Folder Management in Outlook for Macintosh

Transcription

1 Folder Management in Outlook Introduction Learn to create and manage folders in your mailbox on the Exchange server, in Personal Folders saved on your computer s hard disk or to a local network server, or in Public Folders. You can use personal folders as an archive for older messages that you want to keep but do not need to access frequently. Public folders are used to make information available to other users on the Exchange system. Discover how to give people access to a public folder, post information for many people to see, and work with a folder s properties. Objectives In this course, students will learn the fundamentals of Folder Management using Outlook. Upon completion of this course the student should be able to: Prerequisites create and manage folders on your computer, local network, and the Exchange server create and manage public folders give other people access to a public folder post information for many people to see work with a folder's properties benefit from the Favorites folder You must have a SOM Exchange account. It is assumed that the participants in this workshop have either taken the Introduction to Outlook workshop or have equivalent skills. Other Outlook training available Outlook: Introduction Outlook Web Access Outlook: Message Management Outlook: Rules Management Outlook: Calendar Management Outlook: Tasks Management Outlook: Folder Management Outlook: Granting Folder Access This handout, along with additional supporting Outlook handouts, and other information can be found at Academic Computing Services 1 Folder Management in Outlook

2 Folder Management in Outlook Outlook saves items of information you create and receive in folders. These folders can be located on the Exchange server, in Personal Folders on your computer s hard disk, or on a local network server. When you choose an icon in the Outlook Bar, Outlook opens the folder associated with that icon and displays the items contained in the folder in an Information viewer. With the folder list displayed, you can access the contents of any folder by clicking the name of the folder. Folders are stored in your mailbox on the Exchange server and are used to manage information in your Exchange account. Your mailbox is displayed in the folder list as Mailbox your name, and contains four default folders: Deleted Items, Inbox, Outbox, and Sent Items. You can create as many folders as you want for storing related information. All folders created under your Mailbox, reside on the Exchange Server. NOTE: Additional folders appear in the folder list for the Macintosh client but they do not function. These folders are: Calendar, Contacts, Drafts, Journal, Notes, and Tasks. Personal Folders files will be listed in the folder list. Personal folders reside on your computer, not the Exchange server. If you use another computer, you will not be able to see items stored in Personal Folders. You can use Personal Folders as a place to store items you want to keep, but that you don t need to access from multiple locations. Items in your Personal Folders do not count against your storage space limit (40MB) on the Exchange server. Also, you can have more than one Personal Folders file. You can create additional folders, and you can create subfolders below the default ten folders as well as below any other folders you create. You are not limited to having only one Personal Folders file and one set of folders. Each Outlook folder can contain one type of Outlook item, other Outlook folders, and files. If you attempt to save an Outlook item of one type in an Outlook folder that is intended for Outlook items of a different type (e.g. a mail message in a calendar folder), Outlook automatically converts the item being saved into an Outlook item of the type the folder holds. Although an Outlook folder can contain Outlook items of only one type, it can contain Outlook subfolders that contain Outlook items of a different type. Folders are arranged in a tree structure with the root name at the top. This root name represents a Personal Folders file or a mailbox on the Exchange server. The folders in which Outlook saves items are listed under the root name Academic Computing Services 2 Folder Management in Outlook

3 Creating a new folder or subfolder The new folder can be a top-level folder (at the same level as the default Outlook folders), a subfolder under a top-level folder (either one of the default Outlook folders or a top-level folder you have created), or a subfolder within an existing subfolder. 1. Be sure the folder list is displayed. If not, click the View menu and select Folder List. 2. Select the folder under which you want the new folder created. 3. Click the File menu and select Create Subfolder. The New Folder dialog box appears. 4. In the Folder name: field, type a name for the new folder. It should be a different name from any folder that already exists at the same level as the new folder. 5. Click OK to create the folder. 6. Outlook asks whether you want to place a shortcut to the new folder or subfolder on the Outlook Bar. Click Yes or No according to your preference. TIP: If you create folders you are going to access frequently, it is convenient to add icons representing those folders to the Outlook Bar. If you did not add a shortcut to the Outlook Bar when the folder was created, you can add one at any time. Select the folder you want to add to the Outlook Bar. Drag the folder onto the Outlook Bar Academic Computing Services 3 Folder Management in Outlook

