Clean Up Rules Quick Steps Search Tools Change Views Export Data Convert to tasks Contact Groups. Outlook Functions

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1 Clean Up Rules Quick Steps Search Tools Change Views Export Data Convert to tasks Contact Groups Outlook Functions

2 Clean Up: New ways to manage conversations and remove redundant s: Rules: o Remove a conversation from the inbox folder: o Notes: Click on Home/Clean Up Options include Clean Up by Conversations / Folder / Folder & Subfolder Click on Clean Up by Conversation Click on Clean Up to clean up redundant messages If you select Home / Clean Up / Settings or File / Options / Mail, you will be able to specify defaults for clean up. Items are listed under Conversation Clean Up. These conversations / threads can be from different folders. Automate the processing of your incoming s by creating rules. You specify a criteria and the action you want performed when the criteria is met. You can create these rules by using the rules wizard or starting from a blank rule. Examples include: 1

3 Create a rule using the rules wizard to move any incoming with the subject Compliance or GLBA to the Compliance folder: Click on File / Info or Home tab / Rules Click Manage Rules and Alerts Click New Select Move messages with specific words in the subject to a folder and click next Which conditions do you want to check check with specific words in the subject On step 2, Edit the rule description (bottom box), click on specific words Type Compliance and click Add, type GLBA and click Add / click ok Click on specified (in the bottom box) and select folder and click ok Click next / next / give rule a name / click finish / ok Quick Steps: Turn a multi-step process into one step: Examples include reply and delete, forward to manager Create your own quick steps Use quick steps to reply and delete an 2

4 Open an From the message tab, click on Reply & Delete Enter you message and click send The reply is sent and the is deleted Use quick step to create a multi-step process (Forward to committee members): Locate the Quick Step group from the Home tab and click the More arrow Click New Quick Step Select Forward To Click on TO and select desired names Click OK & Finish Edit existing quick steps: From the Quick Step group, click on More arrow Click Manage Quick Steps Select the Quick Step & click Edit Make desired changes and click Save & OK Notes: Other Manage Quick Step options include: New, Duplicate & Delete Search Tools: With the amount of in our folders, it can be time consuming to find an old . If you don t add enough information to the search criteria, too many items are returned. Version 2010 includes many useful search options: o All Outlook Items searches mail, calendar, contacts, etc. o Unread show all unread items o Mail with attachment click More / Attachments / click on attachment line and select Yes 3

5 Views: Locate any from a specific person that also has attachments: Click in the Search box (top right below ribbon) The Search Tab automatically appears in the ribbon / click on From and enter person s name (name will be highlighted on the list) Click on Has Attachments (the search narrows the results) Click on More to view additional search options Change and format your views by selecting the View tab. Useful view options include: o Arrangement group (sort order): Date, From, Subject o Show as Conversation (group same subjects together) o Change View (conditional formatting based on criteria) o View Navigation Pane, Reading Pane, To-Do Bar, People Pane Use the Arrangement group and change the sort order of your s: Click on View tab Click From (Arrangement group) Click on the More arrow in the Arrangement group and select Subject Click on Date Show your messages as conversations (threaded view): When you view your messages in a conversation view or threaded view, your s are arranged by subject then by date. Views are a great way to organize your . A conversation view allows you to group the messages by subject & date so you can easily get caught up with the conversation. The feature is handy if you have been out on vacation and now have a great number of s to read. When you read the first in the conversation, you may have enough information where the other s in the thread are no longer needed. 4

6 o Change your view to arrange by conversation: Click View Check off Show as Conversations Select This Folder to set up this view for this folder (Inbox) only o View an conversation: A conversation will have an arrow next to the subject heading. Click on this heading to view the s from that conversation. o Move the conversation/thread to another folder: Click on the conversation heading and drag it to another folder. The whole conversation will be moved to another folder. Change your view so all s from a key person appear in red: Click on Mail from the Navigation Pane Click on View tab Click on View Settings Select Conditional Formatting Click on Add Type a name for this rule Click on Font / select a Color / ok Click on Condition Click on From and select the desired person / click ok 4 times to save 5

7 Export Outlook Data: You can export your data from Outlook to use with other programs. You may want to export a range of dates from your calendar or export your contacts to Excel. Once in Excel, you can sort, filter and manipulate your data. Export your Outlook contacts to Excel: Click on File / Options / Advanced Click on Export Choose an action to perform: click on Export to a file / click Next Create a file of type: select Microsoft Excel / click Next Select folder to export from: select Contacts / click Next Export to a file: click Browse to select drive & folder location / enter a file name / click ok / click Next / click Finish Miscellaneous: Workflow: to Tasks & Calendar items Convert s (without attachments) to tasks or calendar items: From your list view, click on the item and drag it to the Task folder icon (left Navigation Pane) Update the title to make it a next action item Set a due date Click Save and Close OR Mark your with a follow-up click Follow up from the Home tab and select date reminder option Convert s (with attachments) to tasks: From your list view, RIGHT click on the item and drag it to the Task folder icon (left Navigation Pane) Select Move Here as Task with Attachment Update the title to make it a next action item Set a due date Click Save and Close 6

8 Creating and sharing Contact Groups (distribution lists): Select Contacts / New Contact Group Name your group Click Add Members You can add members from Outlook Contacts, Address Book or New Contact Select Outlook Contacts and locate and select desired names Click Save and Close To Send Contact Group to another Outlook user: Right click on the contact group name Select Forward Contact Select As An Outlook Contact (the group will be listed on the attached line) When the user receives the , they can click and drag the attached contact file to their Contacts on the Navigation Pane. If they don t see Contacts, they can click on the Restore Down button on the top right next to the x. 7

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