Outlook Organization

ORGANIZING YOUR OUTLOOK
A GUIDE TO:
Making email work for YOU!
by Maelyn Belmondo

OVERVIEW
 PST (Personal Storage)
 Rules
 Sorting
 Tasks
 Quick Steps
 Categories
 Message vs. Meeting

PST (PERSONAL STORAGE)
 A personal folders file (.pst)
is an Outlook data file that
stores your messages and
other items on your computer
 Emails stored in your PST do
not contribute to your Inbox
size

CREATING A PST
Open the vESD Help Desk from the
desktop and click on the email
option (available only after
HealthCheck runs)

CREATING A PST
Click on Create New PST

CREATING A PST
Click yes to continue
troubleshooting

CREATING A PST
Click BROWSE… and navigate
to the folder where you want
your PST to be located on the
drive, then click Next
***NOTE: It is recommended
that you not store PSTs on the
P: Drive

CREATING A PST
Create the name for your PST.
This is how it will appear inside
Outlook

CREATING A PST
Check for errors

CREATING A PST
The PST is complete and ready
for use in Outlook.

RULES
 Rules are automatic actions that are carried
out by the Outlook server
 “Set it and forget it”
 Rules help you stay organized and up-to-date
 They can be as specific or as general as you’d
like
 Mailbox Cleanup tools
 But what if……
 Exceptions can be created

RULES
 Create a rule from a template
 Create a rule from a message
 Create a rule from scratch
Always start by clicking here

RULES
2. Click on underlined words to edit rules
1. Select the conditions
you want to create
rules for

WHAT DO YOU WANT IT TO DO?
1. Select the action
2. Edit the action

EXCEPTIONS TO RULES
Exceptions will
create circumstances
that stop the rule
from occurring on a
case-by-base basis

EMAIL SORTING
Right click on content area
Select the
viewing option
that works best
for you

TASKS
Create interactive To-Do lists in Outlook
Or,
hover mouse
over tasks
to quickly
View
Click for task window

TASKS
 View options inside the task window

TURN ON THE TO-DO BAR
Turn on the To-Do bar to see tasks from the mailbox

TASKS THAT ARE IN PST
Right click on PST
(Requires a restart to Outlook)

QUICK STEPS
 Quick Steps is a new feature in Microsoft Outlook 2010 that applies multiple actions
at the same time to email messages
 This helps you quickly manage your mailbox
 Used to automate common or repetitive tasks that require a few mouse clicks

DEFAULT QUICK STEPS
Type Action
To Manager Forwards the selected e-mail to your manager
Team Email Creates a new email to your team
Done Marks the selected e-mail as complete, moves the e-mail to a folder, and marks
the e-mail as read
Reply & Delete Opens a reply to the selected e-mail and deletes the original e-mail
Move to Moves the selected message to a mail folder that you specify and marks the
message as read
Create New Create your own Quick Step to execute any sequence of commands, and then
apply an icon to help you identify it

CREATING QUICK STEPS
file
change status
categorize
task
flag
respond
create appointment
Start by clicking either button
Options include any combination of the following:

CREATING QUICK STEPS
1. Change the picture
2. Change the name
3. Select the first action
4. Add additional actions (repeat as needed)
5. Text that shows when you hover
1 2
3
4
5

CATEGORIES
 Color categories allow you to easily identify and group associated items
 Used to quickly track and organize interrelated items
 You can also assign more than one color category to items

HOW TO CATEGORIZE A MESSAGE
 Click the item you want to categorize
 Click the Categorize button and choose from the list

CUSTOMIZING CATEGORIES
 Categories can be renamed and recolored
 New categories can be created
 Shortcut keys can be assigned
Start here

MESSAGE VS. MEETING
 Use an email message to coordinate details of a meeting between you and others
 Alternatively, use the meeting function in calendar view to schedule a meeting (or
appointment) between you and others
 Outlook sends an invitation to the recipients and the appointment is automatically
added to everyone’s calendar
 Outlook sends a reminder 15 minutes prior to the meeting, by default
 This can be changed individually by each attendee

REVIEW
 PST (Personal Storage)
 Rules
 Quick Steps
 Tasks
 Categories
 Sorting
 Message vs. Meeting

Outlook Organization

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