MICROSOFT OUTLOOK 2011 GETTING ORGANIZED Last Edited: 2012-07-10 1
Flag E-mail messages... 3 Flag e-mail messages for a default Follow Up... 3 Flag e-mail messages for Follow Up on specific dates... 4 View all Flagged messages... 5 Mark a Flag as complete... 5 Remove a Flag... 6 Flag Contacts... 7 Use Tasks list to view flagged items... 9 Use folders to organize items... 10 Create New Folders... 10 Organize Folders... 12 Make folders private... 13 Search in Outlook... 15 Use Search tab... 15 Use Outlook s Smart Folders feature... 17 Understand Smart Folders feature... 17 Create search Smart Folders... 17 Use Smart Folders feature... 18 Change your Smart Folder... 18 The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com Last Edited: 2012-07-10 2
Flag E-mail messages Flagging items is Outlook s way of allowing you to mark items such as e-mails or contacts for future action Flag e-mail messages for a default Follow Up Click on Mail icon on the View Switcher In the Item Pane, select an e-mail message From the Ribbon, go to the Home tab click on the Follow Up button In the Item Pane, a flag will be added to the right side of the message In the a Reading Pane, you can find: A grey bar will appear across the top of the message letting you know that This message is flagged for follow up The default Start and Due dates are both set for that day at midnight. Last Edited: 2012-07-10 3
Flag e-mail messages for Follow Up on specific dates Click on Mail icon on the View Switcher In the Item Pane, select an e-mail message From the Ribbon, go to the Home tab click Follow Up list down arrow select when you want to Flag the due date, such as Today, This Week, or Custom Date, from the drop down list In the Date and Reminder dialog box, select Reminder check box to set a due date and time to remind you of the task At the time you set for the reminder, Outlook will pop up a reminder for your Flag, which you can either Snooze or Dismiss Last Edited: 2012-07-10 4
View all Flagged messages Scroll down to the bottom of the Navigation Pane Under Smart Folders section, click on Flagged Mail All of your Flagged messages will appear in the messages list Mark a Flag as complete Do one of the following: From the Ribbon, go to the Home tab click the Follow Up list down arrow button select Mark as Complete Last Edited: 2012-07-10 5
In the Item Pane, click on the flag icon list and it will turn into a green check mark and then disappear off the list Remove a Flag From the Ribbon, go to the Home tab click the Follow Up list down arrow button Select Clear Flag Last Edited: 2012-07-10 6
Flag Contacts Flagging contacts can be useful if you want to do something like gathering a group of contacts together, assigning to a category, and inviting them to a meeting all at once Click on the Contact icon in the View Switcher Select the contact in Outlook Address Book From the Ribbon, go to the Home tab click on the Follow Up button When the contacts you wish to group are all Flagged, scroll to the bottom of the Navigation Pane select Flagged Contacts under Smart Folders section This will display only your Flagged contacts in one list Last Edited: 2012-07-10 7
To categorize flagged contacts, do the following: Select all of them Drag them into a category in the Navigation Pane When you are done, from the Ribbon, go to the Home tab click on the Follow Up button choose Clear Flag to remove the flags Last Edited: 2012-07-10 8
Use Tasks list to view flagged items When you click on the Tasks icon in the View Switcher, all of your Flagged items will appear in your tasks list Flagged e-mails will have an envelope icon next to them Flagged contacts will have a contact card icon next to them You can reply to flagged e-mails by doing the following: Click on a flagged message From the Ribbon, go to Home tab click on the Reply button A message will open that will be automatically addressed and the subject line filled in Last Edited: 2012-07-10 9
When you have competed a flagged item in the Task view, check the box next to the item to mark as complete, which will remove the flag as well Use folders to organize items Folders can be useful if you are using Outlook in a corporate environment so that you can keep personal information private without allowing it to sync to the company Exchange Server. If you are on an Exchange Server you may already have a Folder in your Navigation Pane called On My Computer Create New Folders If you do not have a folder called On My Computer, doing the following: From the Menu Bar, go to File menu point to New click on Folder An Untitled Folder will appear in the Inbox folder Last Edited: 2012-07-10 10
Do the following: Start typing to enter the name for the folder Name the folder On My Computer Press Return to confirm In Calendar view, all of your categories will be listed under this new folder Last Edited: 2012-07-10 11
Organize Folders To add calendars, contacts, tasks or notes to a new folder, drag and drop them into the folder, or into a category under the folder To view only your personal items, un-check the box next to your corporate e-mail account or vice versa Last Edited: 2012-07-10 12
Make folders private From the Menu Bar, go to Outlook menu click on Preferences \ Last Edited: 2012-07-10 13
In the Outlook Preferences dialog box, click on General In the General dialog box, under Folder list, select Hide On My Computer folders check box Last Edited: 2012-07-10 14
Search in Outlook Use Search tab Click on the Mail icon on the View Switcher From the Menu Bar, go to Edit menu point to Find click Outlook Items. The Search tab appears. Do the following: Define the scope of the search by clicking a scope button on the Search tab, such as Subfolders or All Mail. Enter in your search criteria in the search box, such as the name of a sender or a subject heading Last Edited: 2012-07-10 15
Click on any of the following buttons for more specific searches: Click on each of these buttons will add a criteria search box below the ribbon Click Add button to add criteria Click Minus button to remove criteria. When you are done looking at the search results, on the Search tab, click Close. Last Edited: 2012-07-10 16
Use Outlook s Smart Folders feature Understand Smart Folders feature Besides the Smart Folders that you create, Outlook has its own default Smart Folders Mail has three default Smart Folders: Flagged Mail contains all messages that have been flagged High Priority Mail shows all messages that have been marked with high priority Overdue Mail lists messages that have been flagged for a specific date and are overdue Contacts has two default Smart Folders: Flagged Contacts contain contacts that have been flagged Updated Contacts lists the contacts that you have changed Tasks has four default Smart Folders: Due Today lists tasks that have today set as their due date High Priority shows all tasks that have been marked with high priority Overdue contains all the tasks that are past their due date and have not been completed Recently Completed shows tasks that have been completed recently Notes has one Smart Folder: Updated Notes shows you the notes that have been updated recently Create search Smart Folders If you use specific and detailed search criteria often, such as searching for messages by a specific sender that have attachments, you can save that search as a Smart Folder After performing the search with your specific criteria, click Save in the Search tab on the ribbon In the Navigation Pane, under Smart Folders section, enter a name for your search in the Untitled text box Last Edited: 2012-07-10 17
The next time you receive an e-mail that fits the criteria of your Smart Folder it will be listed in there automatically Use Smart Folders feature If you are in your Inbox, do the following to perform search with Smart Folders feature In the Navigation Pane, under Smart Folders section, click on the Smart Folder for your search All the messages that fit your specified criteria will appear Change your Smart Folder In the Navigation Pane, under Smart Folders section, click on a desired Smart Folder Right click it choose Edit from shortcut menu Last Edited: 2012-07-10 18