Managing E-Mail Messages

Core Training for Microsoft Office XP

Customizing How You View Messages

1	To sort the messages currently stored in your Inbox by Sender in ascending order, click the From column heading.
2	To sort the messages still by Sender but this time in descending order, click the From column heading again.
3	To reset the original and default sort order, click the Received column heading.
4	To group the messages by subject and then sort the messages in ascending order within each subject area, click the Group By Box button on the Advanced toolbar.
5	Click the Subject column heading, hold down the left mouse button, drag the column heading to the Group By box, and then release the left mouse button.
6	Notice that the total number of items and the number of unread items in each group is indicated in parentheses following the subject line, and click the plus sign to the left of the Subject: Introduction gray bar.
7	To sort the messages based on their subject in descending order, click the Subject button in the Group By box.
8	To remove the sort and return the Inbox to its original view, click the Subject button, hold down the left mouse button, drag the column heading to its original position between the From and Received column headings, and then release the left mouse button.
9	To hide the Group By box, click the Group By Box button on the Advanced toolbar.
10	To filter the messages contained in your Inbox and only show unread messages, click the View menu, point to Current View, and then click Unread Messages.
11	Notice that the Folder banner indicated that a filter has been applied, click the View menu, point to Current View, and then click Messages to apply the original view again.
12	To customize the Messages view and make it better fit your information needs, click the View menu, point to Current View, and click Define Views.
13	In the Define View dialog box, click the Copy button.
14	In the Copy View dialog box, type Messages with Cc information in the Name a new view box and click OK.
15	In the View Summary dialog box, click the Fields button.
16	In the Show Fields dialog box, click Cc in the Available fields list and then click the Add button.
17	To specify where the newly added field should appear in the view, click the Move Up button twice to place the Cc field between the From and Subject fields.
18	To apply the changes and close the Show Fields dialog box, click OK.
19	To change additional view settings, click the Other Settings button in the View Summary dialog box.
20	To show gridlines between messages, click the Grid line style arrow under Grid lines, click Small dots in the list, and then click OK.
21	To close the View Summary dialog box, click OK.
22	To apply the new custom view, click the Apply View button.

Organizing Messages in Folders

1	To start exploring the different ways to organize your messages, click the Tools menu and click Organize.
2	Notice that the Organize pane appears and is displayed above the Inbox, and click the New Folder button.
3	In the Create New Folder dialog box, type Introduction in the Name box and click OK to create the new folder as a subfolder of the Inbox.
4	When prompted to add a shortcut to the newly created folder on the Outlook Bar, click No.
5	In the Inbox folder, click the Introduction message from Jeff Pike and click the Move button in the Organize pane.
6	Notice that the selected message is moved to the Introduction subfolder, and click the RE: Introduction message from Mandy Vance, hold down the CTRL key, and then click the RE: Introduction message from John Evans.
7	To move the selected messages, hold down the left mouse button, drag the two selected messages to the Introduction folder in the Folder List, and then release the left mouse button.
8	To verify that the three messages related to the Introduction e-mail that Jeff sent are stored in the Introduction folder, click the Introduction folder in the Folder List.
9	To make the Introduction folder a top folder rather than a subfolder of the Inbox, click the Introduction folder, hold down the left mouse button, drag the selected folder to the Outlook Today icon, and then release the left mouse button.
10	To change the name of a folder to be more descriptive, click the Introduction folder.
11	Click the File menu, point to Folder, and then click Rename "Introduction".
12	Type Personal, and press the ENTER key.
13	To move one of the messages stored in the Personal folder back into the Inbox folder so that you don't forget to reply to it, click the RE: Introduction message from Mandy Vance, click the Move to Folder button on the Standard toolbar, and then click Move to Folder in the list.
14	In the Move Items dialog box, click Inbox in the Move the selected items to the folder list and click OK.
15	To delete messages that you no longer need, click the Inbox folder in the Folder List.
16	Click the Message Recall Success: Picnic Activity Survey message from Jeff Pike, hold down the CTRL key, and click the Message Recall Success: Picnic Activity Survey message from Mandy Vance and the Message Recall Success: Picnic Activity Survey message from John Evans.
17	Click the Delete button on the Standard toolbar, and notice that the three selected messages no longer appear in the Inbox.

