Tips and Tricks for increasing your efficiency in Microsoft Outlook

Transcription

1 Tips and Tricks for increasing your efficiency in Microsoft Outlook 1. Creating and managing folders Creating and managing folders in Outlook can help you keep track of important s/ information and quickly access s that you know will be of importance in the future. An APPR related folder will be of great assistance as you collect artifacts and evidence for the Elements that you ve chosen for this year s Teacher Evaluation process. To create a new folder, right click on the icon label Mailbox Your Name. You ll see the options shown below. You want a New Folder You can now name and create a folder based on your need. See the examples shown below.

2 It is also possible to create sub folders. Perhaps you want to create a general Parent Contacts folder, then have a subfolders within it for each school year. Perhaps you would like to create subfolders within your APPR folder for each of the elements that may have s serving as artifacts. To create a subfolder, right click on the folder that will contain the subfolder(s) and repeat the process of creating a new folder. I ll create a subfolder (within my APPR Artifacts 2013) for a specific element the APPR rubric. After you click OK. You ll notice that you now have a + icon that be clicked to expand the folder and show all sub folders. Clicking the will collapse the folder and hide it s contents. Element VI.4 is now a subfolder of APPR Artifacts 2013 You can now drag and drop s into any of your newly created folders. Just remember, this will move them from your inbox and you will no longer see the if you are searching your inbox.

3 2. Using the search/ find feature. Quickly locating s and attachments is an essential part of navigating Outlook. The Find feature should be located along the toolbar at the top of Outlook. If you do not see Find, right click on the gray area of the toolbar and make sure Standard is checked (see below). Clicking on the Find feature will bring up a search field that allows you to specify what you are searching for and what folders you are searching in. There is also the option of running an Advanced Find. This feature is located in the options drop down on the right side of the Find feature.

4 Using the advance find feature allows you to specify what key words you are searching for, where in the you expect to find the key words, who the was from/ sent to and more. 3. Using the Arrange By: function. If you are searching for an or series of s, and you know who sent them to you, the Arrange By: feature will allow you to quickly access and review all s sent to you by a specific sender. Simply right click on Arranged By field and select the From option. You ll notice that there many additional options as well. More on these later. Your s will now be listed by sender. If you previously had an highlighted, the list will begin around the last name of whomever sent you the highlighted . For example, if I had previously been viewing an from Delsignore, Frank and the is highlighted, my newly arranged list will start at/ around the senders with a last name starting with D. If no had been highlighted, you will start at A. However: if you single click on an and being typing the last name that you are looking for, Outlook will jump to the s from the individual that you began typing.

5 Arrange by size and arrange by attachment can also be very helpful. Arranging by attachment will show you all with attached documents, making it easier to find any documents that were recently sent to you. Arranging by size is an excellent way to clean up a full mailbox. Notice the image above. I ve arranged by size and can see that Outlook is set up to show Largest on top. If you do not see Largest on top, just single click in that field. Outlook has arranged my s and is indicating to me which of them are Huge, Very Large, etc. If I find any huge or very large s that I no longer need, I will right click and delete them. Once you ve deleted large s, be sure to right click the Deleted Items folder and select Empty Deleted Items Folder.

6 4. Using the Organize feature and creating a Signature. If you select the Tools drop down menu, then the organize feature, you will see that a few potentially helpful options are available. One such option can be found in Using Colors. Within this menu, you have the option to apply specific color codes to messages coming from a particular sender. You also have the option of applying a color code to messages that are sent specifically to you. Simply fill in the appropriate fields, then click either Apply Color or Turn on. Creating a signature The option to put a signature on your s is found in the Tools drop down menu, then in the Options field. Signatures can be found within the Mail Format tab.

7 At this point, you ll need to click on New.. and create a signature if you don t already have one, or click Edit and modify your existing signature as needed. 6. Archiving old (and accessing archived mail). Tired of getting the Your mailbox is almost full message? Or, worst yet, not being able to send a message because you ve exceeded your mailbox size? Frequently archiving your mail will prevent you from seeing these messages. The option to Archive can be found in the File drop down menu. The archive window features the options shown below. You can designate which folder to archive (most likely your Inbox and Sent mail are the biggest) simply by clicking on it.

8 You can also designate what the cutoff date is for items that you d like to archive. Remember: You still have access to archived s! Finally, you can indicate where to save your Archive File. I suggest just putting it in your My Documents folder. To do this, first click on Browse You ll see the window below. Outlook wants to save your archive file in a folder that it has specified, but let s tell it to save it in My Documents, because it ll be easier to remember. Once you see that you are in My Documents, click OK. Then click OK in the Archive window to complete the process.

9 An Important Note (or two): You have just manually Archived and told Outlook to put the Archive file in your My Documents folder. Outlook will periodically try to AutoArchive and a window will pop up asking you to do so. From here on out, you ll want to click answer NO. AutoArchive will try to store your archive file in a different folder (than My Documents) and Outlook will get confused. The next time you manually Archive, you may have to designate that Outlook save to My Documents again. You ll just have to browse and select My Documents just like you did the first time. Accessing your archived content: The All Mail Folders section of Outlook should now have a new addition to it Archived Folders. When you click on the plus sign to expand these folders, you Will see all of your archived content. 7. Turning off the New Mail Desktop Alert Occasionally, s may have subject titles that you do not want flashing across the screen that you have projected in front of your class. Turning off the New Mail Desktop Alert will address these. To turn off this feature, first go to the Tools drop down menu, then choose Options You should see the window below. Click Options

10 This will open the window shown below. Next, click Advanced Options Finally, UNCHECK Display a New Mail Desktop Alert