MICROSOFT OUTLOOK 2011 ORGANIZE E-MAIL MESSAGES Lasted Edited: 2012-07-10 1
Mark Message as Read... 4 Categorize Messages... 5 Categorize an incoming e-mail... 5 Rename a category... 6 Place an e-mail message into two or more categories... 7 Flag Messages... 7 Flag an e-mail message... 7 Mark complete flagged items... 8 Delete Messages... 9 Organize Message with Folders... 10 Create Additional Folders under Inbox Folder... 10 Create Subfolders for Additional Inbox Folders... 12 Move E-mail Messages to Additional Inbox Folder... 12 Rename Folders... 13 Delete Folders... 13 Organize Message with Rules... 14 Use the Conversation View... 17 Control incoming emails by Mailing List Manager... 20 Filter Messages... 23 Lasted Edited: 2012-07-10 2
Add Filters... 23 Remove Filters... 23 The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com Lasted Edited: 2012-07-10 3
Mark Message as Read Select an e-mail message in the Item Pane Do one of the following: From the Ribbon, go to Home tab click on Unread/Read Right click on the e-mail message in the Item Pane choose Mark as Unread Lasted Edited: 2012-07-10 4
Categorize Messages Outlook has a number of ways of organizing e-mail that will ensure that no messages get left behind. Categorize an incoming e-mail Select an e-mail message in the Item Pane Do one of the following: From the Ribbon, go to Home tab click on Categorize select a desired category Right click on the e-mail message in the Item Pane point to Categorize select a desired category from the shortcut menu Lasted Edited: 2012-07-10 5
Rename a category From the Ribbon, go to Home tab click the Categorize list down arrow choose Edit Categories from the shortcut menu In the Categories dialog box, under Name field, double click on a category name to rename Lasted Edited: 2012-07-10 6
Place an e-mail message into two or more categories In the Item Pane, select a desired e-mail From the Ribbon, go to Home tab click on the Categorize button select one or more categories Flag Messages Flag an e-mail message Do one of the following: From the Ribbon, go to Home tab click on Follow Up select on a desired follow-up option from the list Lasted Edited: 2012-07-10 7
In the Item Pane, right click on the e-mail message point to Follow Up select a desired Follow Up option from the shortcut menu Click on the flag icon that appears on the right side of the e-mail message Mark complete flagged items Click on the flag icon that appears on the right side of the e-mail message A green check mark will appear Lasted Edited: 2012-07-10 8
Delete Messages In the Item Pane, select a message Do one of the following: Press DELETE on keyboard Right click the message and then click Delete from shortcut menu From the Ribbon, go to Home tab click Delete button Lasted Edited: 2012-07-10 9
Organize Message with Folders Outlook 2011 allows users to create additional Inboxes for e-mails in order to keep e-mail messages on file for a while Create Additional Folders under Inbox Folder From the Navigation Pane, click on the Inbox folder Do the following: From the Ribbon, go to Organize tab click on the New Folder From the Menu Bar, go to File menu New click on Folder Lasted Edited: 2012-07-10 10
An Untitled Folder will appear in the Inbox folder Start typing to enter the name for the folder Press Return to confirm On the Navigation Bar, under the Inbox folder, the new additional Inbox folder is created and appears Lasted Edited: 2012-07-10 11
Create Subfolders for Additional Inbox Folders Create new Inbox folders under Inbox folder Drag and drop the new folder into a desired additional Inbox folder under the main Inbox folder Move E-mail Messages to Additional Inbox Folder Drag the e-mail messages from the Items Pane Drop it into a desired additional folder/subfolder under Inbox folder on the Navigation Bar Lasted Edited: 2012-07-10 12
Rename Folders Select the additional folders or subfolders Right-click on the selected folder choose Rename Folder to give the folder a new name Delete Folders Select the additional folders or subfolders Right-click on the selected folder choose Delete to remove the folder Lasted Edited: 2012-07-10 13
Organize Message with Rules Outlook 2011 offers Rules, a tool to help organize messages already in your Inbox and as they come into your Inbox. You can use Rules to move messages into folders, send auto-replies, or add senders to your contacts lists. From the Ribbon, go to Home tab click on Rules down arrow choose Edit Rules In the Rules dialog box, do the following: Under the On My Computer column, select the type of account for the e-mail you wish to apply the rule to Lasted Edited: 2012-07-10 14
