Microsoft ® Outlook ® 2010 Training Mailbox management 1: Creating folders

Course contents Overview: Use folders and Outlook Data Files Lesson includes: 2 instructional movies Quick Reference Card Mailbox management 1: Creating folders

Overview: Creating Folders Mailbox management 1: Creating folders Learn how to use folders to organize your Outlook mailbox. This course shows you how to create folders, control their order, add them to Favorites, and move and delete them

Course goals Create folders Use punctuation marks and other characters to control the order of your folders Add folders to your Favorites in the Navigation Pane Move and delete folders Mailbox management 1:Creating folders

Create folders on your server (5:37) Mailbox management 1: Creating folders Point to the bottom of the video to see the video controls. Drag or point along the progress bar to move forward or go back. Even though Instant Search lets you pile your messages in your Inbox, you should still create a few folders to help manage your data. For example, you probably don't want a personal message in your Inbox while you have coworkers in your office... so, a folder for personal mail is a good idea. In this course, I'll show you how to create and use folders in Outlook We'll also look at how to create Outlook Data Files, a way to manage your folders and items as they grow. When you first connect to an provider, a default set of folders appears such as Inbox, Sent Items, and Deleted Items. Those default folders appear for each of your accounts, and the key thing to remember about the default folders is that you can't move, rename, or delete them. But you can create new folders and use them to organize your messages. So to create a folder, you first select a location here in the Navigation Pane. This location is also called a parent folder. After you select your parent folder, click the Folder tab, click New Folder, give the new folder a name, and then click OK. The new folder appears as a subfolder or child folder under the parent folder, and you can always rename this folder, or move it to another location. If you want to add a folder to the top level — so it appears at the same level as your Inbox and other default folders — click the account name and follow the same steps — Folder tab, New Folder, a name, and then click OK. You can use any of the default folders as parent folders except Search Folders, here. You follow a different process to create Search Folders, and the previous course in this series shows you how to do that. As you create folders, they’re arranged by level in alphabetical order, but with some exceptions. The default folders always appear at the top of the list. If you want to change the order for the other folders, you have to rename them. For example, you can use numbers, like so or you can use characters such as underscores......or exclamation points. So to rename a folder, right-click it, click Rename Folder, enter a new name, and either press ENTER, or just click somewhere else in the Navigation Pane to commit your change. Also, as your folder set grows, you'll probably find yourself using some folders more than others. You can save time by adding shortcuts to those folders to a set of Favorites, here. Favorites is on by default, and if you don't see it, make sure you're in Mail view, click the View tab, click Navigation Pane, and then click Favorites. From there, you can drag a folder to Favorites, and you can see that doesn't move the folder. Notice, too, that Favorites lets you arrange the order of your folders by dragging them. When you want to remove a folder from favorites, right-click the folder, and click Remove from Favorites. Again, you're not moving your folders, just creating shortcuts to them, and making them easier to find and use. To move a folder, you can drag, or you can select the folder, go to the Folder tab on the ribbon, click Move Folder, select the new location, and click OK. The first method is faster, but the second is more accurate, especially if you're trying to move folders around a large or complex folder tree. To delete a folder, select the one you want to delete, go to the Folder tab, and click Delete Folder. Confirm the deletion, and that moves the folder and everything in it to your Deleted Items folder, here. As long as you don't empty the Deleted Items folder, you can restore anything you've deleted. To do that, expand Deleted Items, select the folder, and then you can either click Move Folder, or just drag the folder to where you want it. Next, we'll look at some things you can do when your folders fill up. We'll look at creating Outlook Data Files or PST files.

Quick Reference Card 1 Create new folders 1.If you're not already in Mail view, click Mail in the Navigation Pane. 2.In the Navigation Pane, right-click an existing folder, and then click New Folder. The Create New Folder dialog box appears. 3.In the dialog box, select a location for your new folder. For example, if you want a folder under your Inbox, click Inbox. To put a folder on the same level as your default folders (Inbox, Drafts, Sent Items, and so on) select the account name, located above the folders. 4.Enter a name for the new folder in the Name box, and then click OK. The new folder appears in the Navigation Pane. Mailbox management 1: Creating folders

Quick Reference Card 2 Control the order of your folders Outlook lists your folders in alphabetic order. To impose a different order, you rename your folders and add numbers or punctuation marks to the folder names. 1.Right-click the folder you want to rename and click Rename Folder. 2.The folder name becomes writable. Note You can't rename the default folders that Outlook provides automatically: Inbox, Drafts, and so on. If you right-click a folder and you don't see the Rename Folder command, you're trying to rename a default folder. 3.Add a number to the start of the folder name, or use a punctuation mark such as an exclamation point or underscore. 4.When you finish, click outside the folder name to save your change. Mailbox management 1: Creating folders

Quick Reference Card 3 Display the Favorites pane 1.Make sure you're in Mail view, then click the View tab. 2.In the Layout group, click Navigation Pane, and then click Favorites. Add a folder to Favorites Drag the folder to Favorites. Dragging copies the folder. It doesn't move it from the Navigation Pane. Arrange folders in Favorites To control the order of your folders in the Favorites pane, drag them up or down. Remove a folder from Favorites Right-click the folder and click Remove from Favorites. Mailbox management 1: Creating folders

Quick Reference Card 4 Move a folder Outlook gives you several ways to move a folder. Remember, you can't move default folders (Inbox, and so on). Move a folder by dragging Click the folder you want to move and drag it to its new location. Move a folder by using the Move Folder dialog box 1.Right-click the folder you want to move and click Move Folder. 2.Select the new location for the folder and click OK. Mailbox management 1: Creating folders

Quick Reference Card 5 Delete a folder 1.Right-click the folder you want to delete and click Delete Folder. 2.Outlook moves the folder and everything in it to the Deleted Items folder. As long as you don't empty your Deleted Items folder, you can restore anything you've deleted. Restore a deleted folder 1.Expand your Deleted Items folder. 2.Drag the folder that you want to restore to the desired location. -or- Right-click the folder you want to restore and click Move Folder, use the Move Folder dialog box to select a location, and then click OK. Mailbox management 1: Creating folders