Organizing messages

1. ® ®
Microsoft Outlook 2010 Training
E-Mail Feature
NaveenKumar Namachivayam
Founder - testTalk Academy
http://naveenkumarn.in

2. Course contents
• Quick Steps
• Folders
• Move Messages into Folders
• Categories
• Search Features
• Summary

3. Quick Steps
• Quick Steps is a new feature in Microsoft Outlook 2010 that
applies multiple actions at the same time to email messages.
• This helps you quickly manage your mailbox.
• e.g. if you frequently move messages to a specific folder, you
can use a Quick Step to move the message in one click. Or, if
you forward messages to your manager or peers, a one-click
Quick Step can simplify the task.

4. Create a Quick Step
• In Mail, on the Home tab, in the Quick Steps group, in the Quick Steps
gallery, click the Create New Quick Step.
• Click an action type from the list or click Custom.
• In the Name box, type a name for the new Quick Step.
• Click the icon button next to the Name box, click an icon, and then click OK.
• Under Actions, choose an action that you want the Quick Step to do. Click
Add Action for any additional actions.
• To create a keyboard shortcut, in the Shortcut key box, click the keyboard
shortcut that you want to assign.
• Note New Quick Steps appear at the top of the gallery on the Home tab in
the Quick Steps group. Although changed Quick Steps keep the same
location in the gallery, you can rearrange them in Manage Quick Steps.

5. Create a folder
• Folders provide a way to organize email messages, contacts, and
tasks in Outlook. To add a folder to the Navigation Pane do the
following:
• On the Folder tab, in the New group, click New Folder.
• Note When in the Calendar view, the New Folder command is
replaced with New Calendar.
• In the Name box, enter a name for the folder.
• In the Select where to place the folder list, click the location for
the new folder. The new folder will become a sub folder of the
folder you select.
• Click OK.

6. Move Messages into Folders
• Select the messages from source folder.
• Drag and drop to the destination folder
using Navigation Page.
• or right click on the messages and select
Move option then select the destination
• or In the Home tab, select Move

7. Categories
• Color adds visibility to your Outlook items.
• Color categories can be assigned to email
messages in Microsoft Outlook, which
enables you to quickly identify them and
associate them with related items
• To assign a color category, do the following:
• For a message in your Inbox or any
message list Right-click the
message, point to Categorize, and then click
a color category.
• For an open message On the Message
tab, in the Options group, click
Categorize, and then click a color category.

8. Search
• Click the File tab.
• Click Options.
• Click Search.

9. Search folders
• A Search Folder is a virtual folder that provides a view of
all email items that match specific search criteria.
• For example, the Unread Mail Search Folder enables you
to view all unread messages in one folder, even though the
messages might be saved in different folders.

10. Search folders
• In Mail, on the Folder tab, in the New group, click New Search
Folder.
• Keyboard shortcut To create a Search Folder, click
CTRL+SHIFT+P.
• From the Select a Search Folder list, click the Search Folder you
want to add.
• If prompted, under Customize Search Folder, specify the
search criteria to use.
• To select a different mailbox to search, under Customize Search
Folder, click the arrow at the Search mail in box, and then
select the mailbox from the list.

11. Summary
• Quick Steps
• Folders
• Move Messages into Folders
• Categories
• Search Features