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OL2000: Communicating with E-Mail: Part 11: Using Folders

Article ID: 310580 - View products that this article applies to.

This article was previously published under Q310580

SUMMARY

The information covered in this article is provided by: Microsoft Press

(http://mspress.microsoft.com/)

.

This article is part 11 of a series of thirteen articles that explain how to use Outlook 2000 to communicate through e-mail. To view the other articles in this series, please see the "Additional Resources" section later in this article.

This information is an excerpt from the Quick Course in Microsoft Outlook 2000 book, Chapter 3: "Communicating with E-Mail". Learn More About Quick Course in Microsoft Outlook 2000

(http://www.microsoft.com/mspress/books/4556.aspx)

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Using Folders

Switching views and customizing them with filters are two useful ways to organize e-mail. But if you work on many projects simultaneously, you may find that you want to store your e-mail by project. By creating folders to store messages, you can categorize them and keep them better organized. As an example, suppose that at Ferguson and Bardell, you might deal with both coworkers and clients. Let's create folders for these two categories now.

More about filters and filtering junk e-mail

Some businesses and organizations send mass mailings via e-mail just as they do via regular mail. If you don't want to receive junk e-mail, you can tell Outlook to automatically move it to a folder other than the Inbox or to color-code it. With the Inbox displayed, click the Organize button on the toolbar. Click the Junk E-Mail option and then select the desired options from the adjacent drop-down lists. After you make your selections, click the Turn On buttons. To designate a specific address as junk e-mail, right-click the message header and choose Junk E-Mail and then Add To Junk Senders List from the shortcut menu. (You can filter e-mail messages with adult content in the same way.)

With the Inbox active, choose Folder and then New Folder from the File menu to display this dialog box:

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Type Coworkers in the Name box and click OK.
When asked whether you want to add an icon for this folder to the Outlook bar, click Yes.
The My Shortcuts button is flashing on the Outlook bar. Click the button to open the My Shortcuts group, which now includes an icon for the Coworkers folder.
Repeat steps 1 through 3 to create a folder called Clients with an icon in the My Shortcuts group.

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The Folder List button

To see all the folders that you can access from the shortcuts on the Outlook bar, you can display the folders as a hierarchical list. Follow these steps:

Click the Folder List button on the Advanced toolbar, or choose Folder List from the View menu. The Outlook window now looks like this:

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As you can see, the folder list is sandwiched between the Outlook bar and the workspace.
In the list, click the plus sign next to the Inbox folder to display the folders you just created.
To display only the folder list, choose Outlook Bar from the View menu to turn it off.