1. Outlook Lesson 4 Managing Messages Microsoft Office 2010 Advanced Cable / Morrison 1

2. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives Change views. Use Quick Steps. Find messages and manage conversations. Categorize and flag messages, and add reminders. 222

3. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Objectives (continued) Create rules. Personalize and proof messages. Track messages. Apply security settings to messages. 333

4. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Vocabulary branch conversation digital signature encryption private key public key rule Search Folder 444

5. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Introduction Microsoft Outlook is a powerful tool designed to help you organize your business and personal life. Outlook provides many options for managing and customizing settings when creating, sending, and receiving e-mail messages. 5

6. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages Being able to categorize, condense, and ignore messages will enable you to manage them efficiently. Changing Views You can change and customize the Outlook view based on your needs. 6

7. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Changing Views (continued) Messages displayed in Reading view 7

8. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Changing Views (continued) You can switch from Normal view to Reading view. You can collapse the Favorites folder or you can hide it. You can choose the information that is displayed for each message and the order of the messages. 8

9. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Using Quick Steps To simplify repetitive tasks, you can use Quick Steps. Outlook provides five default Quick Steps. You can create your own custom Quick Steps. 9

10. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Finding Messages You can quickly locate a message by entering a keyword or phrase in the Search text box. A Search Folder is a virtual folder that contains a list of all e-mail messages that match specific search criteria. 10

11. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Managing Conversations A conversation is a chain of messages from the first message through all responses. A branch is a split in a conversation. The Clean Up command eliminates redundant messages and gets rid of extra copies of messages. 11

12. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Assigning Categories to Messages 12 You can tag a message by assigning a category. Outlook provides a list of color category names. You can also create a new category. Default categories

13. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Organizing Incoming Messages (continued) Flagging Messages for Follow Up Flags can be applied to identify follow-up actions for messages. You can add a reminder about a message to your to-do list. 13 Red Flag tag in the message list

14. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Rules A rule is an action that Outlook automatically performs based on a condition. Outlook provides a number of rule templates, and you can customize these rules. 14

15. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Creating Rules (continued) Rules and Alerts dialog box 15

16. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages When preparing outgoing messages, you should consider the: – Appearance of the message – Sensitivity and importance of the message – File sizes of attachments – Accuracy of the content 16

17. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages (continued) Personalizing and Proofing Messages You can apply Quick Styles or design your own formats. The Spelling feature and the AutoCorrect Options can be used to proofread, correct, and format message content. You can create multiple signatures to be added at the end of each message. 17

18. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages (continued) Personalizing and Proofing Messages (continued) E-mail Signature options 18

19. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages (continued) Inserting and Attaching Files to Outlook Messages Inserting a picture is not the same as attaching a picture to a message. When attaching files or embedding content in a message, you must be aware of the file sizes. 19

20. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages (continued) Tagging and Tracking Messages You can set a level of importance for a message. You can track a message to find out when it was delivered and when it was read. You can apply a setting so that a message will expire after a specified date. 20

21. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages (continued) Changing Security Settings A digital signature is an attachment to a file or e-mail message certifying that the information in the file is authentic and safe. A digital ID contains: – A private key, which is a key that stays on the sender’s computer – A certificate with a public key, which is a key that a sender gives to a recipient 21

22. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Preparing Outgoing Messages (continued) Changing Security Settings (continued) 22 Encryption is a standard method for encoding data. For encrypted e-mail messages, the sender and the recipient need to share their digital IDs. Security Properties dialog box

23. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Summary In this lesson, you learned: Outlook offers many different ways to organize and view messages. You can use Quick Steps to simplify tasks and complete multiple actions with a single click. When looking for messages, you can use several Search features to filter messages based on several types of criteria. 23

24. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Arranging messages by conversations enables you to group related message exchanges for efficient handling. Tags make it easy for the sender to quickly identify messages and even categorize and sort the messages. Tagging messages with flags helps the sender prioritize messages with visual reminders, and the sender can also add reminders to his or her to-do list. 24

25. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Adding tags to messages provides a visual indicator for the recipient so he or she can determine the level of importance without even opening the message. Rules enable you to automatically apply actions based on specific conditions to manage your messages. Rules can be applied to both incoming and outgoing messages. 25

26. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Outlook offers several features for formatting and enhancing the appearance of your messages, including themes, font styles, backgrounds, and personalized signatures. 26

27. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) You can track sent messages to find out when they were delivered and when they were read. You can also add reminders for both the sender and the recipient, and you can add vote buttons to get feedback from recipients. 27

28. Outlook Lesson 4 Cable / MorrisonMicrosoft Office 2010 Advanced Summary (continued) Several features are available to restrict access to the personal information in your messages. However, most of the security settings require authenticated credentials and digital IDs. 28