Managing E-Mail Messages

Advanced Training for Microsoft Office Outlook 2003

Finding and Categorizing Messages

1	To begin searching for messages, on the toolbar, click Find.
2	Notice that the Find Bar now appears above the Inbox and Reading Pane. To specify what Outlook should look for, for the purposes of this exercise, press SPACEBAR, and tradeshow will be typed for you in the Look for box.
3	To find all messages in your Inbox that contain the word tradeshow, in the Find Bar, click Find Now.
4	To select all of the found e-mail messages, click the Edit menu, and then click Select All.
5	To assign the selected messages to a category, click the Edit menu, and then click Categories.
6	To create a new category, in the Categories dialog box, click in the Item(s) belong to these categories box, press SPACEBAR, and Home Show will be typed for you.
7	To add the Home Show category to the list of those available, click Add to List.
8	Notice that the new category has been marked by default as the category to which the selected e-mails belong. To accept this setting click OK.
9	To redisplay all the messages in the Inbox, in the Find Bar, click Clear.
10	To view all messages by category, in the Inbox, click the indicated Arranged By: Date heading, and then in the resulting menu, click Categories.
11	To view all messages in the Home Show category, click twice below the scroll box in the Inbox scrollbar.
12	To begin assigning an individual e-mail message to a category, in the Inbox, click once above the scroll box in the scroll bar, and then click the message from Gordon Hee that begins Do you need people to work...
13	To display the categories to which the selected message is currently assigned, click the Edit menu, and then click Categories.
14	This message is not currently assigned to any categories. To assign a category, in the Categories dialog box, in the Available categories list, click the Home Show check box to insert a check mark, and then click OK.
15	To conduct an advanced search, in the Find Bar, click Options, and then click Advanced Find.
16	To find all messages in a particular category, in the Microsoft Office Outlook dialog box, click the More Choices tab, and then click Categories.
17	To select a category, in the Categories dialog box, in the Available categories list, click the Home Show check box to insert a check mark, and then click OK.
18	To find all messages in the selected category, click Find Now.
19	To close the Advanced Find dialog box, click its Close button.

Filtering Messages

1	To begin changing the way messages appear in the Inbox, click the View menu, point to Arrange By, point to Current View, and then click Define Views.
2	To create a new, custom view based on a copy of the current view settings, notice that, in the Custom View Organizer, <current view settings> is selected in the Views for folder "Inbox" list, and click Copy.
3	To enter the name of the new view, for the purposes of this exercise, press SPACEBAR, and Filtered for Show will be typed for you in the Name of new view box.
4	To begin customizing the new view, in the Copy View dialog box, click OK.
5	To create a filter to be applied to this view, in the Customize View: Filtered for Show dialog box, click Filter.
6	To specify the text that this filter should look for, in the Filter dialog box, press SPACEBAR, wait for the word show to be typed for you in the Search for the word(s) box, and then click OK.
7	Notice that in the Customize View: Filtered for Show dialog box, the Filter setting now reads: Messages: Containing show. To accept the revised settings and return to the Custom View Organizer, click OK.
8	To apply the new view, which is already selected in the Views for folder "Inbox" list, click Apply View.
9	To see the new view on the View menu, click the View menu, point to Arrange By, and then point to Current View.
10	To remove the filter and display all messages again, on the Current View submenu, click Messages.
11	To begin changing your Junk E-Mail settings, click the Actions menu, point to Junk E-mail, and then click Junk E-mail Options.
12	To increase the level of protection against junk e-mail from Low to High, in the Junk E-mail Options dialog box, on the Options tab, click the High option.
13	To view your list of safe senders, click the Safe Senders tab.
14	To add an item to the list of safe senders, on the Safe Senders tab, click Add.
15	To ensure that e-mail from your supplier is not sent to the Junk E-mail folder, in the Add address or domain dialog box, press SPACEBAR, and wideworldimporters.com will be typed for you in the Add address or domain box.
16	To save the domain as a safe domain, in the Add address or domain dialog box, click OK, and in the Junk E-mail Options dialog box, click OK.

