MicrosoftOutlook2007 EffectiveEmailInbox Organization

UniversityofCalifornia,Berkeley HaasSchoolofBusiness
Presentedby

AcademyXSanFrancisco,CA www.academyx.com

NishikaiConsultingOakland,CA www.nishikai.com

MicrosoftOutlook2007
EffectiveEmailInboxOrganization
U.C.BerkeleyHaasSchoolofBusiness

TableofContents
I. II. III. TOOLS TO MANAGE CURRENT MESSAGES....................................................................... 1 TOOLS TO MANAGE NEW MESSAGES................................................................................. 9 TOOLS TO FILE COMPLETED MESSAGES........................................................................ 16

WrittenbyHelenNishikaiNishikaiConsulting,Oakland,CA. Nishikai Consulting gives permission to the Haas School of Business of the University of California at Berkeley to reprint this training manual for internal use only. No resale of this material or renunciation of copyrightsaregrantedbythisauthor. Any mention or use of Microsoft, University of California, or any third party products is hereby acknowledged by Nishikai Consulting to be for the sole purpose of editorial and educational use of this trainingmanualandforthebenefitofthementionedparties.

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I. ToolstoManageCurrentMessages
CurrentmessagesareemailmessagesinyourInboxthatyouneedtodo somethingabout.Thismaybeassimpleasreadingandfiling,orreadingand deleting.However,mostmessagesrequireyoutoperformanaction,whetherto replywithinformationortoperformataskandthenreply. Thefollowingfeatureshelpyoukeeptrackofwhatmessagesrequireafollow up,howtokeeptrackofduedates,andhowtofindfollowupmessages. A. UsingFlagswithDueDatesforFollowUp Ifamessagerequiresafollowupaction, setafollowupflagonit.Thismarksthe messageandplacesthemessageinthe ToDolistunderTasks. 1. InyourInbox,rightclickthemessage thatyouwanttoflagforafollowup. 2. SelectFollow Up (duedatefor followup). Toselectafollowupflagquickly,rightclicktheflagiconandselectyour desiredflag.

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Whileviewingthemessage,clickFollow UpintheRibbonandselectthe DueDate.

Youcansetareminderforthefollowupbyrightclickingthemessage andselectingFollow Up Add ReminderIntheCustomdialog box,clicktheRemindercheckbox andselectthedateandtimethat youwanttobereminded.

YoucanspecifythetypeofTo doactionbyrightclickingthe messageandselectingFollow Up Custom.IntheCustomdialog box,usetheFlag to:dropdown toselectatypeofTodoaction.

Whenyouhavefollowedupwiththemessage,markitascompleteby rightclickingthemessageandselectingFollow Up Mark Complete.Or, clicktheflagiconinthemessagelisttochangeittoacheckmark.

B. ManagingFlaggedMessagesinTasks Allemailmessageswhichhavebeenflagged forfollowuparelistedintheToDolistunder Tasks. Youcanreplyto,delete,ormarkascomplete directlyfromtheToDolistbyrightclicking themessageandselectingtheappropriate command.

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C. CreatingaFollowUpSearchFolder TheSearchFoldersletyoucreateseparatelistsofmessagesthatmeetcertain criteria. 1. GotoyourMailareaintheleftnavigationlist. 2. IntheMailFolderslist,rightclickSearch Folders andselectNew Search Folder 3. IntheNewSearchFolderdialogbox,select Mail flagged for follow up.ClickOK. 4. ClicktheFor Follow UpfolderunderSearch Folderstoviewalistofallmessagesflagged forfollowup.

YoucancreateotherSearchFoldersintheNewSearchFolderdialogbox, suchasforUnread mailorMail to and from specific people.Theseareall filteredlistswhichdisplayonlythemessageswhichmeetthose requirements. ToremoveaSearchFolder,rightclickthefoldernameandselectDelete (nameofsearchfolder).

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D. UsingColorstoCategorize Youcanalsocategorizemessageswithcolorsandcategorynames. 1. InyourInbox,rightclickthe messagethatyouwanttocolor. 2. SelectCategorize (color category). 3. Themessagewillbemarkedwithacolorsquarenexttothefollowupflag. Ifthisisthefirsttimeyouareusingthis categorycolor,adialogboxwillopen askingifyouwanttorenamethe category.Enteranameifdesired,and clickYes.Or,clickNotokeepthe originalname. Toselectacategoryquickly,rightclickthecolorsquareiconandselect yourdesiredcategory.

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Whileviewingthemessage,clickCategorizeintheRibbonandselecta categorycolor.

