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Organizing Outlook Email Keitaro Matsuoka – Romeoville/Joliet
| Date post: | 12-Apr-2017 |
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Organizing Outlook EmailKeitaro Matsuoka – Romeoville/Joliet
May 3, 2023 2
Organizing emailFinding MessagesTips and Tricks
For Today
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Organizing Email
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Create a new folderRight click on a message and move or copy
Home | Move | Always Move Messages in This Conversation
Drag and drop
Moving Messages to Other Folders
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You can create reminders by:Following up to an email (Use Custom)Setting up an Appointment in CalendarCreating a Task
Go to View | Reminders Window to view due or overdue reminders.
Reminders
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You can:Flag existing messageFlag when creating a new message
Go to Search | Flagged to find reminders.
Flags
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To change to conversation view, choose Show as Conversations.
Then Inbox messages appear in the order received. Look for the arrow next to the message block to expand the thread. Unread messages are bolded.
Conversations
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Outlook creates a conversation from a series of emails with the same subject line or conversation ID. A conversation ID is a hidden property of Exchange Server.
What is a Conversation?
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Yes, use the Ignore button.
This happens at the server level, so you don’t have to open Outlook to make this work.
To unignore a conversation, unselect the Ignore button, or wait 14 days.
Can I Ignore a Conversation?
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Similar to Labels in Gmail.
Categories let you group Outlook items to “categories” without physically moving the items from their original folders. The advantage is that the same item can reside in different categories.
Categories
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Home tab | Tags | Categorize. Use a “safe” name. The category order is alphabetical. You cannot change it.
Does not work with IMAP.
Creating Categories
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Right-click on a message and select Categorize.
Home tab | Categorize button
Automatically via Rules: Home | Tags | Create Rule
Applying Categories
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Use Search field near the top and filter by category.
Viewing Categories
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Message | Move | Edit Message
Why?Summarize informationInsert key words for searching laterAdd details to “Copy to Email”-ed message
Edit An Incoming Message
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Viewing and Finding Messages
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Click on the “heading” (look for the triangle).
Recommended: turn off Show in Groups
Sorting
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To view unread messages, click on Unread
Zooming
Get more real estate while reading a message
Viewing Messages
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Use the search box. Tip: use the shortcut to jump to the search box.
Searches are not case sensitive.
Select Has Attachments to look for messages with attachments.
Finding Messages
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Outlook only matches the first letters of a word.Example: search for ‘stan’ will find ‘Stanley’ but not ‘understand’.
Attachment file names are not searchable!
Search Quirks
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Outlook Rules
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Home | Rules | Manage Rules and Alerts
The benefit over other features is that you can automate doing some of these organization tasks when the messages arrive.
Creating Rules
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COPY – copy rather than recreate a rule.
DELETE – Deletes the rule. Recommended: Disable a rule instead.
UP | DOWN – Rules are processed from top to bottom.
RUN RULES NOW – run a rule one time.
Rules of Rules
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Use Rule description to edit a rule.
Go to Tools | Rules and Alerts to create a new rule. This will bring up the Rules Wizard dialog box.
You can read more about the rules here.
Configuring Rules
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You can write an email now and send it later.
Why delay sending a message?Birthdays or anniversariesTime zone differencesYou will be offline
Delaying Email
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Options tab | Delay Delivery button. This will open the Options dialog box.
Note that Outlook does a terrible job of recording the actual dispatch time of delayed emails.
How to Delay
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Tips and Tricks
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Resend This Message – Go to Sent Items folder and open the message you want. Go to Actions | Resend This Message.
Add Week Numbers to Calendar – File | Options | Calendar | Display Options. Click Show Week Numbers…
Set Up Google and Hotmail/Outlook.com Accounts in your Outlook
Tips and Tricks
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New Message Attach File
Go to Options Search
Turn a message into a meeting
Open calendar
Shortcut Keys
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Resources
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Resources
groovyPostOutlook 2016 TutorialMakeUseOf.comMicrosoft Support
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May 3, 2023 31
[email protected](815) 306-2657
www.linkedin.com/in/keitaro
Questions?
www.slideshare.net/KeitaroMatsuoka
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