Outlook 2007 - Managing Inbox Handout

7/27/2019 Outlook 2007 - Managing Inbox Handout

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Presentedby

AcademyXSanFrancisco,CA

www.academyx.comNishikaiConsulting Oakland,CA

www.nishikai.com

MicrosoftOutlook2007

EffectiveEmail

Inbox

Organization

UniversityofCalifornia,BerkeleyHaasSchoolofBusiness


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2008NishikaiConsulting.Allrightsreserved. hn02/2008

MicrosoftOutlook2007EffectiveEmailInboxOrganization

U.C.BerkeleyHaasSchoolofBusiness

TableofContentsI. TOOLS TO MANAGE CURRENT MESSAGES....................................................................... 1II. TOOLS TO MANAGE NEW MESSAGES................................................................................. 9III. TOOLS TO FILE COMPLETED MESSAGES........................................................................ 16

WrittenbyHelenNishikaiNishikaiConsulting,Oakland,CA.

NishikaiConsulting gives permission to theHaas School of Business of theUniversity ofCalifornia at

Berkeleytoreprintthistrainingmanualforinternaluseonly.Noresaleofthismaterialorrenunciationofcopyrightsaregrantedbythisauthor.

Any mention or use of Microsoft, University of California, or any third party products is hereby

acknowledgedbyNishikaiConsulting tobe for the solepurposeofeditorialandeducationaluseof this

trainingmanualandforthebenefitofthementionedparties.


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MicrosoftOutlook2007EffectiveEmailInboxOrganization Page1

I. ToolstoManageCurrentMessagesCurrentmessagesareemailmessagesinyourInboxthatyouneedtodo

somethingabout.Thismaybeassimpleasreadingandfiling,orreadingand

deleting.However,

most

messages

require

you

to

perform

an

action,

whether

to

replywithinformationortoperformataskandthenreply.

Thefollowingfeatureshelpyoukeeptrackofwhatmessagesrequireafollow

up,howtokeeptrackofduedates,andhowtofindfollowupmessages.

A.UsingFlagswithDueDatesforFollowUpIfamessagerequiresafollowupaction,

setafollowupflagonit.Thismarksthe

messageandplacesthemessageinthe

ToDo

list

under

Tasks.

1. InyourInbox,rightclickthemessagethatyouwanttoflagforafollowup.

2. SelectFollow Up (duedateforfollowup).

Toselectafollowupflagquickly,rightclicktheflagiconandselectyourdesiredflag.



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Whileviewingthemessage,clickFollow UpintheRibbonandselecttheDueDate.

YoucansetareminderforthefollowupbyrightclickingthemessageandselectingFollow Up AddReminderIntheCustomdialog

box,clicktheRemindercheckbox

andselectthedateandtimethat

youwanttobereminded.


YoucanspecifythetypeofTodoactionbyrightclickingthe

messageandselectingFollow Up

Custom.IntheCustomdialogbox,usetheFlag to :dropdown

toselectatypeofTodoaction.

Whenyouhavefollowedupwiththemessage,markitascompletebyrightclickingthemessageandselectingFollow Up Mark Complete.Or,clicktheflagiconinthemessagelisttochangeittoacheckmark.

B. ManagingFlaggedMessagesinTasksAllemailmessageswhichhavebeenflagged

forfollowuparelistedintheToDolistunder

Tasks.

Youcan

reply

to,

delete,

or

mark

as

complete

directlyfromtheToDolistbyrightclicking

themessageandselectingtheappropriate

command.


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C. CreatingaFollowUpSearchFolderTheSearchFoldersletyoucreateseparatelistsofmessagesthatmeetcertain

criteria.

1. GotoyourMailareaintheleftnavigationlist.2. IntheMailFolderslist,rightclickSearch Folders

andselectNew Search Folder


3. IntheNewSearchFolderdialogbox,selectMail flagged for follow up.ClickOK.

4. ClicktheFor Follow UpfolderunderSearchFolderstoviewalistofallmessagesflagged

forfollowup.