Toremoveacategorycolor,rightclickthemessageandselectCategorize Clear All Categories.Or,clickthecolorsquareinthemessagelist. Torename,delete,or createnewcolor categories,rightclickany messageandselect

Categorize All CategoriesClickNew to

createanewcategory. Selectthecategoryand clickRenametorenameit. Selectthecategoryand clickDeletetodeleteit. E. ViewingByCategory Oncemessageshavebeencategorized,youcansort messagesaccordingtothatcategorization. 1. RightclicktheArrangeBybar. IfyoudonotseetheArrangeBybar,gotoView Arrange By. 2. SelectCategories. Toshowingroups,rightclicktheArrangeBybar andselectShow in Groups. Youcanselectotherarrangementsusingthe ArrangeBybar,suchassortingbyFromorSubject.
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F. AddingViewFilters ViewFiltersletyoufilteryourcurrentview,suchasyourInboxorSentItems folder,sothatyouonlyseeasubsetofmessages.Thisishelpfulfortemporarily focusingonthatsubsetofmessages. 1. GotoView Arrange By Custom. Or,rightclicktheArrangeBybarandselectCustom. Or,gotoView Current View Customize Current View. 2. IntheCustomizeViewdialog box,clickFilter 3. IntheFilterdialogbox,enterthe criteriaforthefilter.Forexample, searchforthewordsABCProjectto viewonlythemessageswhichcontain thosewords. 4. ClickOK. Toremovethefilter,gobacktotheFilterdialogboxandclickClear All.

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G. ManagingCurrentViews Ifyouwanttouseacertainviewoften,suchasafilteredview,youcansavethat viewintheCurrentViewslist. OutlookcontainsalistofpredefinedCurrentViews.GotoView Current View (selectaview).Or,turnontheAdvancedtoolbarandselectaviewfromthe Current View dropdown. Tocreateyourowncustomview: 1. GotoView Current Views Define Views Or,selectDefine Views fromtheCurrentView dropdowninthe Advancedtoolbar. 2. IntheCustomView Organizer,clickNew 3. IntheCreateaNewViewdialogbox,enterthe nameofthenewview.Selectatypeofview,and wherethisviewcanbeused.ClickOK.
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4. IntheCustomizeViewdialogbox,settheoptionsforyourview.For example,clickFilterandsetafiltercriteria.Then,clickOK. 5. ClickClosetoexittheCustomView Organizer. H. DraggingEmailstoCalendar/Tasks/Contacts Ifyouwanttoaddinformationfromamessagetoanewappointment,task,or contact,simplydragthemessagefromtheInboxlisttoCalendar,Tasks,or Contactsintheleftnavigation. WhenyoudragamessagetoCalendar,anewappointmentwindowappears withtheSubjectandtextofthemessage.Selectyourappointmentdateand time,andclickSave.

WhenyoudragamessagetoTasks,anewToDowindowappearswiththe Subjectandtextofthemessage.SelectyourToDooptionsandclickSave.

WhenyoudragamessagetoContacts,anewContactwindowappearswith theNameandEmailaddressofthesender.Enteranyadditionaldataand clickSave.

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II. ToolstoManageNewMessages
Thereareseveraltoolsthatwillletyoumanagenew,incomingmessagesmore efficiently. Thefollowingfeatureshelpyouflagandcategorizemessagesquicklyaswellas createrulestoautomateactionsasmessagesarrive. A. SettingQuickClickforFollowUp TheQuickClickforFollowUpsettingletsyouselectadefaultDueBydate. 1. RightclickonanymessageandselectFollow Up Set Quick Click 2. IntheSetQuickClickdialogbox,selecttheDueBy flagthatyouwanttobethedefaultchoice.ClickOK. 3. TousetheQuickClick,clicktheflagiconinanunflaggedmessagetosetthe defaultflag. B. SettingQuickClickforCategorize TheQuickClickforCategorizesettingletsyouselectadefaultcategory. 1. RightclickonanymessageandselectCategorize Set Quick Click 2. IntheSetQuickClickdialogbox,selectthe categorythatyouwanttobethedefaultchoice. ClickOK. 3. TousetheQuickClick,clickthecolorsquareiconinanuncategorized messagetosetthedefaultflag.

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C. CreatingaRulefromScratch Rulesletyouautomateactions,suchasmovingamessagefromaspecificperson intoaspecificfolder. 1. WhileviewingyourMail,gotoTools Rules and Alerts. 2. IntheRulesand Alertsdialogbox, clickNewRule 3. IntheRulesWizarddialogboxfor Starting from a template or from a blank rule,selectthetypeofaction thatyouwanttoperform.Click Next.
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4. InStep1oftheRulesWizard dialogboxforWhich conditions do you want to check?,selectthetypes ofconditionsthatyouwantto meet. 5. InStep2,clickthetype ofconditiontospecify theexactconditions.For example,ifyouclicked people or distribution list,theRuleAddress dialogboxwillappear. Doubleclickthename ofthepersonor distributionlistsothat itappearsintheFrom field,thenclickOK. 6. IntheRulesWizarddialogbox,clickNext.
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7. InStep1oftheRulesWizard dialogboxforWhat do you want to do with the message?,selectthe actionsthatyouwanttohave performed. 8. InStep2,clickthetypeofactiontospecify theexactaction.Forexample,ifyouclicked specified folder,theRulesandAlertsdialog boxwillappear.Selectthefolderthatyou wanttomovethesemessageto,thenclick OK. 9. IntheRulesWizarddialogbox,clickNext.
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10. InStep1oftheRulesWizard dialogboxforAre there any exceptions?,selectanyexceptions. 11. InStep2,clicktheexception.For example,ifyouclickedspecific words,theSearchTextdialogbox willappear.Enterthewordsto searchforinthesubject,thenclick OK. 12. IntheRulesWizarddialogbox,clickNext.
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13. InStep1oftheRulesWizard dialogboxforFinish rule setup, enteranameforyourrule. 14. InStep2,makesureTurn on this ruleischecked. 15. ClickFinish.TheRulesandAlertsdialogboxwilllistyournewrule.

