Email at Bradford Outlook


Managing Mail Creating, renaming or deleting folders



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Managing Mail

Creating, renaming or deleting folders


To create a new folder:

  1. On the Folder tab – New group, click on New Folder.

34.In the Create New Folder dialog box type in a name for the folder or sub-folder.

Tip: Avoid using the same name for folders and sub-folders as it can cause confusion when moving messages.

35.Under Select where to place the folder:, select where you want the folder or sub-folder to appear, then click on OK.

To rename or delete a folder:


  1. Right click on the folder in the Navigation Pane and select Rename (or Delete).

Note: When deleting a folder, all of the messages within the folder will be deleted. You will be prompted to confirm this.

Moving messages to folders


There are a number of ways to do this. The safest is:

  1. Select the message(s).

Tip: <Shift> and click for a range, or <Ctrl> and click for non-adjacent messages.

36.In the Home tab – Move group, click on the Move button. A list of recently used folders will be shown.

37.Select a folder or click on Other Folder and select from the full list.

Favorites


These are displayed at the top of the Navigation Pane and are useful for quickly accessing the folders you use most often.

To add folders:



  1. Right click on the required folder in the Navigation Pane and select Show in Favorites.

To remove folders:

  1. Right click on the folder in the Favorites list and select Remove from Favorites.

Searching for messages


  1. Type the search criteria into the Search field. screenshot: search inbox field.


The results will be displayed in the main Outlook window. Notice that the Search Tools Search tab is now displayed with further search options.

To search all folders:



  1. In the Search tab - Scope group click on All Mail Items.

To do an advanced search:

  1. In the Search tab - Options group click on Search Tools and select Advanced Find. The Advanced Find dialog box will be displayed.

    1. To select the folders to search – click on the Browse button and select those required and then click on OK.

    2. Enter or select any further options required and click on the Find Now button to display the results.

    3. Click on New Search to clear the search or Close the window if you have finished

38.When you have finished searching, click on Close Search on the Search Tools Search tab.

Marking messages as unread


If you have read a message but want it to be displayed as unread:

  1. Right click on the message and select Mark as Unread.

Tip: You can also do this in the Home tab – Tags group, click on Unread / Read.

Deleting messages


  1. Select the message to be deleted and press Delete.

To undelete a message:

  1. Click on the Deleted Items folder and select the message(s).

  2. On the Home tab - Move group click on Move and select a folder.

To purge (permanently delete) all deleted messages:

  1. Right click on the Deleted Items folder and select Empty Folder.

If you empty the Deleted Items folder, you have 14 days to recover mail. After this time, email data cannot be retrieved.

To recover deleted items:



  1. Make sure the Deleted Items folder is selected.

  2. In the Folder tab – Clean Up group, click on Recover Deleted Items.

  3. Select the item(s) to recover and then click on Recover Selected Items. The item(s) will now be displayed in the Deleted Items folder.

Quick Steps


The Quick Steps feature is used to automate repetitive tasks, helping you to manage your mail effectively. You can customise one of the built-in Quick Steps or create your own.

Quick Steps can be accessed when working in any mail folder via the Home tab – Quick Steps group on the Ribbon. image showing the quick steps group of commands on the ribbon.



Tip: Click on the More button in the Quick Steps gallery to display further options.

Create a new Quick Step


  1. Click on the Create New option in the Quick Steps gallery.

39.In the Name: field, enter an appropriate name for the Quick Step.

40.Choose the first Action to perform and add any further options as required.

41.If necessary click Add Action and specify the second / subsequent action to perform.

42.If required, assign a keyboard shortcut combination to the quick step.

43.In the Tooltip text: field, add a brief description of the action(s) the Quick Step performs.

44.Click on Finish. The new Quick Step will be displayed in the Quick Step gallery.


Built-in Quick Steps


The following list briefly summarises the function of the built-in Quick Steps.

Team E-mail - opens a Forward message addressed to the members of your Team.

Reply & Delete - opens a Reply for the message and deletes the original.

To Manager - opens a Forward message addressed to your Manager.

Done - moves the selected message to a given folder. The message is marked as ‘complete’ and ‘read’.

Note: The first time you use any of the built-in quick steps (with the exception of Reply & Delete), you will need to confirm the actions in the First Time Setup dialog box.

Managing Quick Steps


  1. On the Home tab - Quick Steps group, click on the Dialog Box Launcher.

45.Make the necessary changes and click on OK.

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