Lesson 2: Managing Email

Lesson Objectives work with signatures work with conversations work with the folder list create folders organize messages clean up messages use Quick Steps work with junk mail Pg43 © CCI Learning Solutions Inc.

Using Signatures To create a new signature: Click File and click Options. Click Mail and click Signatures; or in new message, on Messages tab, in Include group, click Signature and click Signatures; or in new message, click Insert tab, in Include group, click Signature and click Signatures Pg 43 Objective 1.2, 2.2 © CCI Learning Solutions Inc.

Using Signatures To create new signature, use New button Use Edit signature box to add text or images Use format attributes above Edit box to format text Click Save to ensure all changes saved with signature Outlook automatically sets first signature as default signature for all new messages Can change for new messages and replies or forwards Can delete or rename signatures No limit to number of signatures can create Pg 43 Objective 1.2, 2.2 © CCI Learning Solutions Inc.

Using Signatures Applying Signatures Can change signature within message To use another signature in message, on Message tab, in Include group, click Signature and click signature to include Pg 44 Objective 1.2, 2.2 © CCI Learning Solutions Inc.

Working with Conversations To activate conversation mode: On View tab, in Conversations group, click Show as Conversations; or right-click column header row and click Show as Conversations Click to expand or click to collapse conversation Older messages indented from left New messages now grouped with other related messages for quick reference with most recent response at top More responses to conversation push earlier messages down list Pg 46 Objective 2.3 © CCI Learning Solutions Inc.

Working with Conversations Show Messages from Other Folders Includes messages moved to other folders related to message topic. Show Senders Above the Subject Shows sender’s name above subject content. Always Expand Selected Conversation Displays all conversations with related messages in expanded mode. Use Classic Indented View Displays each message in history trail of message topic indented further. Pg 47 Objective 2.3 © CCI Learning Solutions Inc.

Working with Conversations Ignoring Conversations Can choose to ignore conversation if not important to track Messages do not appear in list and all responses for conversation automatically move to Deleted Items folder To ignore conversation, on Home tab, in Delete group, click Ignore Pg 47 Objective 2.3 © CCI Learning Solutions Inc.

Working with Conversations Be careful with Ignore as you will miss rest of conversation If unsure whether to ignore conversation, leave it active in message list, but do not expand conversation header after reading first few responses To turn off Ignore option, display items from Deleted Items folder; then click message to turn off ignore feature and, in Delete group of Home tab, click Ignore Pg Objective 2.3 © CCI Learning Solutions Inc.

Working with Conversations Cleaning Up Conversations To set how conversations handled, click File, click Options, click Mail and then make selections in Conversation Clean Up area Pg 48 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Create additional folders for specific subjects or projects and to move messages Managing Outlook folders similar to managing folders in Windows/File Explorer Folders you create in Outlook are internal to Outlook Outlook folders display in hierarchical listing Indicates level of detail set up or topic Pg 49 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Using Categories Assign to help find or sort different types of information in Outlook Can define category names and assign different color to each category Can assign more than one category to Outlook item To apply category: click message to select or open; then on Home tab, in Tags group, click Categorize; or in new message, click Options tab, in More Options group, click Message Options Dialog box launcher, and then click Categories; or right-click message, click Categorize and then click category to apply Pg 49 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages To modify existing or create new categories, click All Categories. To create new category, click New Pg 49 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Can set up shortcut key for categories before or after you create category If frequently use category, set Quick Click so category applied with single click To set up category for this option, click Set Quick Click Pg 50 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Sorting Messages To change sort order for messages and conversations: click View tab, in Arrangement group, click option to sort messages; or on View tab, in Current View group, click View Settings and then click Sort; or Pg 50 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages click column heading above list of messages in Inbox; or right-click column heading and then click sort option indicates which field is primary sort appears with corresponding text to specify whether the items in ascending (A-Z, 0-9) or descending (Z-A, 9-0) order Pg 51 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Using Folders Folder is simply location for storing information or files No limit to number of folders that can be created within Outlook To create new folder, select where you want folder to be and: on Folder tab, in New group, click New Folder; or right-click folder where new folder to insert, and click New Folder; or Pg Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages press CTRL+SHIFT+E Can delete folders in same manner as delete messages Press DELETE when folder name selected, or drag folder to Deleted Items folder Pg 52 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Moving Messages To move message to folder, select message and then: on Home tab, in Move group, click Move; or right-click message and select Move; or Pg 52 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages press CTRL+SHIFT+V; or drag message from message list to required folder in Navigation Pane; or if message open, on Message tab, in Move group, click Move To move group of messages, use CTRL to select non-consecutive messages, or SHIFT to select consecutive messages. To copy messages, press CTRL and drag message to folder Pg 53 Objective 2.3 © CCI Learning Solutions Inc.

