Managing Your Inbox

Flagging Messages Message requires a specific response or action from the recipient Flagging draws attention to your request Quick Flag Colored flag icon that appears in the message list Includes text in an InforBar in the Message window

Message Options Voting Buttons Allow user to select from one of a limited set of possible options Three standard sets Buttons can be customized Message delivery Can be notified when recipient either receives or opens a message

Recalling or Resending Messages Recall removes unread copies of the message form the recipient’s Inbox Both sender and receiver must have Outlook running Message has not been opened or read by the recipient Must have requested a read receipt when sending the message If can not be Recalled, you can Resend

Creating Personal Folders Can be created on the same level as the default folder Subfolders can be created in personal folders Must select a name, the type of Outlook items to be stored in the folder, and its location Each folder can store only one type of item, appointment, contact, journal, mail, note or task

Rules Rules specify how Outlook should process and organize messages Rules can be use to Move messages to a folder based on their subject Flag messages about a particular topic Assign categories to sent or received messages based on their content Forward messages to a person or distribution list Delete messages from a specific sender Delay message delivery by a specified amount of time Reply automatically to certain messages using a message you’ve created

Rules Contains three parts Conditions These determine whether a message is to be acted on Actions What should be applied to qualifying messages Exceptions These remove a message from the qualifying group Rules are created using the Rules Wizard

Conditional Formatting Create a rule to apply a specific format to certain messages you receive Formatting options Font Font style Font size Effects Color Can be applied to items in any folder

Finding Messages Can be difficult to find a message in a complex folder structure Find command searches for Test listed in the To, CC or Subject text box Search using more than one criterion or multiple folders must use the Advanced Find feature

Archiving Messages Allows you to automatically store messages in a Archive folder when they reach a certain age Personal Folders file Special storage file with a.pst extension AutoArchive will do this automatically

Junk Filter Spam or Junk Unsolicited messages Filter provides helps with this in a two prong approach Junk lists Technology that evaluates the content of each message to determine if it is spam

Protection Level No automatic filtering Moves only from senders on the Blocked Senders List Low Moves only with a very high probability ob being spam High Moves most with a probability of being spam Safe Lists Only Moves all to the junk folder expect messages from those senders on the safe sender list