Managing Messages with Color

1	To start color-coding the messages stored in your Inbox, click the Using Colors link in the Organize pane.
2	Click the Welcome to LMR message, and make sure that From appears in the first Color messages box and that Chris Hill appears in the second box.
3	To specify the color to use to code the messages originating from Chris Hill, click the third Color messages box and click Fuchsia in the list.
4	To color-code the messages based on the settings you just defined, click the Apply Color button, and notice that all the messages sent by Chris Hill now appear colored in fuchsia.
5	To delete the rule you just created, click the Automatic Formatting button in the upper-right corner of the Organize pane.
6	In the Automatic Formatting dialog box, click the Mail received from Chris Hill in the Rules for this view box and then click the Delete button.
7	To apply the changes, click the OK button.
8	To color-code the headers of messages for which you are the only recipient, click the Show messages sent only to me in arrow and click Green in the list.
9	To apply the settings, click the Turn on button, and notice that the message sent to you by Chris and Holly are now colored in green.
10	To remove the formatting applied to the messages that were only sent to you, click the Turn off button in the Using Colors section.

Finding Messages

1	To locate a message using a keyword, click the Find button on the Standard toolbar.
2	In the Find pane, type Survey in the Look for box since you know the word is contained in the Subject field for the message you're looking for.
3	To broaden the search to all of the mail folders, click the Search in arrow and click All Mail Folders in the list.
4	To perform the search, click the Find Now button.
5	Notice that only the message that contains the word you typed in the Look for box is displayed, and double-click the Picnic Activity Survey message.
6	To print the message and take it to the Picnic Planning meeting you're going to attend, click the Print button on the Standard toolbar.
7	To close the message, click the Close button on the title bar of the window.
8	To show all the messages again, click the Clear button in the Find pane.
9	To locate a message based on specific properties, click the Tools menu and click Advanced Find.
10	In the Advanced Find dialog box, type directions in the Search for the word(s) box.
11	To specify that you want the search to apply not only to the words in the Subject field, but also to the words in the body of the messages, click the In arrow and click subject field and message body in the list.
12	To specify that the message you are looking for was sent by your manager, press the TAB key twice and type Chris Hill in the From box.
13	To perform the search, click the Find Now button.
14	To display the message you've been looking for, double-click the LMR Picnic message in the bottom pane of the Advanced Find dialog box.
15	To print the message to take it to the Picnic Planning meeting you're going to attend, click the Print button on the Standard toolbar.

Storing and Archiving Messages

1	To save information you just received from one of your colleagues as a text file, double-click the My Travel Schedule message from Mandy Vance.
2	Click the File menu, and click Save As.
3	In the Save As dialog box, notice that by default messages get saved as HTML files, click the Save as type arrow, and click Text Only in the list.
4	To close the Save As dialog box and save the message as a text file in the My Documents folder, click the Save button.
5	To close the My Travel Schedule message, click the Close button on the title bar of the window.
6	To start manually archiving messages that were received in the first six days of the month and that are currently stored in the Inbox, click the File menu and click Archive.
7	In the Archive dialog box, make sure that the Archive this folder and all subfolders option is selected and that Inbox is selected in the list, click the Archive items older than arrow, and then click 6 in the calendar for the month of May 2003.
8	To create an archive file for the messages, click the Browse button.
9	In the Open Personal Folders dialog box, make sure that archive appears in the File name box and click OK twice.
10	To specify default AutoArchive settings for all of the Outlook folders, click the Tools menu and click Options.
11	In the Options dialog box, click the Other tab.
12	On the Other tab, click the AutoArchive button under AutoArchive.
13	To specify that you want the contents of your Inbox to be archived every week, click the Run AutoArchive every down arrow seven times in the AutoArchive dialog box.
14	To apply the setting, click OK.
15	To close the Options dialog box, click OK.
16	To restore all of the archived items to their original folders, click the File menu and click Import and Export.
17	In the Import and Export Wizard dialog box, make sure that Import from another program or file is selected in the Choose an action to perform list and click Next.
18	In the Import a File dialog box, click below the scroll box on the scroll bar, click Personal Folder File (.pst) in the list, and then click Next.
19	In the Import Personal Folders dialog box, click in the File to import box, drag from left to right to select the word backup, type archive, and then click Next.
20	Make sure that the Import items into the same folder in option is selected and that Mailbox - Jeff Pike is displayed in the box, and then click the Finish button.