YoucancreateotherSearchFoldersintheNewSearchFolderdialogbox,such

as

for

Unread mail

or

Mail to and from specific people.

These

are

all

filteredlistswhichdisplayonlythemessageswhichmeetthose

requirements.

ToremoveaSearchFolder,rightclickthefoldernameandselectDelete (nameofsearchfolder) .


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D.UsingColorstoCategorizeYoucanalsocategorizemessageswithcolorsandcategorynames.

1. InyourInbox,rightclickthemessagethatyouwanttocolor.

2. SelectCategorize (colorcategory).

3. Themessagewillbemarkedwithacolorsquarenexttothefollowupflag.

Ifthisisthefirsttimeyouareusingthiscategorycolor,adialogboxwillopen

askingif

you

want

to

rename

the

category.Enteranameifdesired,and

clickYes.Or,clickNotokeepthe

originalname.

Toselectacategoryquickly,rightclickthecolorsquareiconandselectyourdesiredcategory.



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Whileviewingthemessage,clickCategorizeintheRibbonandselectacategorycolor.

Toremoveacategorycolor,rightclickthemessageandselectCategorizeClear All Categories.Or,clickthecolorsquareinthemessagelist.


Torename,delete,orcreatenewcolor

categories,rightclickany

messageandselectCategorize AllCategories ClickNewto

createanew

category.

Selectthecategoryand

clickRenametorenameit.

Selectthecategoryand

clickDeletetodeleteit.

E. ViewingByCategoryOnce

messages

have

been

categorized,

you

can

sort

messagesaccordingtothatcategorization.

1. RightclicktheArrangeBybar. IfyoudonotseetheArrangeBybar,gotoView

Arrange By.

2. SelectCategories. Toshowingroups,rightclicktheArrangeBybar

andselectShow in Groups.

YoucanselectotherarrangementsusingtheArrangeBybar,suchassortingbyFromorSubject.


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F. AddingViewFiltersViewFiltersletyoufilteryourcurrentview,suchasyourInboxorSentItems

folder,sothatyouonlyseeasubsetofmessages.Thisishelpfulfortemporarily

focusingonthatsubsetofmessages.

1. GotoView Arrange By Custom. Or,rightclicktheArrangeBybarandselectCustom. Or,gotoView Current View Customize Current View .

2. IntheCustomizeViewdialogbox,clickFilter

3. IntheFilterdialogbox,enterthecriteriaforthefilter.Forexample,

searchforthewordsABCProjectto

viewonly

the

messages

which

contain

thosewords.

4. ClickOK. Toremovethefilter,gobacktotheFilterdialogboxandclickClear All.



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G.ManagingCurrentViewsIfyouwanttouseacertainviewoften,suchasafilteredview,youcansavethat

viewintheCurrentViewslist.

Outlook

contains

a

list

of

predefined

Current

Views.

Go

to

View

Current View

(selectaview).Or,turnontheAdvancedtoolbarandselectaviewfromthe

Current Viewdropdown.

Tocreateyourowncustomview:

1. GotoView Current Views Define Views

Or,selectDefine ViewsfromtheCurrentView

dropdowninthe

Advancedtoolbar.

2. IntheCustomViewOrganizer,clickNew

3. IntheCreateaNewViewdialogbox,enterthenameofthenewview.Selectatypeofview,and

wherethisviewcanbeused.ClickOK.



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4. IntheCustomizeViewdialogbox,settheoptionsforyourview.Forexample,clickFilterandsetafiltercriteria.Then,clickOK.

5. ClickClosetoexittheCustomViewOrganizer.

H.DraggingEmailstoCalendar/Tasks/ContactsIfyouwanttoaddinformationfromamessagetoanewappointment,task,or

contact,simply

drag

the

message

from

the

Inbox

list

to

Calendar,

Tasks,or

Contactsintheleftnavigation.

WhenyoudragamessagetoCalendar,anewappointmentwindowappearswiththeSubjectandtextofthemessage.Selectyourappointmentdateand

time,andclickSave.

