Managing Your Inbox

1. Managing Your Inbox

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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