Organizing Messages Deleting Messages When messages no longer needed, consider deleting them to reduce size of personal data file for Outlook By default, anything deleted in Outlook automatically placed in Deleted Items folder until you permanently delete or move item elsewhere To delete one or more messages, select it and then: on Home tab, in Delete group, click Delete; or press CTRL+D or DELETE; or right-click selected item and click Delete Can press SHIFT+D to permanently delete message Pg 53 Objective 2.1, 2.3 © CCI Learning Solutions Inc.

Organizing Messages To permanently delete messages each time you exit Outlook, click File, click Options, click Advanced and in Outlook start and exit area, click Empty Deleted Items folders when exiting Outlook To empty Deleted Item folder for this occurrence only, click File and, in Info category, click Cleanup Tools and click Mailbox Cleanup. Click View Deleted Items Size to see how big Deleted Items folder is, then click Empty to permanently delete items from this folder Use Clean Up Folder option to remove redundant messages To clean up folder, select folder and: click Folder tab, and in Clean Up group, click Clean Up Folder; or right-click folder and click Clean Up Folder. Pg 53 Objective 2.3 © CCI Learning Solutions Inc.

Automating Message Tasks Using Quick Parts To insert Quick Part, in new message, click Insert tab and in Text group, click Quick Parts To create AutoText entry, first create item as you would want it to appear in message. Then select item and on Insert tab, in Text group, click Quick Parts and click Save Selection to Quick Part Gallery AutoText Inserts information from saved Quick Part that may consist of text, graphics, or combination of both, and be of any size. Save Selection to Quick Part Gallery Saves selection as building block in Quick Parts Gallery for use in other documents. Pg 56 Objective 2.2 © CCI Learning Solutions Inc.

Automating Message Tasks Name Enters name for new Quick Part if you prefer different name to suggestion. Gallery Selects gallery where Quick Part to be stored and then displayed. Category Selects category identifying type of Quick Part; can create new category while in this mode. Description Enters brief description of Quick Part contents. Save in Selects which template will contain Quick Part; the NormalEmail template is default and will enable Quick Part to be available to all messages. Options Selects whether Quick Part item will display contents only, in its own paragraph or page. Pg 56 Objective 2.2 © CCI Learning Solutions Inc.

Automating Message Tasks To insert AutoText entry: On Insert tab, in Text group, click Quick Parts and click entry from list; or type name of Quick Parts until ScreenTip appears with contents of the Quick Parts and then press ENTER; or type the name of the Quick Parts and then press F3 Pg 57 Objective 2.2 © CCI Learning Solutions Inc.

Automating Message Tasks Using Quick Steps Use to accomplish task with one click instead of several Can create own Quick Steps for repetitive actions you perform or customize ones that Outlook provides. Pg 59 Objective 1.2 © CCI Learning Solutions Inc.

Automating Message Tasks Move to Moves message to specific folder and, if new, also marks message as read. To Manager Forwards message to manager you specify. Microsoft Exchange server sets up automatically with your manager’s name in Global Address List. Team Email Sends message to others specified in this team. Microsoft Exchange server sets up automatically with names of Team members in Global Address List. Done Moves message to specific folder, and then marks message as read and complete. Reply & Delete Replies to selected message and sends message and deletes original message. Create New Creates new Quick Step. New Quick Step Creates new Quick Step using: Pg 60 Objective 1.2 © CCI Learning Solutions Inc.

