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Wednesday, June 13, 2012

Personal Folders in Outlook 03, 07 and 10



Are you having problems filing your emails into Personal Folders?!!!
Are your folders not looking as though they are in Alphabetical order or are they lost when you go to find them again?
Well, Outlook has preset ‘Rules’ and you need to follow them. In the following My Computer Tutor Step-by-Step Guide you will learn
1. How to Create a New Folder and name it
2. How to Create and organise Folders within Folders
3. How to Drag and Drop (move)  folders using the Right Click method
Once you understand how this works you will never lose a folder again!

Filing Rules in Outlook

  1. Outlook gives you Personal Folders to start with: InboxDraftsSent ItemsDeleted ItemsJunkOutboxand Search Folders.  Let’s call them 'Parent Folders'
They are preset in this order for a reason (by default) and there is NOTHING you can do about it – nor should you try!
Outlook HAS to file them that way and, try as I might I couldn’t get mine to do otherwise
Below is a screen shot of one of my email accounts (kim@mycomputertutor.net.au) to refer to:
  1. As you create your own New Personal Folders you add them into your Inboxno where else! Your new Folders are filed in Alphabetical order- (again nothing you can do about it)
EXAMPLE:
I created 4x New Folders in my Inbox:
1. MCT Clients,   2. MCT Promo Emails,    3. MCT Step-By-Step,    4. MCT Website Enquiries


HOW?
  1.  Right Click on Inbox /   Left Click New Folder from the drop down Menu


A new window will appear

  1. Type in the Name of your New Folder and make sure Inbox (or the destination folder) is Highlighted
Type in Folder Name
  1.  Left Click OK
Voila! You have a New Personal Folder filed alphabetically in your Inbox  -  this one is called MCT Clients.
Now you can continue to create New Folders to file your emails in in categories that make sense to you.


I went on to create 3 others; MCT Promo, MCT SBS Guides, MCT Website Enquiries and they sit in line below one another in Alphabetical order

 Example

Within my MCT Clients Folder I would like to create a folder for each of my students' emails under their name...


FOLDERS WITHIN FOLDERS

You can create Folders within Folders – using the same technique above... and you know that this has happened when you see a white arrow before the folder name (the Filing cabinet drawer is closed)


HINT: If You have 'lost' a folder chances are that you have wittingly or unwittingly dropped it into one where it doesn't belong
  1.  Click on the white arrow and it turns black and faces down (the Filing cabinet drawer is opened) – all your folders stored within that one will drop down in Alphabetical order. See Below
NB: Remember Numbers will always sort First


Moving Folders - Drag and Drop Method

  1. To Move a Folder you simply Drag and Drop it i.e. Drag the folder from where it is (Source Folder) and Drop it into where you want it to go (Destination Folder).
  1. It will then be filed Alphabetically within its ‘Destination Folder’
E.G. I am going to move the Sophie Kovacs Folder out of my MCT Clients Folder into my Personal Parent Folders (over the top of the email account kim@mycomputertutor.net.au) like this:
  1. Now the Sophie Kovacs Folder is (a bit lost) filed by Outlook under Search
This is because Sophie’s Folder isn’t a Default Personal Folder (Parent) which, as we found out in the beginning, are immovable in their order.
So Sophie needs to be filed somewhere else…
  1. If you Drag Sophie into the Inbox


she will be filed in Alphabetical order under the ‘M’ for MCT because she starts with ‘S’
  1. I can leave Sophie here now if I choose or I can Drag and Drop her into one of my MCT Folders again
Now we will have a quick look at how you can sort your individual emails that are held within your folders just to round the lesson off…


Emails Within Personal Folders

Once you have filed your folders the emails contained in them are sorted by date received - with the newest on top by default (automatically)



f you want to sort your Emails Alphabetically …
  1.  Left Click the Arrange By heading above your email list
  2.  Left click From


Your Emails are now sorted Alphabetically by who they are from


In Summary

  • Outlook gives you Default (we’ll call them Parent) Folders for each Email account - that you cannot move
  • You create your own Personal Folders in your Inbox
  • These Personal folders are filed Alphabetically
  • You can create Folders within Folders, which are filed Alphabetically under the Personal Folder
  • You can open or close the Folder by clicking on the arrow
  • Your emails are sorted by Date received by default
  • You can sort these alphabetically by clicking on the Field header and choosing From
Perhaps I could have just written out this summary for you but I am a ‘big picture’ girl and believe that you need to know Why as well as How in order to fully understand Outlook’s quirks and perks. Once you learn the rules you can then utilise them to your own advantage!


If you have any questions please do not hesitate to contact me – I love it! If you would like a printable version of this lesson to add to your collection email me or download it here


Yours in Outlook,
Kim-Denyse Certified TAA., Dip Bus.Mark.D
www.kimd.com.au
My Computer Tutor
M: 0412 942 937


PS: Did you know you can pick up helpful Tips for free when you follow My Computer Tutor on the Major Social networking Sites?
kim.denyse

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