managing your inbox. flagging messages message requires a specific response or action from the...
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Managing Your Inbox
Flagging Messages
Message requires a specific response or action from the recipient
Flagging draws attention to your request
Quick Flag Colored flag icon that appears in
the message list Includes text in an InforBar in the
Message window
Message Options
Voting Buttons Allow user to select from one of a
limited set of possible options Three standard sets Buttons can be customized
Message delivery Can be notified when recipient
either receives or opens a message
Recalling or Resending Messages Recall removes unread copies of
the message form the recipient’s Inbox Both sender and receiver must
have Outlook running Message has not been opened or
read by the recipient Must have requested a read receipt
when sending the message If can not be Recalled, you can
Resend
Creating Personal Folders
Can be created on the same level as the default folder
Subfolders can be created in personal folders
Must select a name, the type of Outlook items to be stored in the folder, and its location Each folder can store only one type
of item, appointment, contact, journal, mail, note or task
Rules Rules specify how Outlook should
process and organize messages Rules can be use to
Move messages to a folder based on their subject
Flag messages about a particular topic Assign categories to sent or received
messages based on their content Forward messages to a person or
distribution list Delete messages from a specific sender Delay message delivery by a specified
amount of time Reply automatically to certain messages
using a message you’ve created
Rules Contains three parts
Conditions These determine whether a message is
to be acted on Actions
What should be applied to qualifying messages
Exceptions These remove a message from the
qualifying group Rules are created using the
Rules Wizard
Conditional Formatting Create a rule to apply a specific
format to certain messages you receive
Formatting options Font Font style Font size Effects Color
Can be applied to items in any folder
Finding Messages
Can be difficult to find a message in a complex folder structure
Find command searches for Test listed in the To, CC or Subject
text box Search using more than one
criterion or multiple folders must use the Advanced Find feature
Archiving Messages
Allows you to automatically store messages in a Archive folder when they reach a certain age
Personal Folders file Special storage file with a .pst
extension AutoArchive will do this
automatically
Junk E-mail Filter
Spam or Junk e-mail Unsolicited messages
Filter provides helps with this in a two prong approach Junk e-mail lists Technology that evaluates the
content of each message to determine if it is spam
Protection Level No automatic filtering
Moves only e-mail from senders on the Blocked Senders List
Low Moves only e-mail with a very high
probability ob being spam High
Moves most e-mail with a probability of being spam
Safe Lists Only Moves all e-mail to the junk e-mail folder
expect messages from those senders on the safe sender list
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