New messages

To read new messages, select the “Inbox” folder in the navigation bar.
The number of unread messages in the Inbox is shown in bold.
As you see in the image below I have two unread messages.
To read the message I select it in the message list and it appears in the Reading Panel.

If the message is quite extensive and you wish to see the message displayed in full, double-Click on the message. This will open a new window displaying the e-mail entierly.  In this window we have the “Ribbon” where we find all possible options.

Outlook will not display images that are linked in an e-mail. It displays a warning at the top of the window. It’s for your protection.  Spammers use these links to verify your email address to see if it exists or not.  If you Download these images they will send you more spam, and will try selling your e-mail to other spammers.  So if you do not know the sender, do not download the images.

However, when an email is from a known sender, you can click on the warning bar at the top. It displays  a menu and you can select “download the pictures” option from the menu.  If you are going to receiveg several messages from this sender in future, you can choose “Add Sender to Safe Senders List” option.  This option will disable the warning window for the messages from that sender and download and display the images automatically.

Incoming E-mail Follow up

One of the useful features of Outlook is that we can intergrate the received e-mails into several other functions such as calendar and task list.

For example we have an e-mail from a friend in which he asks us to perform a task for him.

Select the e-mail in the message list and Click the “Follow Up”.
In the drop-down menu that appears, we have some options.
All these seem to be obvious.

The task is automatically added to the list.
Select your message in the list, you will see the date for the “Follow Up”  at the top of the panel.

In summary, the email set to “Follow Up”  is automatically added to the “Tasks”.

If you want the mail to be placed on your calendar, click the “Move to Folder” button and select “Calendar” in the drop-down menu.  This removes the email from the “Inbox” folder and places it in your calendar.
A second or perhaps fastest way to do this is drag the e-mail to the “Calendar” in the navigation bar.

E-mail categorization

Like all other items in Outlook, we can also assign (color) categories for an e-mail (color).
If you are unable to recollect, please read Lesson 3 of this course.

You can categorize an email by clicking the “Categorize” button in the toolbar, and choose a category from the drop-down menu.
A second way is clicking the “Quick Clicks” flag icon on the right side of the message.

In the first case, this opens a drop-down menu with a list of the various categories, in the second case, this e-mail takes the default value for the category.
I mentioned how we can add categories in Lesson 3, now I will explain how to
set the default setting for the category.

Just click the “Categories” in the toolbar, and select “Set Quick Click” from the drop-down menu.

This opens a small window where you can set the default category by clicking the downward pointing arrow, choose your category and click the OK button.

You also have the ability to assign multiple categories to an e-mail. To delete these categories, click the “Delete All Categories” option in the drop-down menu.

What I can tell you here is that, when you right click on “Quick Clicks”, you’ll find the same drop-down menu option that you see from the “Categorize” button in the toolbar.

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