Manage Your Outlook Dont Let It Manage You

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Manage Your OutlookDont Let It Manage You

• A Workshop by the Tunxis Information Technology
  Dept
• February 2005

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Manage Your Outlook Preview Pane

• Change view settings to show preview pane at
  bottom of screen
• Viewgt Reading Panegt Bottom

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Manage Your OutlookShow message sizes

• Add the column for message size to your view
• Step One
• Access Custom view
• View gt Arrange BygtCustom

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Manage Your OutlookShow message sizes (2)

• Step Two
• Add size option
• Customize View select Fields
• Show Fields Select Size in left list. Click Add

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Manage Your OutlookShow message sizes (3)

• Note the size of each message displayed in the
  right column
• Adjust the column size to fit all of the size
  information
• You can sort messages by size by clicking the
  size column header. But be sure to re-sort it by
  Received date

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Manage Your Outlook

• What makes an email message BIG?
• Usually one thing - ATTACHMENTS
• Which attachements are usually the biggest
  Culprits?
• Pictures
• Adobe (pdf) files
• Word Documents
• What can YOU do to help when you send messages?
• Write your document in Word to take advantage of
  all the formatting features. But instead of
  attaching the Word document, just copy the text
  from Word into your mail message.

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Manage Your OutlookCreate sub-folders to
organize your mail

• Right-click Inbox
• Select New Folder
• Name your new folder and navigate to the location
  you want the new folder to appear under
• (Example click the Inbox to have the new folder
  appear under your Inbox folder)
• Click OK

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Manage Your OutlookMailbox Cleanup Tool

• Check the size of your Mailbox and find
  oversized messages
• Tools gt Mailbox Cleanup
• View the size of your mailbox and all folders
• Find all messages over a specified size

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Manage Your Outlook Mailbox Cleanup Tool (2)

• All messages over the limit you specified will be
  displayed along with the folder they are in
• Sort messages by size to find the largest
• Highlight messages to delete as you would with
  any message

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Manage Your Outlook

• Exchange Mailbox vs. Outlook Data Files
  (Personal/Archive Files)
• Outlook Data Files (also know as Personal or .pst
  Files) are NOT simply folders to organize your
  mailbox. They are files YOU create to store
  messages outside of your Exchange mailbox.
• Because they are not in your Exchange mailbox,
  messages in Outlook Data Files do not affect the
  size of your Exchange mailbox or contribute
  toward your overall mailbox size limit.
• Outlook Data Files should be located on your
  network home folder so that they will be backed
  up along with your other documents.
• All Outlook Data files are accessed using
  Outlook. They will appear in your folder list
  along with the folders in your Exchange Mailbox.
  
• AutoArchive is a convenient way to move older
  messages to a special Outlook Data File based on
  settings you control.

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Manage Your OutlookOutlook Data Files (2)

• Click the small arrow key next to the New Toolbar
  button
• From the dropdown menu, select Outlook Data File
• The New Outlook Data File dialog box displays.
  Select the topmost item as shown and click OK

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Manage Your Outlook Outlook Data Files (3)

• The typical Microsoft navigation screen will
  open. Use the drop-down list in the Save In
  field and select your home folder (Should appear
  as drive u)
• Select the Outlook folder on your U drive and
  click the Open button
• Enter a name for your file and click OK

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Manage Your OutlookOutlook Data Files (4)

• Enter a display name for the file in the dialog
  box. This is the name that will appear in your
  folder list in the left pane of your Outlook
  desktop. It does not need to be the same as the
  file name.
• Since you are storing this file on your home
  folder, which is accessible only to you, it is
  unnecessary to add a password as well. Leave
  that field blank.

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Manage Your OutlookOutlook Data Files (5)

• The new Personal File will appear in your folder
  list
• You may now drag and drop messages, folders, or
  other information into this new Data file
• Note that items in this file appear in the right
  pane as they do in your inbox

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Manage Your Outlook

• Archiving Outlook Folders
• AutoArchiving is a method of keeping the size of
  your Outlook account to a minimum by saving older
  Outlook information to a separate data file using
  automatic settings you create.
• AutoArchive is a 2-step process. First you
  turn on AutoArchive, then you set the AutoArchive
  properties for each folder that you want
  archived.
• At any time, you can move items in your account
  manually into the Archive file or any another
  Outlook Data File you create.
• You may find you want to use a combination of
  manual Outlook Data Files and AutoArchive to
  manage your old mail. AutoArchive is
  particularly useful to store old items from the
  Sent Items folder, which tends to grow especially
  large.

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Manage Your Outlook FIND Utility

• Outlook offers an excellent search function
• Click the Find icon and the find toolbar will
  display

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Manage Your Outlook FIND Utility (2)

• Highlight the folder you want to search in
• Enter the text to be searched and click Find Now
• Every message in the selected folder and
  subfolders with this text in the subject will be
  listed

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Manage Your Outlook Advanced FIND Utility

• In the Find toolbar select Options and Advanced
  Find
• Enter your search text and change the selection
  in the In field to include message body (all
  text in message).
• Alternately, you can search for messages from a
  specific person

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Manage Your Outlook

• Tips to Organize your Mail
• Create a 1-Pending folder to move items pending
  action from you. If you begin it with the number
  1 it will appear as the first folder under your
  In-Box
• Create sub-folders to organize topics or mail
  from specific persons for which you expect to
  receive a large volume
• Create a Temp-200x sub-folder to move all items
  you dont specifically need to organize, but
  dont want to actually delete. At the end of the
  year, move the whole folder to your archive file

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Manage Your OutlookDont Let It Manage You
End

• A Workshop by the Tunxis Information Technology
  Dept
• February 2005