ORGANISING MESSAGES. In this session you will: FOCUS

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1 In ORGANISING MESSAGES FOCUS WPL_O707 Outlook provides a number of tools and features for organising your messages. You can store messages in such a way that they are easy to locate at any time. In this session you will: learn how to create a new message folder learn how to work with Favourite Folders learn how to view the Favourite Folders learn how to delete message folders learn how to recover a deleted message folder learn how to move messages between folders learn how to copy messages between folders learn how to delete messages learn how to empty the Deleted Items folder Watsonia Publishing Page 1 Cluster - Organising Messages

2 Open File CREATING A MESSAGE FOLDER A message folder is a repository for mail messages. There are a number of standard messages folders in a mailbox, including InBox, Outbox, Sent Items, Deleted Items, and the like. You can create additional message folders to store your messages. For example, if you purchase goods online you may wish to create a folder that stores electronic receipts as they arrive. Before starting this exercise you MUST open the file Watsonia_07.pst... Ensure you are working in the Mail pane on the Navigation Pane Select File > New > Folder to display the Create New Folder dialog box Type Online Orders in Name and select the Inbox as where to place the folder 5 Click [OK] to add the new folder Using File > New > Folder, now create another new folder within the Inbox named Sales Click on the Sales folder and now create a folder within it called Europe and then another one called Australasia 6 Click back on the Inbox folder and select the orders@amazon.co.uk message and then drag it into the Online Orders folder to move it to that location Use the minus icon next to Sales to collapse the sub-folder list To create a new message folder: 1. Select File > New > Folder. Type the name of the new folder and choose where to place the folder. Click on [OK] You can also create a new folder with File > Folder > New Folder or by right clicking on an existing folder and selecting New Folder. Watsonia Publishing Page Cluster - Organising Messages

3 Same File WORKING WITH FAVOURITE FOLDERS Favourite Folders are a useful way to keep your most-used folders easily visible at the top of the Navigation Pane. To help you find specific folders and unread items quickly, you can organise the folder list the way you want it, because the folders in Favourite Folders don't have to be in alphabetical order. Just drag them to where you want them in the list. previous file, or open the file Watsonia_07.pst... Ensure you are working in the Mail pane on the Navigation Pane Right mouse click on the Online Orders folder and select Add to Favourite Folders The folder should now appear in the Favourite Folders pane at the top of the Navigation Pane Now using the right mouse click add the Drafts folder and Sent Items folder to the Favourite Folders Notice that both folders are now located in the Favourite Folders pane In the Favourite Folders pane, click and drag the Drafts folder up so that it is at the top of the list Now drag the Online Orders favourite so that it is at the bottom of the Favourite Folders list Right mouse click on the Sent Items folder in the Favourite Folders list and select Remove from Favourite Folders 6 4 To add a folder to the Favourite Folders list: 1. Right mouse click on the folder and select Add to Favourite Folders. Drag any folder in the Favourite Folders list to move its position within the list. Right mouse click on a folder and select Remove from Favourite Folders Favourite Folders can have top-level folders only, not subfolders. You can minimise Favourite Folders by clicking the arrow in the Favourite Folders header. The folders in the list are still available to you when you use the minimised Navigation Pane. Watsonia Publishing Page Cluster - Organising Messages

4 Same File VIEWING FAVOURITE FOLDERS You can use Favourite Folders to quickly access some of your mail folders. They are displayed at the top of the Navigation Pane in the Mail pane. The Favourite Folders can also be seen when the Navigation Pane is minimised to allow for extra space on the remainder of the screen. Favourite Folders can also be turned off, even if temporarily, until you may need to view them again. previous file, or open the file Watsonia_07.pst... Ensure you are working in the Mail pane on the Navigation Pane Click on the Minimise the Navigation Pane button 4 The Navigation Pane should appear as a single column Click on each of the Favourite Folder buttons Sent Items, Drafts and Online Orders to view their contents in the main window Now click on the main Navigation Pane panel to display the entire Mail pane and then click on Junk to display its contents Now click on the Expand the Navigation Pane button to display the full pane containing the Mail items and then click on the Inbox 5 6 Click on View > Navigation Pane > and then Favourite Folders to turn them off Now turn the Favourite Folders back on To turn the Favourite Folders on or off: 1. View > Navigation Pane > and then Favourite Folders to turn them on or off. If the Navigation Pane is minimised, you can click on the Favourite Folder buttons to access each folder s contents Shorten Favourite Folder names to create more space on the minimised Navigation Pane. The length of the name affects the length of the vertical folder button. Drag the vertical splitter bar down to hide the other Outlook buttons such as Calendar, Contacts, Tasks, etc. Watsonia Publishing Page 4 Cluster - Organising Messages

5 Same File DELETING MESSAGE FOLDERS Just like managing your messages, you should take care that the folders that you create don t get out of hand. Otherwise, you ll spend a significant amount of time looking for s that you think that you ve kept somewhere! You can tidy up your mail storage area by deleting any unwanted and redundant folders. 1 previous file with this exercise, or open the file Watsonia_07.pst... Click on Online Orders (or any other folder you wish to delete) within the Inbox until it appears selected Select Edit > Delete or click on the Delete tool Outlook will ask you to confirm your intention of deleting the folder Click on [Yes] to delete the folder - actually, it is simply relocated to the Deleted Items folder 4 To delete a message folder: 1. Click on the message folder to delete. Select Edit > Delete or click on the Delete tool. Click on [Yes] You can also delete a folder using the menu system. To do this, double-click on the desired folder in the Folder List then select File > Folder > Delete folder name. Watsonia Publishing Page 5 Cluster - Organising Messages

