Keep your inbox clean to stay organized. In this video, discover several methods of filing and processing messages.
- [Tutor] There's a lot of ways you could organize your mail. So for this course, I'm going to go over the ones that you'll most likely be using the most often. The first way is to delete or archive the mail. To delete the email while you're reading it, you can either click the trashcan on the right hand side or from the ribbon tab. It gets put into your deleted items, and you can go into your deleted items folder and see it. If you need to get it back, click and drag with your mouse and put it back in the folder that you deleted it from. In this case, the inbox. You can also archive an email. You do that when you want to get it out of the inbox, but you still want leave it available for searching. Select the email and click the archive button from the ribbon. It goes into this archive folder on left hand side, that you can click on and read all of your archived mail. Any archived mail is automatically included in a search, so you'll always have the email, but won't have to clutter up your inbox. Most likely, you won't be going into this archive folder. It's there for searching. You may find yourself needing to be reminded to reply to an email or do some other actionable item on it. For those, you can set followup flags, which will turn the entire email yellow, so that you can see it. When you hover your mouse over an email, clicking the red flag will activate the followup. When you scroll through your email because it's bright red and yellow, you'll quickly and easily be able to see which emails have a followup flag on them. When you've done the action, click the flag one more time, and it marks it as complete. You can also add a reminder to these emails. From the home ribbon tab, with a particular email selected, click the red followup flag. From here, I'll choose add reminder. You can choose the date and time by clicking the pull-down items next to the calendar. I'll choose a date and a time, and click okay. If your inbox is too long to be able to scroll easily to see your follow up flags, you can use a filter. Also on the home ribbon tab, click the down arrow, next to filter email. This is a great way to view all sorts of neat ways to see your email. For example, if you only want to scan through and see any unread messages, to be sure that you haven't missed anything, click on on unread. You can also click has attachments to filter your email to only show you emails that have attachments. I'm going to go to by flagged. This is going to filter my email and show me all of the mail that I have flagged. To get back to your full inbox, on the very top of the screen, click the X next to the search bar. If you prefer to file your emails, you can also create new folders. To create a new folder, right click on the inbox, and choose new folder. From here you can type a name. I'll call this one Techfest, which is the name of an upcoming conference I'm planning. I'll hit the enter key on my keyboard, and my folder has been created. Now you can drag any emails right into that folder. Let go, and your mail has been moved. You can also create sub-folders. If I right click on that Techfest folder that I just created, from here, I can rename it if I want to, I can also delete it, but I can also choose new folder. I'll call this one Leslie. I'll go back to my inbox. Now I can move any emails from Leslie that she's emailing me about Techfest. You'll notice that there's a black triangle that appeared beside my folders. Each sub folder is also expandable. Finally, I can choose to ignore a conversation. If I'm getting a lot of emails on a particular topic that doesn't involve me, maybe it's large reply to all thread, I can choose to ignore it. With the email selected on the home ribbon tab, I can click the down arrow next to the trashcan icon. From here. I'll choose ignore. It's going to tell you that it's taking the selected conversation and any other message that comes in with that same subject line and it's going to move it to the trash. I'll click okay, and I'm told that they'll be moved to the deleted items folder. I'll click ignore conversation, and now I'm officially out of that conversation.