific search criteria.

10

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Managing Conversations A conversation is a chain of messages from

the first message through all responses. A branch is a split in a conversation. The Clean Up command eliminates

redundant messages and gets rid of extra copies of messages.

11

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Assigning Categories to Messages

12

You can tag a message by assigning a category.

Outlook provides a list of color category names.

You can also create a new category.

Default categories

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Organizing Incoming Messages (continued)

Flagging Messages for Follow Up Flags can be applied to identify follow-up

actions for messages. You can add a reminder about a message to

your to-do list.

13

Red Flag tag in the message list

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Creating Rules

A rule is an action that Outlook automatically performs based on a condition.

Outlook provides a number of rule templates, and you can customize these rules.

14

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Creating Rules (continued)

Rules and Alerts dialog box

15

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages

When preparing outgoing messages, you should consider the:– Appearance of the message– Sensitivity and importance of the message– File sizes of attachments– Accuracy of the content

16

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages (continued)

Personalizing and Proofing Messages You can apply Quick Styles or design your

own formats. The Spelling feature and the AutoCorrect

Options can be used to proofread, correct, and format message content.

You can create multiple signatures to be added at the end of each message.

17

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages (continued)

Personalizing and Proofing Messages (continued)

E-mail Signature options

18

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages (continued)

Inserting and Attaching Files to Outlook Messages

Inserting a picture is not the same as attaching a picture to a message.

When attaching files or embedding content in a message, you must be aware of the file sizes.

19

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages (continued)

Tagging and Tracking Messages You can set a level of importance for a

message. You can track a message to find out when it

was delivered and when it was read. You can apply a setting so that a message

will expire after a specified date.

20

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages (continued)

Changing Security Settings A digital signature is an attachment to a file

or e-mail message certifying that the information in the file is authentic and safe.

A digital ID contains:– A private key, which is a key that stays on the

sender’s computer– A certificate with a public key, which is a key that

a sender gives to a recipient21

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Preparing Outgoing Messages (continued)

Changing Security Settings (continued)

22

Encryption is a standard method for encoding data.

For encrypted e-mail messages, the sender and the recipient need to share their digital IDs.

Security Properties dialog box

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Summary

In this lesson, you learned: Outlook offers many different ways to

organize and view messages. You can use Quick Steps to simplify tasks

and complete multiple actions with a single click.

When looking for messages, you can use several Search features to filter messages based on several types of criteria.

23

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Summary (continued)

Arranging messages by conversations enables you to group related message exchanges for efficient handling.

Tags make it easy for the sender to quickly identify messages and even categorize and sort the messages. Tagging messages with flags helps the sender prioritize messages with visual reminders, and the sender can also add reminders to his or her to-do list.

24

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Summary (continued)

Adding tags to messages provides a visual indicator for the recipient so he or she can determine the level of importance without even opening the message.

Rules enable you to automatically apply actions based on specific conditions to manage your messages. Rules can be applied to both incoming and outgoing messages.

25

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Summary (continued)

Outlook offers several features for formatting and enhancing the appearance of your messages, including themes, font styles, backgrounds, and personalized signatures.

26

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Summary (continued)

You can track sent messages to find out when they were delivered and when they were read. You can also add reminders for both the sender and the recipient, and you can add vote buttons to get feedback from recipients.

27

Ou

tlo

ok

Les

so

n 4

Cable / Morrison Microsoft Office 2010 Advanced

Summary (continued)

Several features are available to restrict access to the personal information in your messages. However, most of the security settings require authenticated credentials and digital IDs.

28