4 Use the arrows that appear to position the shortcut where you want it. The new folder or subfolder appears in the folder list. The plus and minus buttons appear next to folders that contain subfolders. Click the plus button (+) next to the folder to display subfolders, or the minus button (-) to hide subfolders. Opening a folder or subfolder in a new window You can open a folder in its own window. Select the folder. Click the View menu and select New Window. By doing this, you can have two or more Outlook folders visible at the same time. This is helpful when you want to refer to information in one Outlook folder while you are working with information in another. Copying a folder or subfolder You can copy any folder or subfolder, including Outlook s default folders, and its contents to another location within your folder list. 1. Control-click the folder that you want to copy. 2. Select Copy from the pop-up menu. The Copy dialog box appears. 3. Select the name of the folder under which you want the new folder to be. You may need to expand the folder list. TIP: You can copy a folder or subfolder by dragging it to a new location while pressing the [Option] key on the keyboard. 4. Click OK. When you copy a folder or subfolder, the copy has the same name as the original. Outlook will let you have two or more folders or subfolders with the same name providing those folders are not at the same level of the folder structure. Moving a folder or subfolder You can move only those folders or subfolders you have created (not Outlooks default folders), including their contents, to other locations within your folder list. 1. Control-click the folder that you want to move. 2. Select Move from the pop-up menu. The Move dialog box appears. 3. Select the name of the folder under which you want the new folder to be. 4. Click OK. TIP: You can move a folder or subfolder by dragging it to a new location Academic Computing Services 4 Folder Management in Outlook

5 Deleting a folder or subfolder You can delete a folder or subfolder you create, but not one of Outlook s default folders. When you delete a folder, Outlook moves that folder and its contents into the Deleted Items folder. Control-click the folder you want to delete and select Delete from the pop-up menu. TIP: You can delete a folder or subfolder by dragging it to the Deleted Items folder. The folder immediately disappears from the folder list. The deleted folder becomes a subfolder of the Deleted Items folder. You can, if necessary, drag the folder and its contents from the Deleted Items folder back into its original (or a different) place in the folder structure. Renaming a folder or subfolder You can rename a folder or subfolder you have created, but not one of Outlook s default folders. 1. Control-click the folder you want to rename and select Rename from the pop-up menu. 2. In the New name: field, type a new name for the folder. 3. Click OK. Creating a Personal Folders file A Personal Folders file is a file that contains folders, messages, and files. Outlook does not limit you to having only one Personal Folders file. You can create any number of Personal Folders files to store related items on your hard drive or to back up folders. A Personal Folders file appears in the folder list with the default name Personal Folders. You can work with a Personal Folders file as you would with any other file. You can save, copy, and move it to another location on your hard drive or local file server. 1. Click the Tools menu and select Services. The Services dialog box appears. 2. Click Add. The Add Service to Profile dialog box appears Academic Computing Services 5 Folder Management in Outlook

6 3. In the Available information services: field, select Personal Folders. 4. Click OK. The Create/Open Personal Folders File dialog box appears. 5. Click New. The default folder location is Hard Drive/Microsoft Outlook. The Save File as Type: field should default to PST Files. You can create a new Personal Folders file in any folder, but it makes sense to create the new Personal Folders file in the same folder as an existing Personal Folders file. 6. In the Save as: field, type the name of the Personal Folders file. The name given here is the name that appears in your hard drive. NOTE: Each Personal Folders file has two names. One name is the file name you see in your hard drive. The other is the name you see in the Outlook folder list. If you create more than one Personal Folders file, you may want to denote the difference with the file name (e.g. Personal Folders ProjectX). 7. Click Save. The Create Microsoft Personal Folders dialog box appears Academic Computing Services 6 Folder Management in Outlook

