To place all incoming and outgoing e-mails in some order, we can include them in different sub-folders. This will make it easier for us to find an email, later.
The default “Outlook” folders include “Inbox”, “Outbox”, “Junk Mail”, “Deleted Items” and others.
We can create a new folder in various ways.
One way is by clicking on the “Folder” tab and then selecting the “New Folder” option.
A second way is to right-click on a folder and select the “New Folder” option from the pop-up menu.
In both cases, a “New Folder” is opened.
In the first box, you give the folder a name.
In the second box, you decide what you want to put in this folder. This can be either “Task items” or “Calendar items”, or any other item.
In this example, I select “Mail and Post Items”, because I want the e-mail that I receive to be private, apart from the email that I receive at work.
So I create the folder “Private”, and click on the OK button. I do the same thing for the folder, “Work”.
As you can see, in the above pictures are two sub-folders created in the “Inbox” folder.
Moving a message
In order to move a message from one folder to another, we have a number of options.
One method, and perhaps the quickest, is to click on the message and drag it to the folder where you want it to be stored.
A second way is to right click the message in the message list and select the “Move …” option from the drop-down menu that appears. You can also select the folder to which you want to move this message to from the same menu.
If you want to move multiple messages, first select the messages, and then click and drag them to the folder where they are to be placed.
To include adjacent messages, press the Shift key on your keyboard. If you don’t want to include adjacent messages press the Ctrl button, on your keyboard.
We can create a task, create a contact list or make a note of places in our “Calendar” from all of the messages in the message list. The only thing you need to do is to click and drag the e-mail to the appropriate tab in the “Navigation pane”.
Isn’t this easy?
To delete a message, right-click on the message in the message list, and select the “Delete” option from the drop-down menu.
It can be done more quickly by selecting the message and pressing the delete key on your keyboard, however you do it, the deleted message is now stored in the “Deleted Items” folder..
If you have deleted a message by pressing the delete key by mistake or due to some other reason, you need not worry. You can still drag the message from the “Deleted Items” folder to a folder you want to store the email.
To remove all messages from the “Deleted Items” folder, right-click on this folder in the “Navigation pane” and select the “Empty folder” option from the drop-down menu that opens.
Warning: When you delete a message from the “Deleted Items” folder, it will be gone forever.
When you receive an email which has an attachment, you see a paper clip icon next to the “Quick steps” button.
To open an attachment double click on it in the “Reading Panel”.
But beware, attachments are a common method of spreading viruses. My motto is: If you do not know who sent you the file, do NOT open it.
Even if I know the sender, I still scan the attachment using anti-virus software before I open it.
Throughout all of the courses I have already mentioned this a thousand times and I am saying it again: Do not open attachments which have not been scanned.
If you want to view a preview of the attachment in the “Reading panel”, select the attachment on top and click the “Display File preview” button.
Bear in mind that when you preview the attachment in the “Reading Panel”, you actually open this file. In other words, if the file is infected with a virus and you open a preview in the “Reading panel”, you are in big trouble.
I do not want to scare you, but I want you to stop and think before you open an attachment.
In order to scan an attachment, you must first save it. Right-click on the file and select the “Save As” option from the drop-down menu. Select the location on your hard drive, where you want to save the file, and click the “Save” button.
Now navigate to the saved file, right click on it and select the “Scan with Norton antivirus” option if you have Norton installed.
If you have another antivirus program installed on your computer,you can use that. When Norton, or whichever anti-virus you use, has finished scanning, you can open the file. You can be assured that its much safer now but there is never a guarantee that all viruses in attached files will always be detected. We will just have to learn to live with the viruses around us.
You've completed Lesson 8 START NEXT LESSON