The document discusses various tips and methods for organizing emails in Outlook, including creating folders, flags, categories, and rules to automatically sort emails. It also covers searching emails, delaying delivery of emails, and provides shortcuts and resources for using Outlook more efficiently.

1. Organizing Outlook Email
Keitaro Matsuoka – Romeoville/Joliet

2. Organizing email
Finding Messages
Tips and Tricks
For Today
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3. Organizing Email
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4. Create a new folder
Right click on a message and move or copy
Home | Move | Always Move Messages in This
Conversation
Drag and drop
Moving Messages to Other Folders
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5. You can create reminders by:
Following up to an email (Use Custom)
Setting up an Appointment in Calendar
Creating a Task
Go to View | Reminders Window to view due
or overdue reminders.
Reminders
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6. You can:
Flag existing message
Flag when creating a new message
Go to Search | Flagged to find reminders.
Flags
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7. To change to conversation view, choose Show
as Conversations.
Then Inbox messages appear in the order
received. Look for the arrow next to the
message block to expand the thread. Unread
messages are bolded.
Conversations
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8. Outlook creates a conversation from a series of
emails with the same subject line or
conversation ID. A conversation ID is a hidden
property of Exchange Server.
What is a Conversation?
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9. Yes, use the Ignore button.
This happens at the server level, so you don’t
have to open Outlook to make this work.
To unignore a conversation, unselect the Ignore
button, or wait 14 days.
Can I Ignore a Conversation?
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10. Similar to Labels in Gmail.
Categories let you group Outlook items to
“categories” without physically moving the
items from their original folders. The advantage
is that the same item can reside in different
categories.
Categories
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11. Home tab | Tags | Categorize. Use a “safe”
name. The category order is alphabetical. You
cannot change it.
Does not work with IMAP.
Creating Categories
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12. Right-click on a message and select Categorize.
Home tab | Categorize button
Automatically via Rules: Home | Tags | Create
Rule
Applying Categories
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13. Use Search field near the top and filter by
category.
Viewing Categories
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14. Message | Move | Edit Message
Why?
Summarize information
Insert key words for searching later
Add details to “Copy to Email”-ed message
Edit An Incoming Message
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15. Viewing and Finding Messages
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16. Click on the “heading” (look for the triangle).
Recommended: turn off Show in Groups
Sorting
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17. To view unread messages, click on Unread
Zooming
Get more real estate while reading a message
Viewing Messages
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18. Use the search box. Tip: use the shortcut
to jump to the search box.
Searches are not case sensitive.
Select Has Attachments to look for messages
with attachments.
Finding Messages
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19. Outlook only matches the first letters of a word.
Example: search for ‘stan’ will find ‘Stanley’
but not ‘understand’.
Attachment file names are not searchable!
Search Quirks
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20. Outlook Rules
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21. Home | Rules | Manage Rules and Alerts
The benefit over other features is that you can
automate doing some of these organization tasks
when the messages arrive.
Creating Rules
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22. COPY – copy rather than recreate a rule.
DELETE – Deletes the rule. Recommended: Disable a rule
instead.
UP | DOWN – Rules are processed from top to bottom.
RUN RULES NOW – run a rule one time.
Rules of Rules
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23. Use Rule description to edit a rule.
Go to Tools | Rules and Alerts to create a new rule. This
will bring up the Rules Wizard dialog box.
You can read more about the rules here.
Configuring Rules
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24. You can write an email now and send it later.
Why delay sending a message?
Birthdays or anniversaries
Time zone differences
You will be offline
Delaying Email
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25. Options tab | Delay Delivery button. This will open the
Options dialog box.
Note that Outlook does a terrible job of recording the
actual dispatch time of delayed emails.
How to Delay
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26. Tips and Tricks
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27. Resend This Message – Go to Sent Items folder and open the
message you want. Go to Actions | Resend This Message.
Add Week Numbers to Calendar – File | Options | Calendar
| Display Options. Click Show Week Numbers…
Set Up Google and Hotmail/Outlook.com Accounts in your
Outlook
Tips and Tricks
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28. New Message Attach File
Go to Options Search
Turn a message into a meeting
Open calendar
Shortcut Keys
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29. Resources
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30. Resources
groovyPost
Outlook 2016 Tutorial
MakeUseOf.com
Microsoft Support
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31. Keitaro.Matsuoka@Rasmussen.edu
(815) 306-2657
www.linkedin.com/in/keitaro
Questions?
www.slideshare.net/KeitaroMatsuoka
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