7 8. In the Name: field, type in a name that identifies the purpose of the new Personal Folders file. This is the name that appears in your Outlook folder list. It is recommended that this name be the same as the file name you typed in the previous dialog box. 9. Under the Encryption Setting section, accept the default of compressible encryption. 10. If you want to password-protect the new file, type a password in the Password: field, and then again in the Verify Password: field. CAUTION: Be careful when protecting the file with a Password. In this case, there will be no way to access your Personal Folders file if you forget the password. The file will be permanently locked inside your computer. 11. Leave the Save this password in your password list field unchecked. 12. Click OK until all open dialog boxes are closed. The new Personal Folders file appears in the folder list. By default, the only folder contained in the file currently is a Deleted Items folder. Removing a Personal Folders file from the folder list If you no longer need a certain Personal Folders file, you can remove it from Outlook so that it no longer appears in the folder list. 1. Click the Tools menu and select Services. The Services dialog box appears. 2. Select the Personal Folders file you want to remove from the Services. 3. Click Remove. 4. Outlook gives you a warning message stating Are you sure you want to remove this information service from the profile?. Click Yes. 5. Click OK to close the Services dialog box. After you have removed a Personal Folders file, that file still exists on your hard drive, it is just not available to Outlook. The file can be deleted from your hard drive or your local server if you no longer need it Academic Computing Services 7 Folder Management in Outlook

8 Re-Adding an existing Personal Folders file to the folder list After a Personal Folders file has been removed from the folder list, it can be re-added to the folder list again. 1. Click the Tools menu and select Services. The Services dialog box appears. 2. Click Add. The Add Service to Profile dialog box appears. 3. In the Available information services: field, select Personal Folders. 4. Click OK. 5. Locate and select the Personal Folders file that you want to re-add to the profile. NOTE: The default folder location is Hard drive / Microsoft Outlook. 6. Click Open. The Personal Folders dialog box appears. 7. If necessary, make modifications as needed. Click OK. The Personal Folders file appears on the folder list again. 8. Click OK to close the Services dialog box. Using a folder s pop-up menu (or Context menu) You can display any folder s pop-up menu by control-clicking that folder s name in the folder list. Several of the items in a pop-up menu are not available for Outlook s default folders, because you can only move, delete, or rename folders you create, not Outlook s default folders. Understanding Folder Properties Each Outlook folder has a set of properties that you can customize Academic Computing Services 8 Folder Management in Outlook

9 1. Control-click a shortcut icon in the Outlook Bar or control-click a folder name in the folder list to display the folder s pop-up menu and then select Properties. The Properties dialog box for the selected folder appears. General tab specifies a new name or a description for the folder and displays its location. Views tab defines views for the folder. Administration tab specifies the initial view for the folder, adds the folder address to your personal address book, opens the Folder Assistant dialog box, and sets other options. Permissions tab defines the default permissions for users of the folder and sets access permissions for specific users. If this is a folder that someone else created, such as a public folder, there is a Sharing tab instead of the Permissions tab. Synchronization tab specifies whether a folder is available only when online or when both online and offline. 2. Use the blank box under the Description: field to type information about the folder. 3. Click OK to exit the Properties dialog box. Using Public Folders Unlike mailboxes and Personal Folders where you store information for your own private use, public folders are an easy and effective way to collect, organize, and share information with others in your department or across campus. They do not use any of your personal account space. Public folders are stored on the Microsoft Exchange Server. They are easily accessible from either the full client program or Outlook Web Access. Access permissions determine who can view and use the public folder. Public folders are used to make information available to many people. The process of putting information into a public folder is known as posting. The information in a public folder can be a message, file, calendar, or contact item. You can use public folders for: Posting information for many people to see. Maintaining a moderated or an unmoderated electronic bulletin board. Sharing Outlook items (shared contact lists or group calendars) with other people. Sharing files created in other applications such as documents created in Word. Recording and reviewing information that is constantly updated. Providing quick and easy access to information. Creating a Public Folder Public folders are created within the existing Public Folders structure on the Exchange server. Under the Public Folders area, each department has its own public folder. Each 2000 Academic Computing Services 9 Folder Management in Outlook

