Outlook 2007: E-mail

Management

Tips and Tricks

I. Prepare for July 1 Implementationof UCOP E-mail Management Program

•Address items in EVault – restore to the Inbox and then move to storage those messages you want to keep

•Cull old messages in your Mailbox using various tools, and move the ones you want to keep to storage

Video: How to Restore and Move Vaulted E-mail Messages

https://www.youtube.com/watch?v=HIxrRLPNMNg

Mailbox Size and Cleanup

http://www.youtube.com/watch?v=Fpm878nSpE0

Outlook 2007 contains a number of options to help you organize and manage your email. If you have a high volume of messages, these options can help you work more efficiently and help you to locate the messages you want more easily. This document explains these options and how you can use them to your advantage.

Sorting Email

http://www.youtube.com/watch?v=IhE6MCK0CuM

Email messages accumulate rapidly. Since folders can contain hundreds of messages, searching for a particular email can seem overwhelming. Instead of scrolling through a list of emails, Outlook makes finding a specific email easy with its sort feature.

II. Practice Ongoing E-mail Management

Personal Folders, Online Archive & PST files

http://www.youtube.com/watch?v=D7UakIJ5MSE

Folders allow you to group email messages related to a specific topic or activity. By grouping related messages in folders, they are available for easy reference by topic. Messages can be moved into folders from the Inbox manually or automatically using message rules. Folders are easily added or deleted as you need them.

Rules

Using Rules can help you organize your email in Outlook. Rules allow you to set actions that will be performed automatically after receiving a message that meets criteria you set.  For example, Outlook can redirect messages with a certain subject line or messages containing a certain word or phrase into a special folder. Outlook rules are flexible and allow you to tailor them to your needs. http://www.youtube.com/watch?v=2exOusypsHs

FiltersFilters provide a way to view only messages that meet specific criteria; it is a way to categorize and reduce clutter for easier reading. When a Filter is applied to a folder, the words "Filter Applied" appear in the status bar in the lower left corner of the screen. Only messages that meet the criteria will be visible in the folder. All of the other messages still reside in the Filtered email folder and can be viewed by simply removing the Filter.Go to View – Current View – Customize Current View

Sent and Deleted items

Items in the trash and sent folders can accumulate over time and take up space on the email server. Emptying the trash and filing important sent emails is a good way to keep your mailbox clean.

Go to tools – Options – Other Tab

Other Resources

http://www.ucop.edu/irc/email_mgmt.html

E-mail Management at UCOP