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CIS—100 . Chapter 13--Outlook. Using Your Mail to Take Action. Outlooks allows you to take several actions to organize, categorize, and respond to your email. Dragging a Message to Take Action.
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CIS—100 Chapter 13--Outlook
Using Your Mail to Take Action Outlooks allows you to take several actions to organize, categorize, and respond to your email.
Dragging a Message to Take Action • Even if an e-mail message does not require a direct response, the information in the message may still cause you to: • Store contact information • Create a task • Set up a meeting
Setting Up a Meeting • 1. Drag the message to the Navigation Pane. • 2. A new appointment opens, where you'll fill in the rest of the details (such as the date, time, and location). • 3. Then you’ll invite the person to the meeting and click Send.
Creating Tasks Creating a task in Outlook helps you keep the to-do list you have between multiple emails organized.
Creating Contacts Creating contacts helps you keep an online record of all your contacts, as well as making sending emails quick and easy.
When the Action is an Extraction Suppose you receive a message with an attachment, and all you really want is the attachment. You'll be glad to know that you can save the attachment to your hard disk independent of the message.
Flags and the To-Do Bar Use flags and the To-Do Bar so that you remember to take action when you need to.
The To-Do Bar 1. Date Navigator 2. Upcoming calendar appointments 3. A place to enter new tasks by typing 4. Your task list (flagged messages and tasks)
Prioritizing with Follow-Up Flags The picture above illustrates a message in the Inbox that has been flagged with a follow-up flag. Notice that the flagged message also appears in the To-Do Bar.
Flagged Messages Continued Flagged messages show up in many places Messages that you flag for follow-up not only show up in the To-Do Bar, but they also show up in your task list and on your calendar. This helps you remember to do the things on your list. And, if that is not enough, you can set reminders for them so that you actually remember to follow up.
Changing the Subject only in the To-Do Bar Because the subject of a message does not always describe the task that you need to do, you'll be glad to know that you can change the subject of a flagged message in the To-Do Bar. When you do this, the subject of the message in the Inbox is unchanged.
When Complete Don’t Delete When you complete a task, mark it as complete using the Mark Complete command. (A quick way to do this is to simply click the flag next to the item.) Completed items will drop off of your list as you might expect.
Turning a Message into a Calendar Entry You can use the Date Navigator to quickly create a new calendar entry from a message as the picture above illustrates. You will notice that this is similar to what you did when you dragged a message to the Calendar button in the Navigation Pane.
Organizing with Color You can quickly organize your email with color.
Assigning a Category One way to assign a color category to a message is to right-click in the Categories column and use the shortcut menu, as illustrated in the picture above. Once you have assigned a category to a message, you can quickly scan your Inbox and find the message just by looking for its colored tag.
Matching Names and Colors The first time you use one of the default categories, such as Purple Category, you will be prompted to give it a more specific name in the Rename Category dialog box.
Remembering what Color Means To see a list of categories and their associated colors, click the Categorize button on the Standard toolbar.
Using Colored Flags If you used colored flags in Outlook 2003, you will find that Outlook 2007 improves on this concept by allowing you to use names along with the colors.
Viewing Messages by Category You can view your inbox according to categories, which is really useful when you are searching for messages.
Storing Files Do you like an empty Inbox? One easy method for clearing away clutter is to create custom folders and then move messages out of your Inbox and into these folders. You choose the folder names so how messages are organized will make sense to you.
Why Create Folders? The picture shown above illustrates an example of using folders: "Coho Winery" and "Contoso Ltd."
Creating a Folder To create a folder in your mailbox, you right-click Mailbox and click New Folder on the shortcut menu (as shown in the picture). From there, you would type the name of the new folder and click OK.
Moving Messages with a Command 1. Right-click the category heading. 2. Click Move to Folder. 3. Select the folder name from the list of folders in the Move Items dialog box and click OK.
Using Favorite Folders Once you start filing your e-mail messages in folders, you will notice that some folders get used more frequently than others. To make finding and filing go faster, move those frequently used folders to Favorite Folders.
When a Favorite is no longer a Favorite Removing a folder from Favorites does not delete the folder or email messages within that folder.
Searching for Messages Let's face it. No matter how organized you are, whether you organize everything in folders or love to color code, the time will come when you just cannot find that important message. Luckily, searching for messages in Office Outlook 2007 is not only easy, but it is also fast. And now you can search for messages that are in different locations, including archives or multiple mailboxes. No matter where you store your messages, Search can help.
Advanced Search You will be glad to hear that with the new Instant Search, you will not only find messages much faster, but you will also be able to quickly and easily fine-tune your search results: Add more words to your query and you will see the search results narrow, instantly. Outlook now also makes it easy for you to see why a certain message appears in the search results: The words or terms that made a particular message a match are highlighted.
Advanced Search 1. Click the Expand button (as shown in the picture) and, type the advanced criteria. 2. You will notice that as you do this the words in the Instant Search box are updated to show the new criteria.
What about other Outlook Items If you want to search your Inbox, Calendar, and Tasks all at once, you can. To do this, you would first switch to the Folder List (click Folder List in the Navigation Pane) and use the Instant Search pane there.
Seeing all your Messages Again When you search, the search results appear in the main Outlook window. They will remain there until you tell Outlook what to do next such as perform another search or return to your Inbox.
