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Outlook Lesson 4Managing Messages
Microsoft Office 2010 Advanced
Cable / Morrison1
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Objectives
Change views. Use Quick Steps. Find messages and manage conversations. Categorize and flag messages, and add
reminders.
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Objectives (continued)
Create rules. Personalize and proof messages. Track messages. Apply security settings to messages.
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Vocabulary
branch conversation digital signature encryption
private key public key rule Search Folder
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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.
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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.
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Organizing Incoming Messages (continued)
Changing Views (continued) Messages displayed in Reading view
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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.
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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.
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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.
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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.
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Organizing Incoming Messages (continued)
Assigning Categories to Messages
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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
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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.
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Red Flag tag in the message list
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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.
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Creating Rules (continued)
Rules and Alerts dialog box
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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
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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.
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Preparing Outgoing Messages (continued)
Personalizing and Proofing Messages (continued)
E-mail Signature options
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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.
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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.
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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
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Preparing Outgoing Messages (continued)
Changing Security Settings (continued)
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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
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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.
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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.
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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.
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Summary (continued)
Outlook offers several features for formatting and enhancing the appearance of your messages, including themes, font styles, backgrounds, and personalized signatures.
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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.
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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.
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