Managing Messages in the Inbox and Search Folders

1	Notice that a new e-mail message has just arrived in your Inbox, indicated by a Desktop Alert in the lower-right corner of the Outlook window. To read the Desktop Alert, rest the mouse pointer over it.
2	Notice that the Desktop Alert blocks access to the vertical scroll bar. To change the default location where Desktop Alerts appear, drag the Desktop Alert by its toolbar to the lower-left corner of the desktop, above the Start button.
3	To change the way the Desktop Alert appears, click the indicated Options button, and then click Desktop Alert Settings.
4	To change the time that Desktop Alerts remain on screen, in the Desktop Alert Settings dialog box, drag the How long should the Desktop Alert appear? slider to the left end of the slider bar (3 seconds), and then click Preview.
5	To make Desktop Alerts appear opaque, drag the How transparent should the Desktop Alert be? slider to the left end of the slider bar (0% transparent), and click Preview.
6	To close the Desktop Alert Settings dialog box and save your changes, click OK.
7	To flag a message for follow-up when it appears in a new Desktop Alert, rest the pointer on the Desktop Alert, and then click the indicated Flag Item button.
8	To use Quick Flags to quickly mark another e-mail message for follow-up, in your Inbox, click the indicated Flag Status icon to the right of the Order status? message from Kim Akers.
9	To display all of the e-mail messages that you marked for follow-up, in the Navigation Pane, in the Favorite Folders list, click For Follow Up.
10	To view all of the default Search Folders, in the Navigation Pane, click the plus (+) sign to the left of Search Folders.
11	To display only your unread e-mail messages, in the Navigation Pane, in the Search Folders list, click the Unread Mail Search Folder.
12	To create a custom Search Folder, on the toolbar, click the arrow to the right of the New button, and then click Search Folder.
13	To display additional Search Folder options, in the New Search Folder dialog box, in the Select a Search Folder list, click once below the scroll box in the vertical scroll bar.
14	To create a Search Folder that displays all e-mail messages that are assigned to a certain category, under Custom, click Create a custom Search Folder, and then under Customize Search Folder, click Choose.
15	To name the Search Folder, in the Custom Search Folder dialog box, for the purposes of this exercise, press SPACEBAR, and Home Show will be typed for you in the Name box.
16	To specify what items this Search Folder should contain, click Criteria.
17	To enable the new Search Folder to display messages that are assigned to a category, in the Search Folder Criteria dialog box, click the More Choices tab, and then click Categories.
18	To select the category, in the Categories dialog box, in the Available categories list, click the Home Show check box to insert a check mark, and then click OK.
19	To accept the settings and display the new Search Folder, in the Search Folder Criteria dialog box, click OK, in the Custom Search Folder dialog box, click OK, and in the New Search Folder dialog box, click OK.

Managing Messages through Rules

1	To begin setting up a new rule to manage messages as they arrive, click the Tools menu, and then click Rules and Alerts.
2	To create a new rule, in the Rules and Alerts dialog box, click New Rule.
3	To create a rule that moves messages from someone to a folder, in the Rules Wizard, notice that in the Select a template list, Move messages from someone to a folder is already selected by default, and click Next.
4	To remove a condition from the rule, in the Step 1: Select condition(s) list, click the from people or distribution list check box to clear the check mark.
5	To add a new condition to the rule, in the Step 1: Select condition(s) list, click the with specific words in the subject check box to insert a check mark.
6	To specify words or phrases to search for in the subject, in the Step 2: Edit the rule description box, click the underlined words specific words.
7	To have Outlook search for messages with Travel in the subject, for the purposes of this exercise, press SPACEBAR, and Travel will be typed for you in the Search Text dialog box.
8	To add the specified search text, in the Search Text dialog box, click Add, and then click OK.
9	To specify the folder to which messages should be moved, in the Step 2: Edit the rule description box, click the underlined word specified.
10	To create a new folder to which messages will be moved, in the Rules and Alerts dialog box, click New.
11	To name the new folder, press SPACEBAR, and Travel will be typed for you in the Name box of the Create New Folder dialog box.
12	To create the new folder in the Inbox, notice that in the Select where to place the folder list, the Inbox folder is already selected, and then click OK.
13	To return to the Rules Wizard, in the Rules and Alerts dialog box, click OK.
14	To display additional actions you can add to this rule, in the Rules Wizard, click Next.
15	To continue without adding any additional actions to the rule, click Next.
16	To add an exception to the rule, in the Select exception(s) list, click the except if it is flagged for action check box to insert a check mark.
17	To specify the type of message flag to which the rule applies, in the Step 2: Edit the rule description box, click the underlined word action.
18	To view the types of flags you can choose from, in the Flagged Message dialog box, click the Flag arrow, and then, to accept any type of flag, click the Flag arrow again, and then click OK.
19	To accept your changes and move to the next page of the wizard, click the Next button.
20	To finish the new rule and run it on messages you've already received, click the Run this rule now on messages already in "Inbox" check box to insert a check mark, and then click Finish.
21	To activate the new Travel rule, in the Rules and Alerts dialog box, click OK.
22	To display the contents of the Travel folder, in the All Mail Folders list, click the Travel folder.

