Outlook 2003 Tips, Tricks for Managing Your

Transcription

1 Outlook 2003 Tips, Tricks for Managing Your After using Outlook for a while, it s very easy to accumulate a good number of s in your Inbox. With PROTECT, s from both the CCAP interface and Reminder services can greatly add to the volume of messages. It may go without saying that unwanted should simply be deleted. But there are s users may wish to save for future reference. The trick is in organizing these messages so they can be found quickly when you need them. Within the inbox, subfolders can be created to group and store s in a more organized way. Once the subfolder is created, messages can be moved to it, either manually or automatically through a rule that performs an action to a message if that message meets certain user-set criteria. Create an Inbox Subfolder for Storing Rather than keeping s in your Inbox, subfolders can be created to organize and group similar s so they can be found more quickly when needed in the future. 1. From any Outlook folder, choose File New Folder. 2. The Create New Folder dialog box opens. 3. In the Name field, enter a name for the folder. i.e. Training, Personal, Office Policies. 4. In the Folder Contains field, click the drop-down arrow and choose Mail and Post Items. 5. In the Select where to place the folder field, click Inbox to place the new folder inside the Inbox. OR Select Mailbox, to place the new folder on the same level as the Inbox, Calendar, Tasks, etc. 6. Click OK. The new folder will appear in your list of all folders within the Navigation Pane to the left of the Outlook window. FYI With the folder list displayed in the bottom of the Navigation Pane, you can also right click the Inbox and choose New Folder (see Fig. 1) Search for s with Similar Content Rather than finding and moving messages one by one, you can easily find all s about a topic or from a certain sender by using the Look for field at the top of your list. Fig. 1 With the folder list visible, users can create new folders by right-clicking on an existing folder, or drag s from one folder to another. Show the Folder List by clicking on the Folder List button at the bottom of the Navigation Pane. Once the desired s are found, follow the steps in the next exercise for moving those messages to a different folder. 1. If the Find toolbar (Fig. 2) is not currently displayed in your Outlook window, open it by clicking Tools Find Find. 2. In the Look For field, enter text that appears in the Subject Line or body of the s you want to find. 3. Click Find Now. Page 1 of 5

2 4. The s that match your search criteria will appear at the bottom half of the window. 5. Open the mail or use one of the move techniques outlined in the next exercises to move the related s to a different folder. Fig. 2 The Find toolbar can be opened by clicking the Tools Menu Find Find. Manually Move to a Different Folder Once new folders are created, messages can be moved to them. 1. Click on the message you would like to move. To select multiple s at once, (and move multiple s at once) hold down the <Ctrl> key while clicking on all messages you wish to move. 2. Choose one of three techniques for moving the (s): A. Using the RIGHT mouse button, click, hold and drag the selected to the correct folder icon in the folder list at left. After releasing the mouse, click Move B. From the menu bar, choose Edit Move to Folder Select the correct folder. Click OK. C. Right click on the selected . Choose Move to Folder. Select the correct folder. Click OK. Automatically Move or Delete Messages by Creating an Outlook Rule If you wish to move several s that all have something in common such as the person from whom they were sent, or text within the body or Subject Line, you may be able to save time by letting Outlook move them for you. Users can create an Rule that searches for messages based on certain criteria and then performs an action to those messages such as moving them to a designated folder or deleting them altogether. Page 2 of 5

3 Some examples of Rules a user might create could include moving CCAP Interface s or PROTECT Reminder s to a separate folder so they don t clutter the Inbox. Step by step instructions for doing this follow. Users can also create a delete rule to clean up a large folder. Via this Rule, any items inside the folder could be deleted after they reach a certain age or whenever the user closes Outlook. Create a Rule to Organize PROTECT Reminder Messages Reminders are messages triggered from a PROTECT event, such as a new court event being scheduled or a document being created/generated. Attorneys may wish to get a Reminder whenever a Jury Trial is scheduled on cases assigned to themselves. Victim Witness professionals may like to get a Reminder whenever a court event has been scheduled for a case where there is a witness that has requested Notification of All Hearings. Reminder s come into your Inbox just like any other , and there than can accumulate. These Reminder messages can be automatically forwarded to a folder other than your Inbox such as My Jury Trials or Victim Notifications. Having these s separated into their own folders may make the Reminder even more effective as they can be more quickly found and reviewed. Following is an example of a Rule set up to forward a Reminder called Notify Victim of Hearing to a separate folder called Hearing Notifications. The Rules Wizard will walk you through a series of steps 1) From the Outlook menu bar choose Tools Rules and Alerts. 2) Click New Rule. 3) The Rules Wizard window opens. In the upper area of the window, select the radio button Start from a blank rule 4) In the Step 1 field, click Check messages when they arrive and click Next 5) In the next window that opens, place a check mark in front of these two options: with specific words in subject and with specific words in the senders address 6) In the lower half of the window, click the hyperlink with specific words in the sender s address and type: SQL_Agent@mail.da.state.wi.us. Click the Add button, then click OK. 7) Click on the second hyperlink with specific words in the sugject line and type the name of the Reminder exactly as you have named it in PROTECT, such as Notify Victim of Hearing. Click the Add button, then click OK. 8) Click Next to move on to the next step What do you want to do with the message? 9) Place a check next to: move it to the specified folder Page 3 of 5

