1. Lesson 2: Managing Email

2. 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
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3. 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
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Objective 1.2, 2.2
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4. 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
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Objective 1.2, 2.2
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5. 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
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Objective 1.2, 2.2
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6. 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
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Objective 2.3
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7. 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.
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Objective 2.3
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8. 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
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Objective 2.3
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9. 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
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10. 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
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Objective 2.3
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11. 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
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Objective 2.3
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12. 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
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Objective 2.3
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13. Organizing Messages
To modify existing or create new categories, click All Categories.
To create new category, click New
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Objective 2.3
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14. 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
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Objective 2.3
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15. 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
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Objective 2.3
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16. 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
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Objective 2.3
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17. 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
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18. 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
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Objective 2.3
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19. 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
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Objective 2.3
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20. 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
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Objective 2.3
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21. 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
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Objective 2.1, 2.3
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22. 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.
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Objective 2.3
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23. 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.
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Objective 2.2
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24. 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 Normal 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.
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Objective 2.2
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25. 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
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Objective 2.2
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26. 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.
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Objective 1.2
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27. 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
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:
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Objective 1.2
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28. 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
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Objective 1.2
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29. 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
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Objective 1.2
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30. 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
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Objective 1.2
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31. Managing Junk Email Unwanted email called “junk email” or “SPAM”
Usually benign, but unsolicited promotions of products or services
Junk Filter places potentially undesirable messages in Junk folder
Junk Lists and special Microsoft-developed filter technology evaluate if unread message should be treated as junk
To set up junk options, on Home tab, in Delete group, click Junk and click Junk Options
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Objective 2.3
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32. 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 folder unless the sender is in Safe Senders or Safe Recipients list.
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Objective 2.3
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33. Managing Junk Email Phishing
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 folder
Different lists to filter types of junk messages:
Click Safe Senders to list addresses you consider safe and want to receive, often called white list
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Objective 2.3
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34. Managing Junk
Use Safe Recipients to override Outlook’s Junk and Phishing filters
Specify addresses you regard as safe recipients
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Objective 2.3
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35. Managing Junk
Use Blocked Senders to list those addresses with messages that are automatically put into Junk folder
Can include global addresses for domain
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Objective 2.3
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36. Managing Junk
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 addresses from any Outlook Junk filter lists by selecting address and then clicking Remove
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Objective 2.3
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37. Managing Junk Email Marking Messages as Junk
When receive message Outlook considers to be junk, message automatically moved to Junk 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
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Objective 2.3
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38. Managing Junk
right-click message, click Junk and then click appropriate option
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Objective 2.3
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39. 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 Folder
Delete messages in Junk folder in same way you delete messages in any other folder
To empty entire Junk folder, right-click folder and then click Empty Folder
To empty selected messages in Junk folder, select messages and delete them as if deleting from Inbox (or other folder)
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Objective 2.3
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40. 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
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41. 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.
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42. 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?
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