WhenyoudragamessagetoTasks,anewToDowindowappearswiththeSubjectandtextofthemessage.SelectyourToDooptionsandclickSave.

WhenyoudragamessagetoContacts,anewContactwindowappearswiththeNameandEmailaddressofthesender.Enteranyadditionaldataand

clickSave.



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II.ToolstoManageNewMessagesThereareseveraltoolsthatwillletyoumanagenew,incomingmessagesmore

efficiently.

Thefollowingfeatureshelpyouflagandcategorizemessagesquicklyaswellas

createrulestoautomateactionsasmessagesarrive.

A. SettingQuickClickforFollowUpTheQuickClickforFollowUpsettingletsyouselectadefaultDueBydate.

1. RightclickonanymessageandselectFollow Up Set Quick Click

2. IntheSetQuickClickdialogbox,selecttheDueByflag

that

you

want

to

be

the

default

choice.

Click

OK.

3. TousetheQuickClick,clicktheflagiconinanunflaggedmessagetosetthedefaultflag.


B. SettingQuickClickforCategorizeTheQuickClickforCategorizesettingletsyouselectadefaultcategory.

1. RightclickonanymessageandselectCategorize Set Quick Click

2. IntheSetQuickClickdialogbox,selectthecategorythatyouwanttobethedefaultchoice.

ClickOK.

3. TousetheQuickClick,clickthecolorsquareiconinanuncategorizedmessagetosetthedefaultflag.


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C. CreatingaRulefromScratchRulesletyouautomateactions,suchasmovingamessagefromaspecificperson

intoaspecificfolder.

1. WhileviewingyourMail,gotoTools Rules and Alerts.2. IntheRulesand

Alertsdialogbox,

clickNewRule

3. IntheRulesWizarddialogboxforStarting f rom a template or from a

blank rule,select

the

type

of

action

thatyouwanttoperform.Click

Next.



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4. InStep1oftheRulesWizarddialogboxforWhich conditions do

you want to check?,selectthetypes

ofconditionsthatyouwantto

meet.

5. InStep2,clickthetypeofconditiontospecify

theexactconditions.For

example,ifyouclicked

people or distributionlist,theRuleAddress

dialogboxwillappear.

Doubleclickthename

ofthepersonor

distributionlistsothat

itappearsintheFrom

field,thenclickOK.

6. IntheRulesWizarddialogbox,clickNext.



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7. InStep1oftheRulesWizarddialogboxforWhat do you want to

do with the message?,selectthe

actionsthatyouwanttohave

performed.

8. InStep2,clickthetypeofactiontospecifytheexactaction.Forexample,ifyouclicked

specified folder,theRulesandAlertsdialog

boxwillappear.Selectthefolderthatyou

wantto

move

these

message

to,

then

click

OK.

9. IntheRulesWizarddialogbox,clickNext.



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10.InStep1oftheRulesWizarddialogboxforAre there any

exceptions?,selectanyexceptions.

11.InStep2,clicktheexception.Forexample,ifyouclickedspecific

words,theSearchTextdialogbox

willappear.Enterthewordsto

searchforinthesubject,thenclick

OK.

12.IntheRulesWizarddialogbox,clickNext.



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13.InStep1oftheRulesWizarddialogboxforFinish rule setup,

enteranameforyourrule.

14.InStep2,makesureTurn on thisrule

is

checked.

15.ClickFinish.TheRulesandAlertsdialogboxwilllistyournewrule.

16.ClickOK.



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D.CreatingaRulefromaMessageIfyouwanttocreatearulethatwillapplytomessageswithaparticularsender

and/orsubjectandyouhaveanexamplemessage,youcancreatetherule

directlyfromthemessage.

1. Viewthemessage.IntheRibbon,clickCreate Rule.

2. IntheCreateRuledialogbox,clickthecriteriaandaction

thatyouwanttohave

performed.