16. ClickOK.
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D. CreatingaRulefromaMessage Ifyouwanttocreatearulethatwillapplytomessageswithaparticularsender and/orsubjectandyouhaveanexamplemessage,youcancreatetherule directlyfromthemessage. 1. Viewthemessage.IntheRibbon,clickCreate Rule.

2. IntheCreateRuledialogbox, clickthecriteriaandaction thatyouwanttohave performed. 3. ClickOK. E. ManagingRules Ifyouhaveseveralrulesthatmightapplytoonemessage,theruleswill beappliedintheordertheyappearintheRulesandAlertsdialogbox.For example,ifyouhaveoneruletomoveamessagemarkedImportanttoan ImportantMessagesfolderandanotherruletomoveamessagefrom BillRamireztoanAcademyXfolder,amessagefromBillmarkedas Importantwillmeetthecriteriaforbothrules.Therulelistedfirstinthe listwilldeterminetowhichfolderthismessageismoved. Toeditarule,gotoTools Rules and Alerts.Selecttheruleandclick Change Rule Edit Rule Settings. Torenamearule,gotoTools Rules and Alerts.Selecttheruleandclick Change Rule Rename Rule. Todeletearule,gotoTools Rules and Alerts.Selecttheruleandclick Delete.

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III.

ToolstoFileCompletedMessages

Onceyouhavehandledamessage,youcandeleteitorfileit.Thereareseveral toolsthathelpyoufileandarchivemessagesefficiently. A. CreatingCustomFolders Customfoldersletyouorganizemessagesintofoldersthatyoucreate.Youcan createsubfolderswithintoplevelfolders. 1. RightclicktheInboxintheleft navigation,andselectNew Folder 2. IntheCreateNewFolderdialogbox, enterthenameofthenewfolderandclick OK. Tocreateasubfolderwithinan existingfolder,selectthefolderinthe CreateNewFolderdialogboxbefore clickingOK. B. MovingaMessagetoaFolder 1. DragthemessagefromtheInboxtothefolderintheleftnavigation. Or,rightclickamessageandselect Move to FolderIntheMoveItems dialogbox,selectthefolderand clickOK. Or,whileviewingamessage,click theMove to Folderdropdowninthe Ribbon,andselectafolder.Only toplevelfoldersarelistedhere.For asubfolder,selectOther Folderfrom thedropdown.
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C. ManagingFavoriteFolders Ifthereisafolderthatyouneedtoaccessquickly,setitasa FavoriteFolder.ThesefoldersappearintheFavoriteFolders areaaboveMailFoldersintheleftnavigation. D. UsingAutoArchive Inacorporatesetting,emailmessagesandotheritemsinyour OutlookaccountareactuallykeptonaMicrosoftExchange Server.Becausethisdataisstoredinacentrallocation,youcan checkyouraccountfromanycomputerusinganinternet browser. However,youmaybeaskedtoarchiveolddataperiodicallyto savememoryspaceontheExchangeServer.Thisdatawillbe downloadedtotheOutlookprogramonyourprimary computerandwillonlybeaccessiblefromthatprimary computer. Afteritemshavebeenarchived,youcanviewtheminthe ArchiveFolderlistintheleftnavigation. OutlookwillautomaticallyarchiveolditemsusingAutoArchiveunlessyou changethesettings.Inbox,Calendar,Tasks,Notes,Journal,andDraftsitemswill bearchivedafter6months;SentItems,DeletedItemsafter2months;andOutbox after3months.
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Toaddafolder,rightclickthefoldernameunderMail FoldersandselectAdd to Favorite Folders. Toremoveafolder,rightclickthefoldernameunder FavoriteFoldersandselectRemove from Favorite Folders.

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TochangeAutoArchivesettings: 1. GotoTools Options. 2. IntheOthertab,click AutoArchive 3. IntheAutoArchivedialogbox, selectanynewsettings.ClickOK.

TopreventAutoArchivefrom archivingaspecificfolder,rightclick thefolderintheleftnavigationand selectProperties.IntheProperties dialogbox,selecttheAutoArchivetab. MakesureDo not archive items in this folderisselected,thenclickOK.

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E. UsingManualArchiving YoucanmanuallyarchiveitemsinsteadofusingAutoArchive. 1. GotoFile Archive 2. IntheArchivedialogbox,selectthetop levelfolderthatyouwanttoarchive.Seta dateandarchivefileasnecessary.Click OK.

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