6 Same File RECOVERING DELETED FOLDERS Sometimes you inadvertently delete the wrong message folder, or you simply just need to be able to get at a folder that was deleted previously. Whatever the reason Outlook allows you to recover previously deleted folders and messages providing that they are still in the Deleted Items folder. 1 previous file with this exercise, or open the file Watsonia_07.pst... Click on Online Orders (or any other folder) in Deleted Items that you wish to recover Select Edit > Move to Folder to display the Move Items dialog box Click on Inbox in the Watsonia_07 folder to nominate the destination folder and click on [OK] To recover a deleted folder: 1. Click on the folder to recover in Deleted Items. Select Edit > Move to Folder. Click on the destination folder and click on [OK] Messages in the deleted folder are recovered as well as the folder itself. Watsonia Publishing Page 6 Cluster - Organising Messages

7 Open File MOVING MESSAGES Outlook allows you to easily move messages between folders, either new folders that you have created or existing ones. There are several ways to move messages from one folder to another. However, the command method, using the Move to Folder command on the Edit menu, allows you to move messages easily into folders anywhere in your Outlook system. previous file with this exercise, or open the file Watsonia_07.pst... Click on the British Airways message in the Inbox to select it If you wanted to select more than one message you can hold down the key and click to make a multiple selection 4 Select Edit > Move to Folder to display the Move Items dialog box Click on the Online Orders folder to nominate the destination folder and click on [OK] Click on the Online Orders folder to see the messages there To move messages: 1. Select the messages to move. Select Edit > Move to Folder. Click on the name of the destination folder and click on [OK] You can also drag messages between folders in the Folder List and from a folder to a folder icon in the Navigation Bar. You can drag and drop folders to new locations in the same way that you can drag and drop mail messages. Any items within a moved folder will move with the folder. Watsonia Publishing Page 7 Cluster - Organising Messages

8 Open File COPYING MESSAGES Outlook allows you to easily copy messages between folders, either new folders that you have created or existing ones. There are several ways to copy messages from one folder to another. However, the command method, using the Copy to Folder command on the Edit menu, allows you to move messages easily into folders anywhere in your Outlook system. previous file with this exercise, or open the file Watsonia_07.pst... Click on the Inbox to display the messages it contains Select three messages containing the word Sales in the Subject Use and click to make a multiple selection Select Edit > Copy to Folder to display the Copy Items dialog box Click on the Europe folder within Sales and click on [OK] Click on the Europe folder to see the messages there 5 To copy messages: 1. Select the messages to move. Select Edit > Copy to Folder. Click on the name of the destination folder and click on [OK] You can also copy messages by dragging them between folders in the Folder List and from a folder to a folder icon in the Navigation Bar. Remember to use the key to copy the messages rather than moving them. Watsonia Publishing Page 8 Cluster - Organising Messages

9 Open File DELETING AND RECOVERING MESSAGES It is good housekeeping practice to purge the Inbox of unwanted messages. You can do this by deleting them. The deletion of messages works a little like the Recycle Bin in Windows. When you delete a message, or in fact anything in Outlook, the deleted item is moved to a special Deleted Items folder. From here, it can be recovered or finally purged from the system. 1 previous file with this exercise, or open the file Watsonia_07.pst... Select the last item in your Inbox Click on the Delete button on the toolbar Click on the Deleted Items folder to see all of the deleted messages Right mouse click on the message that you have just deleted Select Move to Folder from the shortcut menu Select the Inbox for Watsonia_07 and then click [OK] Click back on the Inbox for Watsonia_07 to ensure that the message has been moved back there 6 To delete a message: 1. Select the messages you wish to delete and then click the Delete tool on the toolbar alternatively, you can select Edit > Delete You can delete or recover multiple messages by using the key as you click to select each message. If you delete items from the Deleted Items folder, these will be permanently removed from Outlook. Watsonia Publishing Page 9 Cluster - Organising Messages

10 Open File EMPTYING DELETED ITEMS When you delete a message (or most other items for that matter) it is normally placed in the Deleted Items folder. This is like a last staging post where you can, if necessary, recover the deleted item back again. However, without regular maintenance this folder will become full of unnecessary items and should be emptied on a periodic basis. previous file with this exercise, or open the file Watsonia_07.pst... Click on Deleted Items in the Navigation pane to see the contents of the Deleted Items folder Now right mouse click on the Deleted Items folder and select Empty Deleted Items Folder When the warning message appears, click [Yes] to permanently delete the files in the Deleted Items folder To empty the Deleted Items folder: 1. Right mouse click on the Deleted Items folder in the Navigation pane. Select Empty Deleted Items Folder. Click [Yes] to permanently delete the contents of the folder Using the Tools > Options dialog box you can get Outlook to automatically delete the contents of the Deleted Items folder whenever you exit the program. Click on the Other tab in the Options dialog box and check Empty the Deleted Items folder upon exiting. Watsonia Publishing Page 10 Cluster - Organising Messages 1

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