Archive for MS Outlook 2010

Get control of your mailbox 6: Reminders and Flags

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!

So, we need to get organised…!

This article is the sixth in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Flag emails for follow-up

Setting a ‘flag’ on your emails, allows you to visually identify which emails require follow-up and also creates an item in your Task List. A red flag symbol will be displayed next to your email in the folder list, and the email header information will turn red if follow-up is overdue.

Pre-set flags

There are a number of pre-set flag options available:

Today – sets the Start date as today and the Due date as today

Tomorrow – sets the Start date as tomorrow and the Due date as tomorrow

This week – sets the Start date as Wednesday of this week and the Due date as Friday of this week

Next week – sets the Start date as Monday of next week and the Due date as Friday of next week

No date – no Start or Due dates set, only a red flag displayed

To select a pre-set flag:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select required pre-set flag option

Set a custom flag

Start and Due dates can be selected manually. to Select a custom flag:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select ‘Custom…’
  4. Select required Start and Due dates. OK

Clear a flag

A flag can be removed:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select ‘Clear Flag’

Set reminders for follow-up

Setting a reminder will set a flag (no start or due date unless selected) and a reminder which will pop up on the screen on your chosen date and time:

  1. Right click on email
  2. Select ‘Follow-up’
  3. Select ‘Add reminder…’
  4. Select required reminder date and time

Set a reminder for a recipient

On emails that you are sending, you can set a reminder for them as well as for yourself:

  1. In new message window, select ‘Follow up’ from Message tab
  2. Select ‘Add reminder…’
  3. Tick ‘Flag for recipients’
  4. Select required date and time for the recipient to receive a reminder.OK

Get control of your mailbox 5: View settings

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!
So, we need to get organised…!
This article is the fifth in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Column settings

You can add and remove columns in your mail folder screen (each email folder can be set individually) so that you can view the information that is relevant to you. For example, if you do not categorise or follow up your emails then you would not need to view these columns. Similarly, if you have more than one email address you may need to have a column that shows which email account the email was sent to.

Add new columns

There are many different columns available to add to your folder view. Each data field in Microsoft Outlook has an associated column header.
To add a new column:
1. Right click on one of the column headers
2. Select ‘Field Chooser’
3. Find required column header and drag the header up to the header area

Remove columns

Columns can be removed so that they are not displayed on the screen. They can be re-added to the view at a later date if required.
To remove a column:
1. Right click on the column header to remove
2. Select ‘Remove this column’

Re-order columns

To re-order the columns, simply drag the column header to the required location

Sort and Group emails

To make it easier to find emails, you can use various sorting and grouping methods. Generally emails are sorted by date received, where the newest email is displayed at the top of the screen. However, you can sort or group emails by any of the column headings displayed.

Sort by column

To sort emails by a specific column, simply click on that column header. Clicking a second time will reverse the sort order.

Group by column

To group emails together within a column:
1. Right click on a column header
2. Select ‘View settings’
3. Click on the ‘Group By’ button
4. Select which column to group by under ‘Group items by’
5. Click OK
Each group has its own heading, which can then be used to display or hide the items under that heading by clicking on the symbol to the left of the heading.

All of the above methods can be used in any area of Microsoft Outlook where a columnar view is used.

Learn more about Microsoft Outlook >>

Get control of your mailbox 4: Use Rules to organise emails

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!

So, we need to get organised…!

This article is the fourth in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Use rules to file emails

Setting up ‘Rules’ in Outlook will automatically perform set functions on your emails. Rules are more commonly used to automatically file emails into folders, but Rules can be used in many different ways to help keep you organised!

Types of rules

Incoming

This is the most common type of Rule. We use these rules to automatically put any emails that are received into existing folders. These rules can be set by who sent the email, or text that is contained in the email / subject, and many other ways.

Outgoing

The Sent Items are often forgotten: left to accumulate and rarely organised. Rules can also be set to automatically organise your emails as they are sent out.

Set rules as emails arrive

As mentioned above, there are many different types of rules, but the most common is to move an email to a particular folder as it is received. If you use rules to organise your emails as they arrive, you should no longer be checking your Inbox for new messages, but your Unread Mail folder. This folder will display any unread emails regardless of which folder they are in.

To set this type of rule:
    1. Go to Home tab > Rules > Manage Rules & Alerts (Pre 2010 users: Tools > Rules & Alerts)
    2. Click on New Rule
    3. Under ‘Start from a blank rule’ select ‘Apply rule on messages I receive’ then Next >
    4. Check the box ‘from people or public group’
    5. In the editing box, click on the ‘people or public group’ link
    6. Select the person from whom the email rule is to be set then Next >
    7. Check the box ‘move it to the specified folder’
    8. In the editing box, clink on the ‘specified’ link
    9. Choose the folder to move the email to, then OK, then Finish
In the future, any emails received from that person will now go into the specified folder.