Sharing Access to Your Outlook Folders

1	To begin sharing a folder by using permissions, in the Navigation pane, click the Travel folder, and then click the File menu, point to Folder, and click Sharing.
2	Notice that you (Ben Smith) are the owner of the Travel folder. To add another user for this folder, on the Permissions tab of the Travel Properties dialog box, click Add.
3	To add the name of the co-worker with whom you will share the folder, in the Add Users dialog box, in the list of users, click David Ortiz, click Add, and then click OK.
4	To enable David Ortiz to read, create, edit, and delete all items in the folder, under Permissions, click the Permission Level arrow, and click Editor.
5	To apply the new permissions settings to the Travel folder, in the Travel Properties dialog box, click OK.
6	To give someone delegate access to your Inbox folder, click the Tools menu, and then click Options.
7	To add a delegate, in the Options dialog box, click the Delegates tab, and then click Add.
8	To enter the name of the delegate, for the purposes of this exercise, press SPACEBAR and wait as the name is typed for you in the Type Name or Select from List box, click Add, and then click OK.
9	To give Karen Berg reviewer-level access to your Inbox, in the Delegate Permissions: Karen Berg dialog box, click the Inbox arrow, click Reviewer (can read items).
10	To send a message to notify Karen of her new permissions, select the Automatically send a message to delegate summarizing these permissions check box, click OK, and then, in the Options dialog box, click OK.
11	Notice the new message in your Inbox saying you have been given Editor access to David Ortiz's Inbox. To add David Ortiz’s mailbox to your account, click the Tools menu, and click E-mail Accounts.
12	Notice that in the E-mail Accounts wizard, View or change existing e-mail accounts is already selected, so click Next.
13	Notice that the Microsoft Exchange Server account is selected, and click Change.
14	On the Exchange Server Settings page, click More Settings, and then click the Advanced tab.
15	To add a mailbox to your user profile, click Add, and then press SPACEBAR, and the name will be typed for you in the Add mailbox box.
16	To add David Ortiz's mailbox to your account, in the Add Mailbox dialog box, click OK, and then in the Microsoft Exchange Server dialog box, click OK.
17	To finish adding the mailbox, in the E-mail Accounts Wizard, click Next, and then click Finish.
18	To see the new Mailbox - David Ortiz folder under your own folders, in the Navigation pane, under All Mail Folders, click the minus sign (-) next to Mailbox - Ben Smith.

Archiving Messages

1	To view the global AutoArchive settings that apply to all mail folders, click the Tools menu, and click Options.
2	In the Options dialog box, click the Other tab, and then click the AutoArchive button.
3	To archive items older than three months, in the AutoArchive dialog box, under Default folder settings for archiving, click the Down arrow for the first Clean out items older than box three times.
4	To change the setting to archive items older than three weeks, click the arrow in the second Clean out items older than box (the box that contains Months), and click Weeks.
5	To apply the settings, click OK, and then in the Options dialog box, click OK.
6	To change the AutoArchive settings for a particular folder, in the Navigation pane, click the Expo folder, click the File menu, point to Folder, and then click Properties for “Expo”.
7	To view the Auto Archive settings, in the Expo Properties box, click the Auto Archive tab.
8	To archive this folder using settings that differ from the global settings, click the Archive this folder using these settings option.
9	To archive items older than one week, in the first Clean out items older than box, click the Down arrow until 1 displays, and then click the Months arrow, and click Weeks.
10	To finish changing the settings, in the Expo Properties dialog box, click OK.
11	To begin archiving messages now, click the File menu, and click Archive.
12	To archive all folders, and not just the selected folder, click the Archive all folders according to their AutoArchive settings option in the Archive dialog box, and click OK.
13	To view the archived message folders, in the Navigation pane, under All Mail Folders, click below the scroll box on the scroll bar, and then click the plus sign (+) for Archive Folders.
14	To view the archived items, in the Navigation pane, click below the scroll box on the scroll bar, and under Archive Folders, click the plus sign (+) for Inbox, and click the Expo folder.