10 department is assigned a folder manager. That folder manager is responsible for assigning each person associated with that department permissions to create folders within their own departmental public folder. Although you can have rights to view a folder in another department, you only have permission to create folders within your own department s public folder. Creating a public folder involves creating the folder itself and then setting design properties for that folder. There are two ways to create public folders. One is to create a subfolder under your departmental public folder and the other is to create a new discussion folder under your departmental public folder. Creating a subfolder under a Public Folder 1. Be sure the folder list is displayed. It doesn t matter which Information viewer is displayed. 2. Expand the Public Folders folder by clicking the plus (+) sign next to it. 3. Expand the All Public Folders folder by clicking the plus (+) sign next to it. 4. Locate and select your department s public folder. 5. Click the File menu and select Create Subfolder. The New Folder dialog box appears. 6. In the Folder name: field, type a name for the new public folder. 7. Click OK. The new folder appears in the Public Folder list, in its correct alphabetical position, as a subfolder of your department s public folder. You now own the folder. Although 2000 Academic Computing Services 10 Folder Management in Outlook

11 all the permissions are inherited from the top departmental folder, you can modify who has access to this public folder. Creating a New Discussion Folder under a Public Folder Creating a new discussion folder makes it easy for you to quickly find unread items in the discussion folder for a particular conversation thread. The Unread By Conversation view is the default personal view applied to the new discussion folder. 1. Be sure the folder list is displayed. 2. Expand the Public Folders folder by clicking the plus (+) sign next to it. 3. Expand the All Public Folders folder by clicking the plus (+) sign next to it. 4. Locate your department s public folder and select the public folder you want the New Discussion Folder to be located under. 5. Click the File menu and select New Discussion Folder. The New Discussion Folder dialog box appears. 6. In the Folder Name: field, type the name of the new discussion folder. 7. In the Description box, type the description of the folder. TIP: By typing in a description, you can use the Find Public Folders command from the View menu to search for folders with the specified description. 8. Click the Add this folder to my favorites field to add the folder to the Favorites folder. 9. Click the Place a shortcut to this folder on my Desktop field if you want Outlook to create a shortcut on your desktop to the new discussion folder. TIP: You can also attach the shortcut to an message to notify other user of the new discussion folder. 10. Click OK Academic Computing Services 11 Folder Management in Outlook

12 The new discussion folder appears in the Public Folder list, in its correct alphabetical position, as a subfolder of your department s public folder. You now own the folder. Although all the permissions are inherited from the departmental folder, you can modify who has access to this public folder. Giving people access to a Public Folder After you create a public folder, you own it and you control who has access to it. Access to a public folder can be restricted to a few individuals or a group. As the folder owner, you can define specific permissions for each user. A person must have permissions to view all folders above the discussion folder in order to access the subfolder. Available Permissions Permission Types Access Ownership Delete Individual Permissions Create items, read items, edit own items, edit all items, create subfolders, folder visible Folder owner, folder contact Delete own items, delete all items Predefined Roles Role Author Contributor Custom Editor Non-editing Author Owner Publishing Author Publishing Editor Permissions Create, read, modify, and delete own items and files Create items and files. This allows users to drop items in a folder but not read them after they are dropped. any combination of permissions Create, read, modify, and delete all items and files Create and read items, delete own items Create, read, modify, and delete all items and files; create subfolders; set permissions for other people to access the folder Create and read items; modify and delete own items, create subfolders Create, read, modify, and delete all items and fields; create subfolders 2000 Academic Computing Services 12 Folder Management in Outlook

13 Reviewer Read items 1. Control-click the folder for which you want to assign permissions and select Properties from the pop-up menu. The folder s properties dialog box appears. 2. Click the Permissions tab. NOTE: The Properties dialog box has a Permissions tab only for the public folders you own. If you open the properties dialog box of a folder that someone else created, there is a Summary tab instead of a Permissions tab. The Summary tab allows you to see your permissions for that folder and who owns the folder. Outlook defines default permissions to: Default, Anonymous, your own name and all staff in your department. Default defines the permissions everyone who has an Exchange account gets unless you specifically give a person different permissions. Outlook assigns the permission of None to default users. With the permission None, anyone with an Exchange account can see the folder name in the Public Folder list but it does not automatically allow them access to the information in that Public Folder. Anonymous defines the permissions given to people who do not have an Exchange account but, if the server administrator allows, can log on to the SOM Exchange Server as Anonymous. The same permissions apply to people who log on as Anonymous by way of Outlook Web Access (OWA). By default, Outlook assigns no permissions to anonymous users. Currently, anonymous access via OWA is not active on SOM's Exchange Server. Your own name defines the permissions you have as the owner of the public folder. By default, Outlook assigns Owner permissions to the person who created the folder Academic Computing Services 13 Folder Management in Outlook

