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77-423: Outlook 201377-423: Outlook 2013
Topics : Manage messages (25–30%): Organize and manage messages •Sort messages, move messages between folders, add new local folders, apply categories, configure junk email settings, clean up messages, mark as read/unread, flag messages, ignore messages, sort by conversation, set attachment reminder options
You can use Microsoft Outlook 2013 to manage multiple email accounts, including multiple Microsoft Exchange Server accounts and their associated contacts, calendars, and other elements. Even if you use Outlook only for sending and receiving email messages, you can rapidly build up a mass of messages that make it difficult to locate information. Fortunately, Outlook is designed to act as a complete information-management system; it provides many simple yet useful features that you can use to organize messages and other Outlook items and to quickly find information you need.
When you receive a message, you might not have the time or the information you need to reply to it right away. In such cases, you can flag a message to remind yourself to follow up on it later. You can designate different types of follow-up, including reminders to reply by email, to forward the message to a third party, or to reply by telephone. Flag a message for follow-up
- In the Inbox pane, right-click the message on which you want to follow up.
- On the shortcut menu that appears, click Follow Up.
- On the submenu that appears, click the follow-up action, or click Add Reminder to open the Custom dialog box.
- Select the Reminder check box.
- Select a reminder date.
- Set a time for the reminder, and then click OK.
Moving messages to another folder Filing your messages is as easy as dragging them from the folder they’re in to the folder where you want them. Just click the Inbox to look at your messages when they arrive, and then drag each message to the folder where you want your messages to stay. For a different way to move messages to another folder, follow these steps:
- Click the Mail button in the Navigation pane (or press Ctrl+Shift+I). Your list of incoming mail messages appears.
- Click the title of the message you want to move. The message is highlighted.
- Select the Home tab and click the Move button in the Ribbon. The Move drop-down list appears.
- Select the name of the folder to which you want to move your message.
As soon as you click the folder name, your message is moved to the folder you chose. If you created a folder in the preceding section of this chapter, you can move the message there.
Working with Conversation view Conversation view is an alternative arrangement of messages grouped by subject. All the messages with the same subject appear together in your Inbox (or other message folder) under one conversation header.
The conversation header provides information about the messages within the conversation, including the number of unread messages and whether one or more messages includes an attachment, is categorized, or is flagged for follow up.
Viewing conversations You can display differing levels of messages within a conversation, as follows:
- Click the conversation header or the Expand Conversation button to the left of the conversation header once to display the most recent message in the Reading Pane and to display all the unique messages in the conversation—the most recent message in each thread—in the message list. Reading only these messages will give you all the information that exists in the conversation.
- Click the Expand Conversation button again to expand the conversation to display all messages in the conversation, including messages from your Sent Items folder. (If you click the conversation header a second time, Outlook clears the Reading Pane.)
Conversation view settings As with other features of Outlook 2013, you can modify the way Conversation view displays messages to suit the way you work. You make changes to Conversation view by turning features on and off on the Conversation Settings menu in the Messages group on the View tab. Conversation view settings include:
- Show Messages from Other Folders By default, Conversation view displays messages stored in any folder, including sent messages that are stored in the Sent Items folder. (Within the expanded conversation, sent messages are indicated by italic font.) You can turn off this setting to display only messages from the current folder. Working with Conversation view
- Show Senders Above the Subject By default, when a conversation is collapsed, the conversation header displays the names of all the conversation participants above the conversation subject; when the conversation is fully expanded, the conversation header displays only the subject. This setting reverses the order of the information in the conversation header; the names of the conversation participants are displayed above the conversation subject. In some cases, such as when Outlook displays a message on the second line, the subject might not be visible at all. Turning off the Show Senders Above The Subject setting emphasizes the conversation subject.
- Always Expand Conversations This setting causes Outlook to display all messages in a conversation when you click the Expand Conversation button or conversation header once.
- Use Classic Indented View This setting causes Outlook to indent older messages within individual message threads to show the progression of the thread. This setting is not as effective as the default for displaying split conversations because a message might be at the root of multiple branches but can appear only once in the message list.
Managing conversations Although the most apparent function of conversations is the grouping of related messages, its greatest usefulness is as a message-management tool. It can be especially handy for Outlook users within large organizations that use distribution lists to disseminate information to a large group of people. When hundreds of message recipients use the Reply All function to respond to a message, your Inbox can quickly become cluttered. Outlook tracks conversations by subject and provides tools for managing conversations, regardless of whether you display the messages in Conversation view. you can use these very useful conversation-management tools:
- Ignore Conversation This command moves the selected conversation and any related messages you receive in the future directly to the Deleted Items folder. KEYBOARD SHORTCUT Press Ctrl+Del to ignore the currently active conversation. For more information about keyboard shortcuts, see "Keyboard shortcuts" at the end of this book. ( Be cautious when using the Ignore Conversation command. Outlook identifies conversations based on message subjects. If you receive unrelated messages in the future that have the same message subject as a conversation that you’ve chosen to ignore, you won’t receive those messages. )
- Clean Up Conversation This command deletes redundant messages—messages whose text is wholly contained within later messages—from a conversation. By default, Outlook doesn’t clean up categorized, flagged, or digitally signed messages. You can modify conversation clean-up settings on the Mail page of the Outlook Options dialog box.
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