Organizing Your Mailbox
There are many ways to organize your mailbox. You can organize by creating sub-folders, by using Outlook's Organize tool, or by using the Rules Wizard.
Creating a new sub-folder
|Creating a new folder is a good way of keeping your files organized. To create the folder, click on File, New, and Folder as shown on the left.|
|Name the folder what you would like. It may be a person's name, a group name, or a common subject. Next, Select the area which you would like the folder to be placed, typically under the Mailbox or Inbox area. You may also create subfolders by right-clicking a folder and selecting New Folder.||
The Organize Tool
To open the Organize tool, make sure Inbox is selected in the Folder List, then click on Tools at the top of the screen and select Organize. A window similar to the one below will pop up in the right hand side of your screen. This Organize option allows you to automatically move messages to a different folder depending on the options selected. In the example below, a rule is being created to move all messages from John Doe to a folder called work stuff.
Another way to organize is with colors. You can set up options to have messages appear in different colors in your inbox allowing you to pick out different emails that may be important to you.
The Rules Wizard
Sometimes staff inadvertently find themselves on a mail list to which they have not subscribed and are unable to remove themselves from it. If you are receiving unsolicited, or junk- mail, you can automatically delete it as soon as it arrives in your mailbox by setting up a Rule within Outlook to accomplish this.
Wizard helps you manage your e-mail messages by using rules to automatically
perform actions on messages. After you create a rule, Microsoft Outlook applies
the rule when messages arrive in your Inbox or when you send a message.
For detailed information, you can use the Help files (on menu bar,
Help/Microsoft Outlook Help, select Index tab, and type in rules_wizard).
You can turn on or off the rules you create and change the order in which
the rules are applied. You can also
run rules manually. When you run rules manually, you can apply them to messages
already in your inbox or in another folder.
To create a rule based upon a message:
|Once you have the message open, click on Actions and Create Rule.|
|Check the conditions that you want to apply for this rule.|
|Check what actions you want to take. For junk mail you probably just want to delete it.|
|If there are any exceptions that you wish to apply to the rule, this is where you would select them.|
|Give the rule a name and check the box next to "Run this rule on messages already in Inbox." Click Finish to complete the rule.|