Ex #18 Organizing Messages in Folders OL 03

What is the POSITIVE BENEFIT of creating folders to organize your messages?

Creating folders to organize your messages enables you to keep messages of particular importance in particular locations: Messages on a particular project; Messages from your boss; Messages from business prospects, etc.

How do you DELETE a folder?

In the "Folder List", click the folder and pres the "Del" key. Outlook asks if you are sure you want to delete the folder. Click "Yes".

Why is it so easy to move messages to a new folder using the "Ways to Organize Inbox" pane right after you have created the folder?

It is easy to move messages to a new folder when you have just created it in the "Ways to Organize Inbox" pane because it is now the default folder in the "Move message selected below to" text box. All you have to do is select the message(s) and click the "Move" button to the right of the "Move message selected below to" text box.

What NEGATIVE OUTCOME can you avoid by organizing your messages in folders?

Organizing your messages in folders helps you avoid an accumulation of unrelated messages in your Inbox which can make it diffucult and time consuming to find messages you want.

How do you move a folder to a different level (regarding "subfolder" status etc.)?

Simply drag the folder to the desired location on the Navigation Pane.

How do you create a new folder using the "Ways to Organize" pane?

To create a new folder in the "Ways to Organize Inbox" pane, while in the "Mail" view: 1. On the Tools menu on the Outlook toolbar, select the "organize" command. The "Ways to Organize" pane opens. 2. Click the "New Folder button at the top of the "Ways to Organize Inbox" pane. The "Create New Folder" dialog box appears. 3. In the "Name:" text box, enter the name of your new folder. 4. The text box labeled "Folder Contains:" should say "Mail and Post Items" by default, if you opened it in the "Mail" view, and so requires no action. 5. In the "Select where to place the folder" list, select the folder where your new folder is to be in a subfolder, and click OK. The "Create New Folder" dialog box closes, and your new folder appears as a subfolder in the "Inbox" folder.

How do you create new folders and move messages into them, in one feature?

To create new folders and move messages into them in a single feature, you can use the "Ways to Organize Inbox" pane.

How do you move a message to a different folder from the message heading?

To move a message to a different folder from the message heading: 1. Right-click the message heading and select "Move to Folder" on the shortcut menu. The "Move Items" dialog box appears. 2. Click the destination folder in the list, and click OK. The message is moved to the selected folder.

How do you move messages from the Inbox into another folder using the "Ways to Organize Inbox" pane?

To move messages from the Inbox to another folder using the "Ways to Organize Inbox" pane: 1. Open the "Using Folders" area if it's not already open. 2. If your destination folder is not displayed in the text box labeled "Move Message selected below to", use the arrow at the right end of the text box and select the folder from the drop-down list. 3. Select the message(s) in the Inbox which you wish to move to the new folder. 4. Click the "Move" button to the right of the "Move message selected below to" text box. The message(s) is moved to the new folder.

How do you rename a folder?

To rename a folder, right-click it in the Navigation Pane and click "Rename" on the shortcut menu. Follow the usual.

How can you manage messages in Outlook when you are away from your computer (usually, out of the office)?

When you are out of the office or otherwise away from your computer, the "Out of Office Assistant" can perform many tasks managing messages automatically.

What happens to the messages stored in a folder [NOT a "Search" folder] when you delete that folder?

When you delete a folder [not a search folder], all the messages in that folder are also deleted.

Can you arrange to automatically move messages to another folder?

Yes. You can arrange to automatically move messages to another folder bu creating a "Rule".

When can you use the "Out of Office Assitant"?

You can only use the "Out of Office Assistant" when you are using a Microsoft Exchange Server.