14 All staff in your department defines the permissions carried into the subfolder for all the staff associated with your department. You can delete any and all staff as well as change their permission settings for the folder you create. The first name in the list is selected. While selected, the permissions section in the bottom part of the dialog box shows the permissions given to default users. You can select one of the other names to see the permissions given to them. For each name in the list of users, the Permissions section of the dialog box shows permissions in two ways. The Roles: field shows permissions in terms of a predefined role. Below that are check boxes and option buttons that show the individual permissions associated with the role. You don t have to accept the default permissions Outlook assigns. You can change the default permissions on one person or a group of people. Changing a person s or group s permissions 1. Select the person or group in the users list. 2. Next to the Roles: field, click the drop-down list and select the role you want to assign. The check boxes and option buttons below Roles: change to show the individual permissions associated with the new role. ALTERNATIVELY: If you click the check boxes and option buttons, you can assign specific permissions to a person or group. If you select a combination of check boxes and option buttons that correspond to a predefined role, the name of that role appears in the Roles: field. If not, the Roles: field contains the word Custom. Adding a person or group to the permissions list 1. Click Add. The Add Users dialog box appears. 2. Type the name of the person for whom you want to assign permissions Academic Computing Services 14 Folder Management in Outlook

15 3. If you want to select everyone in your department, click Find. In the Department: field, type the name of your department. When the search is done select all entries without a globe beside their name. Names without globes indicate a user has an Exchange account. Entries with a globe are external SOM addresses (i.e., DMC, Wayne, Karmanos). External addresses cannot be assigned permissions to a Public Folder. 4. Click Add -> to move the selected name(s) in the Add Users field. 5. Click OK. The Properties dialog box reappears listing the names of the new people along with the permissions you previously assigned to Default users. By default, the Role of the new names is set at None. 6. Select the new user(s). You can select them individually, all at once, or any combination of them. 7. Either assign a role to the new user(s) or select the individual permissions you want them to have. 8. Click OK to close the Properties dialog box. Deleting a person s or group s permissions 1. To delete the permissions a user was previously given to access the public folder, control-click the folder for which you want to change the permissions and select Properties from the pop-up menu. The folder s Properties dialog box appears. 2. Click the Permissions tab. 3. Select that user s or group s name and click Remove. Outlook immediately removes the user s name from the list of users. Posting information to a Public Folder Whether or note you own the Public Folder, you can post Outlook items or files to a public folder for which you have Create Items permissions. After you post an item in a public folder, other people who have permission can read it and possibly respond to it. The chain of responses is known as a conversation. A conversation has a name that is the same as the subject of the message that started the conversation. Posting a message 1. Open the public folder into which you want to post information. 2. Click the Compose menu and select New Post in This Folder. A New Post form appears. 3. In the Keywords: field, type a word(s) or phrase(s) that are associated with the subject of an item posted in a public folder. You can find information in a public folder by searching for keywords. 4. Type a subject in the Subject: field. When you press the [Enter] key or the [Tab] key the subject text appears as the name of the conversation in the header. 5. In the large blank area, type your message Academic Computing Services 15 Folder Management in Outlook

