Message Basics

Module 4.1: Message Basics

• Reading and Deleting Messages Preview (28 min)
• Preparing Messages Preview (20 min)
• Replying To and Forwarding Messages (22 min)
• BCC Field (10 min)
• Issues Related to Selecting Addresses (28 min)

File Attachments

Module 4.2: File Attachments People often have the impression that dealing with attachments is complicated and confusing. This may especially be the case for saving them and attaching them to a new message which can involve navigating to the ribbons and opening a sometimes confusing dialog box. While that is one approach, we am going to ignore that and show you a simpler and quicker way that involves selecting, copying and pasting files. In this module, we will cover opening attached files without saving them, saving attached files you have received, and attaching files to a message you are preparing. we will also talk about dealing with multiple attachments.

• Opening Attachments (7 min)
• Saving Attachments (5 min)
• Attaching Files (12 min)
• Multiple Attachments (18 min)

Navigating Folders Using the Tree View

Module 4.3: Navigating Folders Using the Tree View So far in this Module, we have only talked about the Inbox folder. There are other important folders you will want to access, including Sent items, Deleted items or Trash, Drafts, Calendar, Contacts, Outbox, and custom folders that you create yourself. There are more folders, but these are the most important ones. You navigate to these through a tree view. The tree view presents a hierarchical view of the folder structure of your email account or accounts. From left to right, the folder hierarchy is displayed as levels 0, 1, 2, etc. Right arrow to open or expand a folder, Left arrow to close or collapse a folder, and Up and Down arrow to move within a folder level. The precise nature of your folder structure varies according to your acco

Custom Folders

Module 4.4: Custom Folders You can create your own folders for organizing and easily retrieving important messages. After creating a custom folder, you can easily move or copy messages to it. This is preferable to leaving them in your Inbox where they will be harder to find as the number of messages grows. You can also create rules for automatically moving messages to one of these custom folders.

• Creating and Managing Custom Folders (50 min)
• Creating Rules for Moving Messages to Custom Folders (26 min)

Sorting or Arranging Messages

Module 4.5: Sorting or Arranging Messages By default, messages are arranged or sorted chronologically, with the most recent messages received at the top of the list and the oldest ones at the bottom. You can rearrange the messages in many different ways. we often rearrange them by “from,” so they appear alphabetically with sender addresses beginning with the letter A at the top of the list and those beginning with Z at the bottom. we can then first-letter navigate, or quickly press the first several letters of the name of the sender we want. If we want to find a message from John Smith that we received about three weeks ago, it is quicker to rearrange by sender rather than Down arrow a bunch of times to find it. To rearrange messages in this way in your Inbox: From within the Inbox, press

Search and Advanced Search

Module 4.6: Search and Advanced Search You can conduct simple searches and more refined searches in Outlook. Reliability of Outlook simple searches has fluctuated greatly over the years. For several years, we didn’t waste our time searching Outlook messages. we would try to search, knowing full well that there were messages in our folders conforming to our search terms, but often came up with nothing. Searching on our iPhone worked much better. Admittedly, we have only recently started using Advanced Search, so that tool may have always been reliable. Dependability of simple searches, at least with Outlook 365, seems better these days. Searches can be performed in all Outlook folders, but we will largely limit this discussion to messages, and start from the inbox. To Perform a simple sear

Contacts

Module 4.7: Contacts You can create contacts for individual email addressees as well as for groups of people. In this module, we discuss two ways to do each of these.

• Individual Contacts (34 min)
• Creating Contact Groups in Outlook (21 min)
• Creating Contact Groups from Excel (12 min)

Calendar

Module 4.8: Calendar You can use the Outlook Calendar for scheduling events. In this module, we will use the following nomenclature. An event is a collective term for appointments and meetings. An appointment is an event that you schedule for yourself only. A meeting is an event that you schedule with others. You can also synchronize (“sync” for short) events with your smartphone if you have one. we will first cover how to access the Calendar to see what events you have on it. After that, we will discuss how to schedule events.

• Accessing the Calendar (21 min)
• Creating Appointments (30 min)
• Scheduling Meetings (17 min)
• Responding to Meeting Requests (24 min)
• Recurring Events (39 min)
• Canceling or Deleting Events (30 min)
• Dismissing Event Reminders (5 min)

Other Folders

Module 4.9: Other Folders So far in this Module, we have discussed the Inbox, Sent items, and Contacts folders. Other important folders worth covering are Drafts, Spam or Junk, and Deleted items or Trash. Press Control Y to open the tree view of your Outlook folders, and navigate your tree view.

• Drafts Folder (28 min)
• Deleted Items or Trash Folder (11 min)
• The Gmail Important Folder and the Outlook Focused Inbox (17 min)
• Spam or Junk Folder (19 min)

Syncing Outlook Account Data Across Devices

Module 4.10: Syncing Outlook Account Data Across Devices Syncing account data allows you to use both your computer (or computers) and smartphone to manage email messages, Calendar events and phone and email contacts. It is convenient to read, prepare, and delete email messages on one device and see all those changes reflected on your other devices. With the iPhone, it is quick and easy to ask Siri to schedule events and have them appear on the native Calendar app. Because our iPhone is always with us, we can get reminders of upcoming events and check our Calendar from anywhere. we prefer using our Outlook Calendar on the PC for inviting people to meetings, accepting invitations, and putting Zoom meeting links into the Calendar. It is also advantageous to have your email contacts synced

• Syncing Considerations in Outlook (20 min)
• Syncing on the iPhone (17 min)
• Other Syncing Issues (9 min)

Other Useful Tools and Commands

Module 4.11: Other Useful Tools and Commands

• Detecting the Number of Messages in a Message List (11 min)
• Turning Off the Reading pane (6 min)
• Turning Off New Message Notifications (8 min)
• Message Preview (42 min)
• Flagging Messages (12 min)
• Creating a Signature (21 min)
• Saving Messages (16 min)
• Reverse Sort (7 min)
• Expanding and Collapsing Groups (27 min)
• Changing the Outlook Start Folder (6 min)