Finding and Organizing E-Mail Messages

Core 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.

Using Search Folders

1	To view the default Search Folders, in the Navigation Pane, click the indicated plus (+) sign to expand the Search Folders.
2	To create a custom search folder, on the Standard toolbar, click the New arrow, and then click Search Folder.
3	To specify the type of Search Folder to create, in the New Search Folder dialog box, in the Select a Search Folder list, under Mail from People and Lists, click Mail from and to specific people.
4	To select a name to search on from your Address Book, in the Customize Search Folder area, click Choose.
5	To add names to the list, in the Select Names dialog box, in the Name list, double-click David Ortiz, double-click Kim Akers, and then click OK.
6	To finish creating the custom Search Folder and display its contents, in the New Search Folder dialog box, click OK.
7	To display the first message in the Reading Pane, in the Message Pane, where the contents of the new Search Folder now appear, click the first message.
8	To rename the Search Folder, click the David Ortiz or Kim Akers folder, click the File menu, point to Folder, and then click Rename "David Ortiz or Kim Akers".
9	To specify the folder's new name, for the purposes of this exercise, press SPACEBAR, and Marketing will be typed for you in the Rename dialog box.
10	To apply the new name, click OK.
11	To create another new Search Folder, click the File menu, point to New, and then click Search Folder.
12	To create a custom Search Folder, in the New Search Folder dialog box, in the Select a Search Folder list, click once below the scroll box in the scroll bar, and then under Custom, click Create a custom Search Folder.
13	To choose the criteria for the custom Search Folder, click the Choose button.
14	To specify the Search Folder's name, in the Custom Search Folder dialog box, press SPACEBAR, and Home Show will be typed for you in the Name box.
15	To specify what items this Search Folder should contain, click Criteria.
16	To search for messages assigned to a certain category, in the Search Folder Criteria dialog box, click the More Choices tab, and then click Categories.
17	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.
18	To accept the new settings and display the contents of the new Search Folder, click OK in each of the three open dialog boxes.

Organizing Messages in Folders

1	To begin organizing your e-mail messages, click the Tools menu, and then click Organize.
2	To create a new folder, in the Ways to Organize Inbox pane, click New Folder.
3	To name the new folder, for the purposes of this exercise, press SPACEBAR, and Sick day will be typed for you.
4	To specify the folder's location, in the Create New Folder dialog box, in the Select where to place the folder list, click the Inbox, and then click OK.
5	To move an e-mail message to the new folder, in the Inbox, click twice below the scroll box on the scroll bar, click the Home sick today message from Kim Akers, and in the Ways to Organize Inbox pane, click Move.
6	To make the new folder visible in the Navigation Pane, in the Folder List, click the plus sign (+) next to the Inbox.
7	To move a message by dragging, drag the RE: Home sick today message from David Ortiz from the Inbox to the Sick day folder in the Navigation Pane.
8	To move a message using the Edit menu, click the Thanks! message, click the Edit menu, and then click Move to Folder.
9	To select the folder you want to move the message to, in the Move Items dialog box, in the Move the selected items to the folder list, notice that the Sick day folder is already selected, and click OK.
10	To display the contents of the new folder, in the Navigation Pane, click the Sick day folder.
11	To rename a folder, in the All Mail Folders list, click the Sick day folder, click the File menu, point to Folder, and then click Rename "Sick day".
12	To specify the folder's new name, press SPACEBAR, wait as Pitch slides is typed for you, and then click OK.
13	To delete the Pitch slides folder and its contents, in the Folder List, verify that the Pitch slides folder is selected, and then press the DELETE key.
14	In the message box asking if you are sure you want to delete the folder and all of its contents, click Yes.

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.

Saving Messages in Other Formats

1	To select an e-mail message to save in a different file format, in the Inbox, click the Order status? message from Kim Akers.
2	To begin saving the e-mail message in an alternate format, click the File menu, and then click Save As.
3	To save the message as an HTML file in your My Documents folder, in the Save As dialog box, click Save.
4	To select another e-mail message to save to your hard drive, in the Inbox, click the New Supplier message.
5	To save the selected message in an alternate format, click the File menu, and then click Save As.
6	To save the message as a text file, in the Save As dialog box, click the Save as type arrow, click Text Only, and then click Save.
7	To view the files you just saved on your hard disk, click the Windows Start menu, and then click My Documents.
8	To open the HTML file in a Web browser, double-click the Order status HTML file.
9	To close Microsoft Internet Explorer, click the Close button.
10	To open the text file in Notepad, double-click the New Supplier text file.
11	To close the text file, click the Close button.