16 NOTE: You can add attachments by clicking the Insert menu and selecting File. 6. Click Post. The item is posted to the public folder. The posted item appears in the Public Folder s Information viewer in the same way as received appears in the Inbox Information viewer. Anyone who has read access can read items in that public folder by double-clicking the posted item s header to see the item in the Discussion form. Posting a file You can post a file created in any software program by using the drag drop feature to move something into a public folder. 1. Locate the file you want to post. 2. Arrange the windows so that you can see Outlook and the file you want to move to the public folder. 3. Expand the Public Folders folder by clicking the plus (+) sign next to it. 4. Expand the All Public Folders folder by clicking the plus (+) sign next to it. 5. Locate your department s public folder and then locate the folder in which you want post the file to. 6. Drag the file from the other window and drop it on the public folder you want the file added to. If you do not have adequate permission to post to the public folder, Outlook provides a warning message. Click OK to exit the warning message. Responding to a post When you read something that another person has posted in a public folder, you may want to respond to it. Anyone who has Create Item permission for the public folder can post items to that folder. Instead of creating a new post, you should reply to the existing one. At that point, you are creating a conversation in which your reply is linked to the original message. 1. Open the original post you want to respond to. 2. Click Post Reply to Folder. An untitled new post form appears with the original post and space above it for your response. 3. In the Subject: field, type in a subject. The original subject is not automatically included Academic Computing Services 16 Folder Management in Outlook

17 TIP: You can modify the Keyword: field if needed. 4. In the body, type your reply. 5. Click Post. Using the Favorites Folder The Favorites folder in the folder list is an Outlook public folder that contains an abbreviated subset of the public folders available on the Exchange server. The Public Folders list could possibly contain thousands of folders, only a few of which you might need to access regularly. To simplify access to frequently used public folders, you can copy a public folder from the All Public Folders section of the folder list into the Favorites section. To copy a public folder, drag the name of the public folder from the All Public Folders section to the Favorites section. After you have done that, you can access a public folder by selecting it from the few folders listed in the Favorites section instead of from the many folders listed in the All Public Folders section. Unlike a public folder, the name of a Favorites folder appears in bold when it contains items that you have not read. Also, the number of unread items in the folder appears in parenthesis to the right of the folder name. In addition, you can rename each Favorites folder to a name that is more meaningful to you. If you delete a public folder from the Favorites folder, it does not affect the original public folder. Finding Public Folders 1. Click the Tools menu and select Find Public Folders. The Find Public Folders dialog box appears Academic Computing Services 17 Folder Management in Outlook

18 2. The Look in: field displays All Public Folders. To select a different folder, click Folder, and then select the folder that you want to search. 3. Under the Find folders that meet the following conditions section, type or select the conditions that you want to search for. In the Contains Text: field, type a word(s) or phrase(s) that the folder contains. Click the drop down arrow next to the In: field to select where the search should look for the items in the Contains Text field. Click Folders Created Since field to search for a folder that was created on or after a specific date. 4. Click Find Now. 5. Items that meet the search conditions are displayed at the bottom of the dialog box. 6. If you want to stop the search, click Stop. want to do a different search, click New Search. are done with the dialog box, click the close box. Creating an Outlook Bar shortcut for a folder You can add shortcut buttons on the Outlook Bar to provide quick access to folders. 1. Locate the folder you want to make a shortcut to on the Outlook Bar. 2. Drag the folder to the Outlook Bar. The black line will guide the placement of the shortcut. 3. A shortcut to the folder appears in the Outlook Bar. Changing a folder s view You can change how items are viewed in all folders. Views can make information sharing much easier. Views allow the default options to be personalized and tailored so that the information in a Public Folder is much more attractive and easier to read. The views listed are default views in Outlook and can not be modified or deleted. 1. Select a folder that you want to change the view on. 2. Click the Views menu and select Personal Views. Normal Displays the items in the active folder in the Normal view. This view is the default view for most folders. Group by From Displays the items in the active folder grouped by sender. You can apply this view to any of your folders to quickly find all messages from one person. Group by Subject Displays the items in the active folder grouped by message subject. You can apply this view to any of your folders to quickly find all the messages about a particular subject Academic Computing Services 18 Folder Management in Outlook

19 Group by Conversation Topic Displays the items in the active folder grouped by conversation topic, which means that the originating message and all replies will be grouped together, regardless of whether their subject lines are the same. You can apply this view to any of your folders to quickly find all of the items from a particular conversation thread. Unread by conversation Displays the unread items in the active folder grouped by conversation topic, which means that the originating message and all replies will be grouped together, regardless of whether their subject lines are the same. You can apply this view to any of your folders to quickly find all of the items from a particular conversation thread. 3. Select the personal view you want to use for the selected folder Academic Computing Services 19 Folder Management in Outlook