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Microsoft Outlook Presentation
Transcript of Microsoft Outlook Presentation
Microsoft Outlook is our email, calender, and, primary communication software. It is important to have a thorough knowledge of this software in order organize and communicate effectively.
Cleaning Your Mailbox
If you have determined that your mailbox is near or over the space limit it is important that you learn how clean out unnecessary emails quickly while still keeping around what might be important at a later date.
Understanding Your Memory Space Footprint
A Note About Archiving
Archiving is the process of filing old emails away to get them out of sight but not necessarily delete them. Archiving will file away old messages to the location of your choice (C:/ drive be default)
Deleting unread mail can also help clear space. After a message in the unread mail folder, do Ctrl + A to highlight all of the messages. Then press delete to get rid of them. Most emails in this box are usually spam.
Understanding your storage space footprint is the first step towards streamlining your productivity as well as the company networks.
Effective soon there will be a 2 gigabyte hard limit on mailbox size.
That means if your mailbox size is approaching or over 2097152 KB then you have some cleaning to do!
Start big (5000 KB) and work your way down or start old and work your way towards the more recent
Empty The Trash Bin
Managing Thread Space
When multiple messages replying to the same subject email are sent, a thread is created. Threads can take up extra space than necessary because the information contained in the most recent email contains everything sent and received previously.
An Example ---->
The top most highlighted email contains all the emails sent and received, the bottom 5 emails are just a waste of space.
A Cleaned Thread---->
All the information sent between the users has been retained, and space has been saved.
Sending and receiving attachments is one of the primary functions of Outlook, however keeping attachments on server storage space instead of personal hard drives is not a good way of saving space!
Finding The Attachement
Attachments are shown at the top of the email just above the body and under the sending information.
Saving The Attachment
By double clicking on the attachement, a prompt will open up asking if you would like to: "Open", "Save", or "Cancel"
Selecting "Save" instead of "Open" will download a copy of the attachment to the Downloads folder located in the C:\ drive by default. You are then free to delete the email while still retaining the attachment freeing up server space.
Opening from the downloads folder
After saving your attachment, it will be found in the Downloads folder default located by opening "My Computer" or "Computer" tabs, then either navigating to the Downloads folder in the C:/ drive or clicking it under the "Favorites" tab.
The first step is to bring down the toolbar at the top of the window
Next, click on the "Mailbox Cleanup" Option from the dropdown menu
This will display the mailbox cleanup window. The first thing you should do when presented with this window is to click the first box "View Mailbox Size..." so you can check how much storage space you are using.
This will bring up your Total Size in kilobytes. Write this number down so you can calculate it to gigabytes.
To convert your total kilobyte storage space to gigabytes, use google and type (your #) KB to GB and it will return the exact amount of space you are using in gigabytes.
The first step is to once again click the "Tools" bar to bring down the menu and select mailbox cleanup once again
This will again bring up the "Mailbox Cleanup" window. The easiest way to find emails that are taking up large amounts of space is select "Find Items Larger Than" radio button,l and then clicking the "Find..." button next to it
This will bring up the "Messages Advanced" window, and all messages over the size you specified. The messages can be further sorted by size by clicking the "Size" field show by the arrow below. Once you have checked the messages and made sure you no longer need them, they can easily be deleted at once by highlight them all with hotkey CTRL+A and then hitting delete on the keyboard. This is the quickest way to reduce your space, however messages can also be sorted by date received, importance, category, Sender, Subject, and category.
An easy way to keep yourself from deleting important messages is to mark them as such using the category or flag boxes next to the message
Though you have moved some messages to the trash bin, the space is not yet been cleared as the messages must now be permanently deleted.
After you have selected to clear the trash bin a window will appear asking if you are sure you want to delete these items permanently. If you are sure, then select "Yes" if you are not sure, select "No" and review your trash folder to ensure you will not delete anything you still need.
After you have selected "Yes" to empty out your trash bin, check to see how much space you cleared.
This next section will explain how to synchronize the Shell and personal Outlook calenders so everything you need to know about dates and times is already in your Outlook calender
The first step after you have opened the shell homepage is to scroll down to the corporate calender, click on "Actions" and select "Connect to Outlook" from the dropdown menu.
Next, a window will appear asking you if you want to allow the program. Click "Allow". Another similar window will appear, and again click on "Allow"
This will open the calender in Outlook. Notice the normal Outlook calender and the Shell calender are side by side. Two merge them and view them as one calender with everything on it, click on the "View In Overlay Mode" button on The Shell Calender show by the arrow.
If you are in Month view, the calenders should be merged together with the information from The Shell calender being highlighted in green. The Outlook information and The Shell information highlights can be switched by clicking on the tabs under the month. The tabs are shown by the arrows.
Using the categories feature in Outlook is a great way to organize your messages by an attribute that is not on Outlook by default (Date, Sender, Subject)
It is much easier to organize messages by project in this way.
To open the categories menu, click on the block made up of different colors from the toolbar. This will bring up a dropdown menu of different colors your can sort emails with.
To categorize a message, highlight the message in your inbox and then click the color you want to categorize it as.
If you have clicked a category for the first time it will bring up the "Rename Category" window. This gives you the option to put a name to a color, for example, if I wanted to use the yellow category to organize the Company Announcements, I put "Company Announcements" as the name and assign it a shortcut key so I can easily assign company messages that color.
After you hit "Yes" in the window, the message that was highlighted will have a block next to it with the color of the category that you picked and will also have a a bar under the subject of the message describing the category.
Tasks are another great way to keep yourself organized, they allow you to go through and systematically mark off what you need to achieve, and what has already been done quickly.
To create a task, just start typing what it is you need to accomplish in the task bar shown by the orange arrow, and then hit the Enter key.
You can also organize your tasks like you do messages by Right Clicking on the box next to the task and selecting a color.
When you have completed the task all you have to do is click the red flag next to the task, shown by the orange arrow on the right, to mark it as completed.
The advanced toolbar (hidden by default) also contains a couple of useful tools to improve organization and productivity. To bring up the Advanced toolbar, Right Click in an open space by your other toolbars and select "Advanced" from the dropdown menu.
Now under the original toolbar, the advanced toolbar will appear giving you "Back" and "Forward" buttons much like your internet browser as well as an "Outlook Today" button shown by the orange arrow.
The "Outlook Today" page shows your Calender events for the next few days, any tasks you still have marked as incomplete, and show the number of unread messages in your inbox as well as unsent drafts and messages