By default e-mail messages are displayed in your Mailbox. To view your Mailbox, click the Navigation pane of Outlook. Your Inbox will be displayed in the View pane. If you manage multiple e-mail accounts, be sure the appropriate Mailbox is selected. in Inbox The Inbox contains your current e-mail messages which are listed by date with in the View pane. The newest messages appear near the top of the list. The selected e-mail message is displayed in the Reading pane. Deleted Items Folder To delete a selected e-mail, click folder in the Navigation pane. Select on the Home tab. The message will be sent to the Deleted Items to view all of your deleted messages. To empty the Deleted Items folder select the Folder tab. Click [Empty Folder] and click to confi rm permanent deletion of items and subfolders in the Deleted Items folder. Page 1 of 6
Drafts Folder If you are in the middle of composing a message and are interrupted, or if you want to postpone completing a message until a later time, you can save a message to fi nish it later. With the Message window active, click. You won t notice anything happening but the message is saved to the Draft Items folder. You can continue working on the message or close the Message window. You can go back to the message at any time to add information, send it, or delete it. Select the Drafts folder and double-click the message you want to edit, send, or delete. Junk E-mail Folder Microsoft Office contains a Junk E-mail Filter designed to reduce the unwanted e-mail presented in your inbox. The junk e-mail, also known as spam, is routed by the fi lter instead to a Junk E-mail folder, where it can be more effectively managed. The Outlook Junk E-mail Filter does not stop junk e-mail from being delivered, but rather diverts suspected spam to your Junk E-mail folder instead of your Inbox. It is a good idea to review the messages in the Junk E-mail folder periodically to make sure that they are not legitimate messages that you want to see. If they are legitimate, you can move them back to the Inbox by marking them as not junk. You can also drag them to any folder. Note: Spam e-mail may be blocked from delivery by a third party application installed to protect your local network. Page 2 of 6
Outbox By default, e-mail messages are sent automatically when you click [Send]. Messages that cannot be sent because you want to delay delivery of a message, or are working offl ine, are saved in the Outbox. Messages that you have marked with a delay delivery, or sent while offl ine, will automatically be sent when the date and time occur or when you log back onto the network. Sent Items Folder. This folder displays the messages you have already sent. Click the Sent Items folder to see the messages you have already sent. To view a message in the Sent Items folder, double-click it. Viewing E-mail Messages To change which e-mails are viewed, select the View tab. You can change how messages are displayed by selecting different option groups from the Ribbon: Current View - Change your View settings oer reset them to the default values. Conversations - Show messages arranged by conversation. Arrangement - Change how messages are sorted or arranged (see below), Layout - Change the way the Navigation Pane, Reading Pane, and To-Do Bar are shown. People Pane - Show, hide, or minimize the People Pane and confi gure social network accounts. Window - Show the Reminders Window, open a new window, or close all additional windows. Page 3 of 6
Sorting E-mail Messages To change how e-mails are arranged or sorted, click and select from the drop-down list. There are 14 pre-defi ned ways to arrange e-mail messages: Date - Groups and sorts messages by the received date. Conversation - Groups messages by message subject or thread. The sorting order of items in the threads is based on who replied to whom, and the sorting order of the groups is by date. From - Groups messages by names on the From line and sorts by the received date. To - Groups messages by the name on the To line and sorts them by the received date. Categories - Groups messages by categories and sorts by the received date. Flag: Start Date - Groups messages by flag and sorts by the start date that is assigned to the fl ag. Flag: Due Date - Groups messages by fl ag and sorts by the due date that is assigned to the fl ag. Folder - Groups messages alphabetically by folder names and sorts by the received date. This arrangement is available only in a Search folder. Size - Groups messages into the following seven categories and then sorts the messages by size: Enormous (> 5 MB) Huge (1-5 MB) Very Large (500 KB - 1 MB) Large (100-500 KB) Medium (25-100 KB) Small (10-25 KB) Tiny (< 10 KB) Subject - Groups messages alphabetically by subject and sorts them by the received date. Type - Groups messages by item type and sorts by received date. For example, all e-mail messages are in one group, meeting requests are in another, and task requests in a third. Attachments - Groups messages into two groups (With Attachments and No Attachments) and sorts by the received date. E-mail Account - Groups messages by e-mail accounts and sorts by the received date. Importance - Groups messages by Importance (High, Normal, and Low) and sorts by the received date. Page 4 of 6
Searching Your Mailbox At the top of each view in your Mailbox is the Search box. Search helps you quickly fi nd email messages. With your Inbox selected, click in the Search box and type your search words. Click Outlook searches for the item in the Inbox. To broaden your search, click the link Try searching again in All Mail Items. You can also use the Search Tools contextual tab for additional search criteria. and Page 5 of 6
Search Results are displayed in the view pane. To clear the search and see all the messages in your Inbox again click text box. next to the Search Page 6 of 6