4 10) In the lower half of the window, click on the hyperlink Move to a specified folder. 11) In the next window that opens, you see a list of all the possible folders these messages could be moved to. You can (a) click on an existing folder and then click OK., or (b) click the New button to create a new folder. 12) If creating a new folder, the Create New Folder window opens. Enter the name of the new folder where you want s affected by this rule to be sent. A name for the new folder could be Hearing Notifications 13) After entering a name for the new folder, make sure to select Mail and Post items from the Folder Options drop down field. 14) In the lower field that lists all folders single click the Inbox to place this new folder within the Inbox then click OK to return to the Rules Wizard window. 15) Click Next to advance to the next step Are there any exceptions? Click Next again. There will be no exceptions. 16) The next window, Finish Rule Set Up asks that you enter a name for this rule. Example: Reminders for Hearing Notifications. 17) If you have not received any Reminder s thus far that would be affected by this new rule, place a check in front of Turn On and click Finish. If you have already received s and wish this rule to move them for you as opposed to your manually moving them, place a check in front of Run this rule now. and click Finish. Create a Rule to Organize CCAP Interface Messages (for PROTECT Administrators only) With the PROTECT-CCAP interface, each PROTECT administrator will receive an for every incoming CCAP court event that is processed. For larger counties, this could mean several dozen s daily. These messages can be automatically forwarded to a different folder or even deleted. Following is an example of a rule set up to forward all CCAP interface messages to a folder called CCAP interface Events. The Rules Wizard will walk you through a series of steps. 1) From the Outlook menu bar choose Tools Rules and Alerts. 2) Click New Rule. 3) The Rules Wizard window opens. In the upper area of the window, select the radio button Start from a blank rule 4) In the Step 1 field, click Check messages when they arrive and click Next 5) In the next window that opens, place a check mark in front of these two options: with specific words in subject and with specific words in the senders address 6) In the lower half of the window, click the hyperlink with specific words in the sender s address and type: SQL_Agent@mail.da.state.wi.us. Click the Add button, then click OK. 7) Click on the second hyperlink with specific words in the sugject line and type CCAP. Click the Add button, then click OK. 8) Click Next to move on to the next step What do you want to do with the message? 9) Place a check next to: move it to the specified folder 10) In the lower half of the window, click on the hyperlink Move to a specified folder. Page 4 of 5

5 11) In the next window that opens, you see a list of all the possible folders these messages could be moved to. You can (a) click on an existing folder and then click OK., or (b) click the New button to create a new folder. 12) If creating a new folder, the Create New Folder window opens. Enter the name of the new folder where you want s affected by this rule to be sent. A name for the new folder could be CCAP Interface Events 13) After entering a name for the new folder, make sure to select Mail and Post items from the Folder Options drop down field. 14) In the lower field that lists all folders single click the Inbox to place this new folder within the Inbox then click OK to return to the Rules Wizard window. 15) Click Next to advance to the next step Are there any exceptions? Click Next again. There will be no exceptions. 16) The next window, Finish Rule Set Up asks that you enter a name for this rule. Example: CCAP Interface Events. 17) If you have not received any Reminder s thus far that would be affected by this new rule, place a check in front of Turn On and click Finish. If you have already received s and wish this rule to move them for you as opposed to your manually moving them, place a check in front of Run this rule now. and click Finish. FYI Both the Reminder Service in PROTECT and the CCAP Interface use the SQL Agent to send the s. Because of this, specifying specific words in the subject line is critical in routing these two messages on to the appropriate folders. Page 5 of 5