By default e-mail messages are displayed in your Mailbox. To view your Mailbox, click in 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. 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 Organize tab. Click [Delete All] and click to confi rm permanent deletion of items and subfolders in the Deleted Items folder. Page 1 of 5
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. Junk e-mail, also known as spam, is routed by the fi lter 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 5
Outbox By default, e-mail messages are sent automatically when you click. Messages that cannot be sent because you 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 you connect to 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. Organize E-mail Messages To change how e-mails are viewed, select the Organize tab: New Folder - Add a new folder or folders to help you organize your messages. For example, you can create a folder for e-mail messages for a special project that you want to keep separate from other messages. Conversations - When you arrange messages by conversation, messages that share the same subject appear together in the message list, even if the messages are contained in different folders. The messages within each conversation are sorted with the newest message on top. When a new message is received, the entire conversation moves to the top of your message list.. Arrange By- Change how messages are sorted or arranged (see below), All Read - Mark all messages as read. Rules - Apply or edit rules to help you stay organized by automatically sorting messages into folders. Delete All - Click to delete all of the items in the current folder. Permissions - Set the sharing permissions for the current folder. Properties - View the properties of the folder. Sync - Click to synchronize your Outlook contacts with other applications, such as the Apple Address Book and MobileMe. Page 3 of 5
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: Account - Groups messages by e-mail accounts and sorts by the received date.. Attachments - Groups messages into two groups (With Attachments and No Attachments) and sorts by the received date. Categories - Groups messages by categories and sorts by the received date. Conversations - 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. Date Received - Groups and sorts messages by the received date. Date Sent - Groups and sorts messages by the sent date. Flag Status - Groups messages by fl ag and sorts by the start 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. From - Groups messages by names on the From line and sorts by the received date. Priority - Groups messages by Priority (High, Normal, and Low) and sorts by the received date. 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) Status Subject - Groups messages alphabetically by subject and sorts them by the received date. To - Groups messages by the name on the To line and sorts them by the received date. Page 4 of 5
Searching Your Mailbox You can use the search box on the toolbar to search in the current folder or view. In the upper-right corner of the Outlook window, enter your search word or words in the search box. Outlook displays the search results under the Search tab. Defi ne the scope of the search by clicking a scope button on the Search tab, such as All Mail or All Items. When you are done looking at the search results, on the Search tab, click. If you don t click Close, the Search tab remains active. The item list continues to show the search results, even if you click another tab, such as the Home tab. To save a search as a Smart Folder, click and then enter a name for the Smart Folder Page 5 of 5