1. 1 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. In Outlook, click the Mail category. Right-click Mailbox – your name, and then click New Folder. 1 2 Microsoft © Office Outlook 2003 offers powerful tools that help you organize your messages in meaningful, easy-to-control ways so you can focus on your work. In this guide you will learn how to: Group Similar Messages in Folders Create Search Folders to Find Messages Fast View Messages Effectively with Arrangements Route E-Mail Efficiently Using Mailbox Rules Reduce Unwanted E-Mail with Junk Mail Filters Color Your E-Mail with Outlook Labels Use Quick Flags for Follow-Up Group Similar Messages in Folders You can create new mail folders to help group messages (for example, you can group by topic, by project, by contact, and more). Type a name for the folder. Select where to place the folder. You can set it apart as its own folder, or list it among your other Inbox folders. Move the desired messages into the new folder. 3 4 5 In Outlook, click the Mail category. Go to File>New> Search Folder. In the New Search Folder dialog box, click one of the pre-defined Search Folders or click Create a custom Search Folder. (Scroll to see this option.) 1 2 Create Search Folders to Find Messages Fast Search Folders are virtual folders that offer a view of all messages stored in all folders of your Mailbox. Outlook provides three Search Folders (For Follow Up, Large Mail, and Unread Mail) by default. You can create other Search Folders to find messages instantly based on their content or attributes (for example, where they originated, or whether they are marked for follow up). 3 4 If you create a pre-defined Search Folder, follow the prompts, and then click OK. You are done. If you create a custom Search Folder, click Choose, and then continue the procedure. Type a Name for your custom Search Folder, and then click Criteria. 5

2. 2 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. In the Search Folder Criteria dialog box, create the criteria for your Search Folder. When you are done, click OK until all windows are closed. The new Search Folder appears in your Mailbox under Search Folders. 6 In Outlook, click the Mail category. Go to View>Arrange By, and then click a View option. 1 2 Sort Messages Quickly You can change the way messages are displayed by changing how they are arranged. Note Search Folders are available only when Outlook is operating in Cached Exchange Mode. To enable this, go to File>Cached Exchange Mode>(Cached Exchange Mode Options). Message Arrangements AttachmentsGroups messages into two groups (With Attachments and No Attachments) and then sorts by the received date. CategoriesGroups messages by categories and then sorts by the received date. ConversationGroups messages by message subject or "thread." The sorting order is based on who replied to whom, and by date. By default, only unread and flagged messages are displayed. DateGroups and sorts messages by date. E-mail Accounts Groups messages by e-mail accounts and then sorts by the received date. FlagGroups messages by flag color and then sorts by the received date. FolderGroups messages alphabetically by folder and then sorts by the received date. FromGroups messages by names on the From line and then sorts by the received date. ImportanceGroups messages by Importance (High, Normal, and Low) and then sorts by the received date. SizeGroups messages into seven categories and then sorts the messages by size: Enormous (> 5 MB), Huge (1-5 MB), Very Large (500 KB - 1 MB), Large (100 - 500 KB), Medium (25-100 KB), Small (10-25 KB), Tiny (< 10KB) SubjectGroups messages alphabetically by subject and sorts them by the received date. ToGroups messages by name on the To line and sorts them by the received date. TypeGroups messages by item including e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.

3. 3 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. In Outlook, click the Mail category. Go to Tools>Rules and Alerts. If you have more than one e-mail account, select the Inbox you wish to apply the rule to. In the Rules and Alerts window, select New Rule. In the Rules Wizard, click an option for the type of rule you wish to create and then begin following the wizard. 1 2 Route Mail Efficiently Using Mailbox Rules Outlook Mailbox rules save time and make e-mail organization easier by automatically performing actions on incoming and outgoing messages based on criteria you establish. 3 4 At the end of the wizard, click Finish. To activate the new rule, click OK. 5 6 Reduce Unwanted E-Mail with Junk Filters Keep distracting and unwanted e-mail out of your inbox by using Outlook Junk E-Mail filters. These filters send e-mail flagged as junk to a separate mail folder under your Mailbox. Review the contents of this folder at your leisure to ensure no legitimate messages have been sent there, and if so, you can adjust the filter to avoid flagging such messages in the future. On the Tools menu, click Options. Click Junk E-mail. 1 2 3 On the Options tab of the Junk E-mail Options dialog box, click a protection level. Note Microsoft IT recommends High. Junk E-mail Protection Levels Safe Lists Only E-mail addresses not on your Safe Senders List or Safe Recipients List will be treated as junk e-mail messages. HighOffers the most protection from junk e-mail, routing suspect message to junk e-mail folder. LowDirects obvious junk e-mail to folders. No protection Turns off the automatic Junk E-mail Filter, but continues to evaluate messages using your Blocked Senders List. Note You can use the other tabs of the dialog box to add Safe Senders (people whose e-mail will not be flagged as junk), Safe Recipients and Blocked Senders (people whose e-mail will always be flagged as junk).

4. 4 of 4 This document is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. © 2007 Microsoft Corporation. All rights reserved. On the Tools menu, click Organize. Under Ways to Organize Inbox, click Using Colors. Select the color you wish and click Apply. Note If you wish to make additional formatting changes to messages you receive from this contact, select Automatic Formatting in the upper-right corner. 4 5 In Outlook, click the Mail category. Select an e-mail message from a contact. 1 2 Color Your Mail with Outlook Labels You can quickly identify messages from certain parties by customizing your Inbox to automatically color messages. 3 Use Quick Flags for Follow-Up Flag messages within Outlook with colored Quick Flags to help classify them or mark them for action. Decide what reasons you will have to flag your messages, and then you can create a Quick Flag toolbar in Outlook and begin marking your e-mail. Select Mail in Outlook. Select View>Toolbars> Customize. 1 2 Select the Toolbars tab, then New. Type in a name for your Quick Flags toolbar and click OK. The new toolbar appears. 3 4 5 Move it up into your toolbar, or wherever you wish to place it on your screen. Click the down arrow, then Add or Remove Buttons followed by Customize. 6 7 8 9 10 11 12 When you have completed adding flags to the toolbar and customized them, click Close in the Customize window. To mark a message with a flag, click the message in the message list and then click the appropriate colored flag in your Quick Flags toolbar. Select the Commands tab. Scroll down the Categories and click Actions. Under Commands, scroll down until the colored flags appear. Select the flag color you wish and drag it to the Quick Flags toolbar. Repeat this step to add additional flags. Right-click on a flag in the toolbar and enter a Name for the flag. Click Image and Text to display the name of the flag in the toolbar.