3. ClickOK.

E. ManagingRules Ifyouhaveseveralrulesthatmightapplytoonemessage,theruleswillbeappliedintheordertheyappearintheRulesandAlertsdialogbox.For

example,if

you

have

one

rule

to

move

amessage

marked

Important

to

an

ImportantMessagesfolderandanotherruletomoveamessagefrom

BillRamireztoanAcademyXfolder,amessagefromBillmarkedas

Importantwillmeetthecriteriaforbothrules.Therulelistedfirstinthe

listwilldeterminetowhichfolderthismessageismoved.

Toeditarule,gotoTools Rules and Alerts.SelecttheruleandclickChange Rule Edit Rule Settings.

Torenamearule,gotoTools Rules and Alerts.SelecttheruleandclickChange Rule Rename Rule.

Todeletearule,gotoTools Rules and Alerts.SelecttheruleandclickDelete.



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III. ToolstoFileCompletedMessagesOnceyouhavehandledamessage,youcandeleteitorfileit.Thereareseveral

toolsthathelpyoufileandarchivemessagesefficiently.

A.CreatingCustomFoldersCustomfoldersletyouorganizemessagesintofoldersthatyoucreate.Youcan

createsubfolderswithintoplevelfolders.

1. RightclicktheInboxintheleftnavigation,andselectNew Folder

2. IntheCreateNewFolderdialogbox,enterthenameofthenewfolderandclick

OK

.

Tocreateasubfolderwithinanexistingfolder,selectthefolderinthe

CreateNewFolderdialogboxbefore

clickingOK.

B. MovingaMessagetoaFolder1. DragthemessagefromtheInboxtothefolderintheleftnavigation.

Or,rightclickamessageandselectMove to FolderIntheMoveItems

dialogbox,selectthefolderand

clickOK.

Or,whileviewingamessage,clicktheMove to Folderdropdowninthe

Ribbon,

and

select

a

folder.

Only

toplevelfoldersarelistedhere.For

asubfolder,selectOther Folderfrom

thedropdown.



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C. ManagingFavoriteFoldersIfthereisafolderthatyouneedtoaccessquickly,setitasa

FavoriteFolder.ThesefoldersappearintheFavoriteFolders

areaaboveMailFoldersintheleftnavigation.


Toaddafolder,rightclickthefoldernameunderMailFoldersandselectAdd to Favor ite Folders.

Toremoveafolder,rightclickthefoldernameunderFavoriteFoldersandselectRemove from Favorite Folders.

D.UsingAutoArchiveInacorporatesetting,emailmessagesandotheritemsinyour

OutlookaccountareactuallykeptonaMicrosoftExchange

Server.Becausethisdataisstoredinacentrallocation,youcan

checkyouraccountfromanycomputerusinganinternet

browser.

However,youmaybeaskedtoarchiveolddataperiodicallyto

savememory

space

on

the

Exchange

Server.

This

data

will

be

downloadedtotheOutlookprogramonyourprimary

computerandwillonlybeaccessiblefromthatprimary

computer.

Afteritemshavebeenarchived,youcanviewtheminthe

ArchiveFolderlistintheleftnavigation.

OutlookwillautomaticallyarchiveolditemsusingAutoArchiveunlessyou

changethesettings.Inbox,Calendar,Tasks,Notes,Journal,andDraftsitemswill

bearchivedafter6months;SentItems,DeletedItemsafter2months;andOutbox

after3months.


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TochangeAutoArchivesettings:

1. GotoTools Options.


2. IntheOthertab,clickAutoArchive

3. IntheAutoArchivedialogbox,selectanynewsettings.ClickOK.

TopreventAutoArchivefromarchiving

aspecific

folder,

right

click

thefolderintheleftnavigationand

selectProperties .IntheProperties

dialogbox,selecttheAutoArchivetab.

MakesureDo not archive items in this

folderisselected,thenclickOK.


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E. UsingManualArchivingYoucanmanuallyarchiveitemsinsteadofusingAutoArchive.

1. GotoFile Archive2.

In

the

Archive

dialog

box,

select

the

top

levelfolderthatyouwanttoarchive.Seta

dateandarchivefileasnecessary.Click

OK.

2008 Nishikai Consulting All rights reserved hn 02/2008

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Outlook 2007 - Managing Inbox Handout