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