An alternative, quicker way of setting a basic rule is to right click on an email received from that person and select Create Rule. Here you will see the basic Rule options.

Learn more about Microsoft Outlook >>

Get control of your mailbox 3: Sent items

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!

So, we need to get organised…!

This article is the third in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Organising your Sent items

Many people will try to keep on top of their incoming messages: filing them, deleting them, saving and removing attachments, forwarding or replying to them, and so on. However, most people will forget to organise their Sent items. The Sent items folder keeps a record of every email that is sent (remember the average is 34 per day, that’s 12,410 emails a year just in your sent items folder).

Moving sent items to folders

Just like with your incoming emails, your sent items can be organised into folders. Each email can be dragged from the Sent items folder into the folders under your Inbox (See article “Get control of your mailbox 2: Email folders” for more information on creating and using folders).

Removing attachments

Each time you send an email with an attachment, you are duplicating the attachment on your computer. You have the original document sitting in a folder on your computer, and another copy of that document attached to your email. The size of your Sent items folder can very quickly build up from all of the attachments that you are sending. To reduce the size and increase the speed of your computer, it is recommended that you remove attachments from your Sent items.

It would depend on how many or how large the attachments are that you are sending as to how often you should clear out your attachments. It may be monthly, weekly or even daily if you are sending many large attachments.

An attachment can be removed from an email without having to delete the email itself, so you can always retain a copy of the email as a record that an attachment was sent. It is therefore good practice to write something like “Please find attached document…” in the body of your email, as your record.

To remove an attachment:

     1. Open the email
     2. Right click on the attachment
     3. Select ‘Remove’
     4. Close the email and select to save changes

Tip: Sort your Sent items by size and start with the largest emails first to save space even more quickly! Click on the heading ‘Size’ at the top of the Sent items folder to sort.

Learn more about Microsoft Outlook >>

Get control of your mailbox 2: Email folders

These days we get bombarded with emails. According to research, in 2010, we are each receiving an average of 74 emails per day, 61 of which are legitimate emails, and we are sending an average of 34 emails per day. That’s 756 emails per week or 39,312 per year !!

So, we need to get organised…!

This article is the second in a series of 10 articles that will give you tips for helping you keep your mailbox under control when using Microsoft Outlook 2003, 2007 or 2010.

Organise your emails into folders

Just like you can create and organise your files into folders on your computer, you can create and organise your emails into folders within Microsoft Outlook.

Organising your emails into folders will help you keep on top of your Inbox and your sent items, allowing you to quickly and easily find emails.

Create a folder

Your first new folder should be created as a subfolder of the Inbox. Subsequent folders can also be a subfolder of the Inbox or a subfolder of another subfolder. You can create multiple layers of subfolders, for example:

Inbox
     – Personal
             – Family
             – Friends
     – Work

The ‘Personal’ and ‘Work’ folders are subfolders of the Inbox. ‘Family’ and ‘Friends’ are subfolders of ‘Personal’.

To create the ‘Personal’ folder in the example above:
     1. Right click on the Inbox
     2. Select New Folder
     3. Type “Personal”
     4. Click OK

Note that folders will be automatically organised into alphanumerical order.

Create a subfolder

You can then start to create multiple levels of folders, which can then be displayed or hidden in the folders list.

To create the ‘Family’ folder in the example above:
     1. Right click on the ‘Personal’ folder
     2. Select New Folder
     3. Type “Family”
     4. Click OK

Depending on your version of Microsoft Outlook, you will see either a + or – sign, or an arrow next to the Inbox and Personal folders. By clicking on these symbols, you can chose to hide or display the subfolders.

Move emails into folders

Once you have your folders created, you can then move your emails into them by dragging them from the Inbox or Sent Items into the new folder. As you drag the email across to the new folder in the folders list, you will see the new folder is highlighted.

You can select more than one email to move at a time. To select multiple adjacent emails, click on the first email, hold down the Shift key on your keyboard, then click on the last email. All emails in that range should be highlighted. Alternatively, if the emails are not adjacent, click on the first email, hold down the Ctrl key on the keyboard, then click on all other required emails one at a time until all are selected.

You can then drag all of the selected emails across to the folders list in one move.

Learn more about Microsoft Outlook >>