Automating Message Tasks To set up or change existing Quick Step, on Home tab, in Quick Steps group, click More and then Manage Quick Steps Duplicate Quick Step to save time and helps when you want to add or remove action for duplicated step Be sure to rename duplicate Quick Step appropriately Use Reset to Defaults to return Quick Steps to its default settings as provided when Outlook was installed Pg 60 Objective 1.2 © CCI Learning Solutions Inc.

Automating Message Tasks Creating a Quick Step To create new Quick Step from preset action: On Home tab, in Quick Steps group, click More, click New Quick Step, and then click action to use; or on Home tab, in Quick Steps group, click More, click Quick Steps dialog box launcher button, click New and then action Pg 60 Objective 1.2 © CCI Learning Solutions Inc.

Automating Message Tasks To create a custom new Quick Step: on Home tab, in Quick Steps group, click Create New in Quick Steps gallery; or on Home tab, in Quick Steps group, click Manage Quick Steps, click New and then click Custom Pg 61 Objective 1.2 © CCI Learning Solutions Inc.

Managing Junk Email Unwanted email called “junk email” or “SPAM” Usually benign, but unsolicited promotions of products or services Junk E-mail Filter places potentially undesirable messages in Junk E-mail folder Junk E-mail Lists and special Microsoft-developed filter technology evaluate if unread message should be treated as junk email To set up junk email options, on Home tab, in Delete group, click Junk and click Junk E-mail Options Pg 64 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email No Automatic Filtering No action taken for incoming message, unless sender is in Blocked Senders list. Low Filters out messages that include obvious junk mail characteristics (default). High Aggressively filters out messages that include more subtle as well as obvious junk mail characteristics. Safe Lists Only Sends all messages to Junk E-mail folder unless the sender is in Safe Senders or Safe Recipients list. Pg 64 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email Phishing Email trying to obtain details of personal financial information from recipient Outlook converts to plain text format, disables all links in message and places in Junk E-mail folder Different lists to filter types of junk messages: Click Safe Senders to list email addresses you consider safe and want to receive, often called white list Pg 65 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email Use Safe Recipients to override Outlook’s Junk E-mail and Phishing filters Specify email addresses you regard as safe recipients Pg 65 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email Use Blocked Senders to list those email addresses with messages that are automatically put into Junk E-mail folder Can include global addresses for domain Pg 65 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email Use International to block messages from specific foreign domains Can enter these addresses manually or import lists from earlier versions of Outlook Can easily remove email addresses from any Outlook Junk E-mail filter lists by selecting address and then clicking Remove Pg 66 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email Marking Messages as Junk When receive message Outlook considers to be junk, message automatically moved to Junk E-mail folder Can choose how message to be treated To mark message as junk: On Home tab, in Delete group, click Junk, and click appropriate option; or Pg 67 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email right-click message, click Junk and then click appropriate option Pg 67 Objective 2.3 © CCI Learning Solutions Inc.

Managing Junk Email To unmark message as junk: On Home tab, in Delete group, click Junk, and click Not Junk; or right-click message, click Junk and then click Not Junk Emptying the Junk E-mail Folder Delete messages in Junk E-Mail folder in same way you delete messages in any other folder To empty entire Junk E-mail folder, right-click folder and then click Empty Folder To empty selected messages in Junk E-mail folder, select messages and delete them as if deleting from Inbox (or other folder) Pg 67 Objective 2.3 © CCI Learning Solutions Inc.

Lesson Summary work with signatures work with conversations work with the folder list create folders organize messages clean up messages use Quick Steps work with junk mail Pg 68 Objective © CCI Learning Solutions Inc.

Review Questions 1. Explain why you might want to create more than one signature. 2. Why would you turn the conversations feature on? 3. Why might you want to apply a category to a message? 4. What does the indicate in the column headings? 5. Provide a reason why you should set up folders for messages. Pg 69 © CCI Learning Solutions Inc.

Review Questions 6. How can you use the Deleted Items folder to help organize your Inbox? 7. Explain what a Quick Part is and how you might use it. 8. Explain what a Quick Step is and how you might use one. 9. Give an example of when you might want to create a Quick Step. 10. What is phishing? © CCI Learning Solutions Inc.