Click Add button at the bottom to the dialog box In the Rule Builder dialog box, do the following : In the Rule name textbox, enter a rule name Under the When a new message arrives: section, do one of the following: Select the type of message to apply the rule to Subject Contains... to select messages containing specific words or phrases From Is to select messages from specific senders In the drop down menu select when Outlook should apply the rule: If any conditions are met If all conditions are met Unless any conditions are met Unless all conditions are met Lasted Edited: 2012-07-10 15
Click Remove button to remove criteria or Add button to add criteria Under the Do the following section, specify what you wish the rule to do with the messages that meet the criteria Move Message - move message to a specific folder Reply - type a reply text that will automatically be sent to any e-mail address whose message fit the specified criteria If you do not want Outlook to apply other previously defined rules to messages that meet these conditions, check the box next to Do not apply other rules to messages that meet these conditions Click OK button Lasted Edited: 2012-07-10 16
Use the Conversation View Outlook 2011 has a new way of organizing your mail, by grouping each e-mail in conversations. Click Mail icon on the View Switcher Change to Reading Pane to the right Do one of the following: On the top of the Item Pane, click on Arrange By: Conversations From the Ribbon, go to the Organize tab and do one of the following: Click on the Conversations button Click on the Arrange By button select Conversations Lasted Edited: 2012-07-10 17
Organizing messages by conversation groups all messages with the same subject line together In the Reading Pane, you see not only all the messages you have received, but also all the messages you have sent in that conversation. The messages are ordered by date and time Lasted Edited: 2012-07-10 18
On the top you see information about the conversation, including the subject line, who the most recent message was sent by, and the date that message was sent On the right side of the top section you can see how many messages are in the conversation and how many are unread Lasted Edited: 2012-07-10 19
The grey italics in front of the message tells you what folder the message is in Control incoming emails by Mailing List Manager If you have a subscription to a User Group, such as a photography forum, you can control how you receive e-mails from this group through Outlook Select an e-mail message sent from the User Group From the Ribbon, go to Tools tab click on Mailing Lists Lasted Edited: 2012-07-10 20
In the Mailing List Manager dialog box, click on the New button In the Edit Mailing List Rule dialog box, do the following: Select the Mailing List tab and do the following: In the Name textbox, enter the name of your mailing list In the List address box, make sure the e-mail address of the message you selected appear. If not, enter the address from your mailing list Select Move messages to folder check box to select what folder to automatically move the messages to Select Set category check box and click the list down arrow to put the messages in a specific category If desired, in the Notes text box, enter any notes Lasted Edited: 2012-07-10 21
Select the Advanced tab and do the following: Select Delete copies of incoming messages that I sent to the list check box if you are receiving messages separately from the User Group and you do not want to be e-mailed the messages you sent Select Burst digests into individual messages (POP accounts only) check box to burst the messages if you are receiving the messages as a digest and wish them to be separated in you POP account Click OK In the pop-up message window, click Add to Address Book Add as new contact and click Save and Close button Lasted Edited: 2012-07-10 22
Filter Messages Filters allow you to narrow down you messages to show just the messages you need Filters are cumulative If you click on Unread, Outlook will show all unread messages If you click Has Attachment, you will only see unread messages that have attachments Add Filters From the Ribbon, go to Home tab click on the Filters drop down arrow Select which filter option you wish to filter your messages by Remove Filters From the Ribbon, go to Home tab click on the Filters drop down arrow Select Clear All Filters Lasted Edited: 2012-07-10 23