M ICROSOFT O UTLOOK 2011
O RGANIZE E- MAIL MESSAGES
Mark Message as Read ... 4
Categorize Messages ... 5
Categorize an incoming e-mail... 5
Rename a category ... 6
Place an e-mail message into two or more categories ... 7
Flag Messages ... 7
Flag an e-mail message ... 7
Mark complete flagged items ... 8
Delete Messages ... 9
Organize Message with Folders ... 10
Create Additional Folders under Inbox Folder ... 10
Create Subfolders for Additional Inbox Folders ... 12
Move E-mail Messages to Additional Inbox Folder ... 12
Rename Folders ... 13
Delete Folders ... 13
Add Filters ... 23 Remove Filters... 23
The following training document uses information from Microsoft Office Outlook 2011 Help and Lynda.com
Mark Message as Read
Select an e-mail message in the Item Pane Do one of the following:
From the Ribbon, go to Home tab click on Unread/Read
Right click on the e-mail message in the Item Pane choose Mark as Unread
Categorize Messages
Outlook has a number of ways of organizing e-mail that will ensure that no messages get left behind.
Categorize an incoming e-mail
Select an e-mail message in the Item Pane Do one of the following:
From the Ribbon, go to Home tab click on Categorize select a desired category
Right click on the e-mail message in the Item Pane point to Categorize select a desired category from the shortcut menu
Rename a category
From the Ribbon, go to Home tab click the Categorize list down arrow choose Edit Categories… from the shortcut menu
In the Categories dialog box, under Name field, double click on a category name to rename
Place an e-mail message into two or more categories
In the Item Pane, select a desired e-mail
From the Ribbon, go to Home tab click on the Categorize button select one or more categories
Flag Messages
Flag an e-mail message
Do one of the following:
From the Ribbon, go to Home tab click on Follow Up select on a desired follow-up option from the list
In the Item Pane, right click on the e-mail message point to Follow Up select a desired Follow Up option from the shortcut menu
Click on the flag icon that appears on the right side of the e-mail message
Mark complete flagged items
Click on the flag icon that appears on the right side of the e-mail message A green check mark will appear
Delete Messages
In the Item Pane, select a message Do one of the following:
Press DELETE on keyboard
Right click the message and then click Delete from shortcut menu
From the Ribbon, go to Home tab click Delete button
Organize Message with Folders
Outlook 2011 allows users to create additional Inboxes for e-mails in order to keep e-mail messages on file for a while
Create Additional Folders under Inbox Folder
From the Navigation Pane, click on the Inbox folder Do the following:
From the Ribbon, go to Organize tab click on the New Folder
From the Menu Bar, go to File menu New click on Folder
An Untitled Folder will appear in the Inbox folder
Start typing to enter the name for the folder
Press Return to confirm
On the Navigation Bar, under the Inbox folder, the new additional Inbox folder is created and appears
Create Subfolders for Additional Inbox Folders
Create new Inbox folders under Inbox folder
Drag and drop the new folder into a desired additional Inbox folder under the main Inbox folder
Move E-mail Messages to Additional Inbox Folder
Drag the e-mail messages from the Items Pane
Drop it into a desired additional folder/subfolder under Inbox folder on the Navigation Bar
Rename Folders
Select the additional folders or subfolders
Right-click on the selected folder choose Rename Folder to give the folder a new name
Delete Folders
Select the additional folders or subfolders
Right-click on the selected folder choose Delete to remove the folder
Organize Message with Rules
Outlook 2011 offers Rules, a tool to help organize messages already in your Inbox and as they come into your Inbox. You can use Rules to move messages into folders, send auto-replies, or add senders to your contacts lists.
From the Ribbon, go to Home tab click on Rules down arrow choose Edit Rules…
In the Rules dialog box, do the following:
Under the On My Computer column, select the type of account for the e-mail you wish to apply the rule to
Click Add button at the bottom to the dialog box
In the Rule Builder dialog box, do the following :
In the Rule name textbox, enter a rule name
Under the When a new message arrives: section, do one of the following:
Select the type of message to apply the rule to
Subject…Contains... to select messages containing specific words or phrases
From…Is to select messages from specific senders
In the drop down menu select when Outlook should apply the rule:
If any conditions are met
If all conditions are met
Unless any conditions are met
Unless all conditions are met
Click Remove button to remove criteria or Add button to add criteria
Under the Do the following section, specify what you wish the rule to do with the messages that meet the criteria
Move Message - move message to a specific folder
Reply - type a reply text that will automatically be sent to any e-mail address whose message fit the specified criteria
If you do not want Outlook to apply other previously defined rules to messages that meet these conditions, check the box next to Do not apply other rules to messages that meet these conditions
Click OK button
Use the Conversation View
Outlook 2011 has a new way of organizing your mail, by grouping each e-mail in conversations.
Click Mail icon on the View Switcher Change to Reading Pane to the right Do one of the following:
On the top of the Item Pane, click on Arrange By: Conversations
From the Ribbon, go to the Organize tab and do one of the following:
Click on the Conversations button
Click on the Arrange By button select Conversations
Organizing messages by conversation groups all messages with the same subject line together
In the Reading Pane, you see not only all the messages you have received, but also all the messages you have sent in that conversation. The messages are ordered by date and time
On the top you see information about the conversation, including the subject line, who the most recent message was sent by, and the date that message was sent
On the right side of the top section you can see how many messages are in the conversation and how many are unread
The grey italics in front of the message tells you what folder the message is in
Control incoming emails by Mailing List Manager
If you have a subscription to a User Group, such as a photography forum, you can control how you receive e-mails from this group through Outlook
Select an e-mail message sent from the User Group
From the Ribbon, go to Tools tab click on Mailing Lists
In the Mailing List Manager dialog box, click on the New button
In the Edit Mailing List Rule dialog box, do the following:
Select the Mailing List tab and do the following:
In the Name textbox, enter the name of your mailing list
In the List address box, make sure the e-mail address of the message you selected appear. If not, enter the address from your mailing list
Select Move messages to folder check box to select what folder to automatically move the messages to
Select Set category check box and click the list down arrow to put the messages in a specific category
If desired, in the Notes text box, enter any notes
Select the Advanced tab and do the following:
Select Delete copies of incoming messages that I sent to the list check box if you are receiving messages separately from the User Group and you do not want to be e-mailed the messages you sent
Select Burst digests into individual messages (POP accounts only) check box to burst the messages if you are receiving the messages as a digest and wish them to be separated in you POP account
Click OK
In the pop-up message window, click Add to Address Book…
Filter Messages
Filters allow you to narrow down you messages to show just the messages you need Filters are cumulative
If you click on Unread, Outlook will show all unread messages
If you click Has Attachment, you will only see unread messages that have attachments
Add Filters
From the Ribbon, go to Home tab click on the Filters drop down arrow Select which filter option you wish to filter your messages by
Remove Filters
From the Ribbon, go to Home tab click on the Filters drop down arrow Select Clear All Filters
