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1 Outlook 2010 Notes Conversations What is a Conversation? You might know a Conversation by the term thread. A Conversation is the complete chain of messages from the first message through all responses. The messages of a Conversation have the same subject. For example, when you send a message to someone and then they reply a Conversation results. In many Conversations, there might be many replies backk and forth, or even multiple peoplee all replying to parts of the Conversation. Ignoringg Conversations 1. In the message list, click the conversation or any message within the conversation that you want to ignore. 2. On the Home tab, in the Delete group, click Ignore. If you are working from an open message, on the Message tab, in the Delete group, click Ignore. 3. Click Ignore Conversation. Note The Ignore Conversatio on command in step 3 appears in the Ignore Conversation dialog box. This dialog box doesn t appear if you previously selected the Don t show this message again check box. To stop ignoring a conversation, do the following: Note folder. You can only recover an ignored conversation if f it is still available in the Deleted Items

2 1. In the Deleted Items folder, click the conversation that you want to recover, or any message within that conversation. By default, thee Deleted Items folder is arranged by date. To change to Conversation view, click Arrange By, and then click Conversation. 2. On the Home tab, in the Delete group, click Ignore. Conversations Clean Up 3. Click Stop Ignoring Conversation. The conversation is moved back to your Inbox. Future messages are delivered to your Inbox. Note The Stop Ignoring Conversation command in step 3 appears in the Stop Ignoring Conversation dialog box. This dialog box doesn t appear if you previously selected the Don t show this message again check box Reference: conversation-ha aspx You can reduce the number of messages in your mail folders with the new Conversation Clean Up feature in Microsoft Outlook Redundant messages within a Conversation are moved to the Deleted Items folder. What does Conversation Clean Up do? Conversation Clean Up evaluates the contents of each message in the Conversation. If a message is completely contained within one of the replies, the previous message is deleted. Consider the following example. Justin sends a message to Melissa and Andrew. Melissa replies to both Justin and Andrew and in her Outlook messagee body, all of Justin s original message is included. Now, Andrew sees Melissa ss message and replies to both Justin and Melissa. Andrew s reply includes all of the previous messages in the Conversation. Conversation Clean Up can delete all of the messages except the last one from Andrew because within that message is a copy of all of the previous messages. Conversation Clean Up is most useful on Conversations with many responses back and forth especially with many recipients.

3 Remove redundant messages 1. On the Home tab, in the Delete group, click Clean Up. 2. Click one of the following: Clean Up Conversation The current Conversation is reviewed, and redundant messages are deleted. Clean Up Folder All Conversation ns in the selected folder are reviewed, and redundant messages are deleted. Clean Up Folder & Subfolders All Conversations in the selected folder and any folder that it contains are reviewed, and redundant messages are deleted. Change Conversation Clean Up options You can specify which messagess are exempt from Cleann Up and where messages are moved when they are deleted. 1. Click the File tab. 2. Click Options. 3. Click Mail. 4. Under Conversation Clean Up, do any of the following: To change where items are moved, for Cleaned-up items will go to this folder, click Browse, and then select an Outlook folder. By default, messages are moved to the Deleted Items folder. If you have multiple accounts in your Outlook profile, each account has its own Deleted Items folder. Messages are moved to the Deleted Items folder that corresponds to the account. To replicate the folder structure of items Clean Up deletes (when using the Clean Up Folders & Subfolders command), select When clean sub-folders, recreate the folder hierarchy in the destination folder. To always keep any message that you have not read, select orr clear the Don t move unread messages check box. We recommend that you do not select this option. The remaining Conversation messages will contain any messagess that are deleted, including those you might not have read. To always keep any message that is categorized, select or clear the Don t move categorized messages check box. We recommend that you select this option. Categories apply to specific messages and deleting a categorized message would result in the loss of the categorized message.

4 To always keep any message that is flagged, select or clear the Don t move flagged messages check box. We recommend that you select this option. Flags apply to specific messages and deleting a flagged message would result in the loss of the flagged message. To always keep any message that is digitally signed, select or clear the Don t move digitally-signed messages check box. We recommend that you select this option. To always keep the original message if someone alters the message when it is included in replies, select or clear the When a reply modifies, a message, don t move the original check box. We recommend that you select this option. The ensures that you have a complete record of all content in the Conversation in the event someone alters a message contained within a reply. Reference: us/outlook help/use conversation clean up toeliminate redundant messages HA aspx

5 Quick Steps What is a Quick Step? Ability to apply multiple actions to your messages with one click. Managing Quick Steps To modify the existing quick steps If it is a default quick step and it is the first time you are using it, you will be prompted to complete the setup. If it is an existing quick step, right click onn the quick step and choose Manage Quick Steps. Highlight the quick step and click Edit. Now you can add or delete actions as needed.

6 Categories Categories are not a required aspect of this system, but they will make your life easier if you are diligent about using them. For example, they can help you more easily identify what you can do now and help you group similar tasks so that you can do them all at once. To create categories, do the following: In any view, on the Home tab, in the Tags group, click Categorize, and then click All Categories. It is considered best practice to have a category for: Each of your direct reports and your manager for items that you want to review the next time you meet (for example, a category named 1:1 Manager). Each of the major locations or types of activities that you do, so that you can perform bulk actions (a useful part of managing your tasks), for for tasks that you can do on the way home from for tasks that involve messages, meetings, or any other aspect of Outlook for tasks that you can do only at for items that you need in order to prepare for a for tasks that take you away from the computer, such as making a copy of a for tasks that you can accomplish only online or through a Web for calls you have to make or for tasks that involve just reading not responding. This category is useful for long messages or attachments that you need to read but cannot get to right for messages or tasks for which you are awaiting a response, but there is no explicit next action for you.

7 Note Using symbol makes the categories stand out in your category list. before certain categories helps to keep these categories at the top of your category list and reminds you of where you should be when you are performing this task (for is "at the phone"). Each important topic or project so that you can easily find messages on a given topic especially if there is no word in the body or subject of the message that would make it appear in a search. Important items that must be done today and cannot roll overr to another day. Note You can apply multiple categories to a single item as opposed to filing, where items can live in only one folder at a time. For example, an important message that you want to discuss with your manager before you respond might be categorized with both category and the 1:1 Manager category. Your Quick Click category should be the category that you apply most often. To set your Quick Click category, do the following: In any view, on the Home tab, in the Tags group, click Categorize, and then click Set Quick Click..

8 As you will see, categories help messages and tasks stand out in your To-Do Bar, make searching more efficient, and help you get ready for meetings. Note Be very careful about categorizing your outgoing messages your recipients might be able to see your categories. If your recipients are not using Outlook 2010 or Exchange Server 2010, they will be able to see the categories you set. Reference: us/outlook help/best practices for outlook 2010 HA aspx?CTT=1#_Toc