Outlook Tips and Tricks - Part 3

[Music] another way to organize your emails is with the categories so notice how we have the categories column so i'm going to click in the categories column and right click on it now there'll be some categories that come with outlook but you can make up your own so i'm going to come down here and i'll pick on all categories on this screen i can make new ones i can rename them i can delete them i can change the color of them so let's say i want to have a new category and i'm going to call it for my staff and let's say we're going to make that one blue all right and i'll click okay now i already have one that's called for my staff so i'll call it for my for my current stuff good of course i can change that if i had misspelled that no problem so it's pretty flexible good now you can pick more than one category that's perfectly fine what i really liked about the categories is that the emails and the calendar and the tasks and the contacts with an outlook we'll all use the same categories so you can color code things uh i'll click okay notice how that's part of the current staff category then if you notice i can sort on that so i'll click on the categories tab at the top then everything with the same category is now listed together so you move your mouse to an email and you right click in the categories category there are some categories that will be built right in and then you can pick on all categories and then you can make new ones or rename them or delete them or change the color of them so you can have your own categories and again like i said the calendar and the tasks and the emails and the contacts in outlook will all use the same categories then i can sort on that it's a good way to organize things the way you want it to be [Music] now another way to organize things is the folders so let me show you a couple quick ways to manage the folders here's how to add a folder i'm going to right click on my email address over here and i can say a new folder and i'm going to call this one pc webinars now let me show you how you would make a sub folder if you right click on a folder and then pick on new folder notice how it made it like a sub folder so maybe i have outlook there all right so it's pretty easy to add folders you could have as many as you wanted to if you right click on your email address and then do a new folder there it'll put it on the main level but if i right click on an existing folder and then add a new folder there then it'll make it a sub folder then notice how of course i can rename a folder copy it move it delete it and so on now notice how we have the favorites up there so watch how you can make a folder into a favorite i'm going to right click on that uh folder and i'll click on add to the favorites and now that's up there so the favorites always stay up there whereas this list you know i don't have to scroll back up and down so the favorites always stay up there if i want to remove a folder from the favorites i can right click on that folder and then say remove from favorites and then it's back to this list over here then you can just pick up an email and drag it to a folder i can right click on the email and pick on move and then move it to the folder this way so i wanted to give you some quick tips on managing your folders [Music] now let me show you an automatic way to help you manage your emails oh by the way notice how those groups are back that we did in a previous lesson so the groups might happen automatically some people like the groups some people don't so let me turn that back off again so in this case i'll pick on view and then current view and then view settings i'll say group by and i'll say clear all and that way it'll turn the groups off sometimes they show up automatically but you can turn them off all right so let me show you how to manage an email automatically with something that's called a rule so i'll show you a couple ways to make a rule i uh let me set up a new folder here i'm going to right click on my email and i'll say new folder and i'll call it microsoft so i have the microsoft folder and i'm going to come up here and go back to my inbox of course i can drag the emails from here into the folder but let me show you how to automatically manage your email with something that's called a role so i'm going to right click on that email and i'll pick in the word rules and i'll say create a rule when we do it this way it'll inherit a lot of information from the email now you have your basic settings for the rules which are fine i can i can pick the from or the subject so i can do some things here but really i think the advanced options are going to be better i'll pick advanced options over here and now you have a lot more flexibility so the first screen is which emails you want to uh handle so i'll pick another word from here from you know that that sender but there could be a lot more ways to handle those emails does it have a certain uh subject does it have certain specific words you know so there's a lot more rules here these are the emails that you want to process i'll pick on next then this is what you want to do to those emails i can move it to a folder i can assign it to a category automatically i can delete it you know you have some good choices here well if i move it to the folder then it may not it's not going to show up in the inbox so i'm going to say move a copy to that folder so this way it'll be in that folder and be in my inbox at the same time so you can decide what you're going to do about these now down here it says move a copy to a specified folder so when i see the word specified down here i'll click that and then i'll pick my folder i'll pick on the microsoft folder for example and click ok good so this screen is what you want to do to that email i'll pick on next then you could even have exceptions you could say well except that if this is true or you know if this is true i'll pick on next so i'm going to run this rule and i'm going to turn this rule on for any incoming emails in the future but i'm also going to run it so any emails that will be from this sender should go to the microsoft folder and we'll notice something happens because you see this number over here that's not the number of emails that are in that folder that's the number of unread emails that are in that folder so the number next to microsoft should go up i'll pick in the word finish notice how the number for the microsoft folder is going up remember that's not the number of emails that are in that folder that's the number of unread emails that are in that folder and and if i click on that folder you'll see all those emails and for now on whenever i get an email from that sender it'll go right to that folder and by the way i said move a copy so it's also in my inbox at the same time so one way you can make your rules is to right click on a specific email and then pick on the word rules there and we say create a rule another way to manage the rules is the following i'll pick on the home menu of the email program i'll come over here and pick on the three dots and then we see the rules here so here i can create a rule or i can manage the rules so i pick on manage rules and then i can change them or delete them as necessary all right so i do like the rules helps you manage your emails automatically so you can right click on the email and find the rules there or you can pick on the home menu and then pick in the three dots and then find the rules there the next thing i wanted the next thing i want to show you is something that's called quick steps these this is another way to handle the email very quickly so if i pick on my home menu look look for this pull down over here i'm going to click on this pull down and there's some that are going to be built right in so you can use those that are built right in or you can make up your own quick steps watch how we're going to make up our own i'm going to click on the home menu i'm going to click on the pull down right here and i'll say create new so let's say i want to i want to reply to the email forward it to somebody else and then delete it so i'm just going to call reply forward and delete now you can have as many actions in this quick step as you want so for my first action notice how you can move it to a folder delete it and so on so i'm going to go ahead and do a reply and then even with the reply i can show the options so you have a lot of flexibility here after i reply i want to forward to somebody so i'm going to add an action and in this case i'm going to do a forward and now for the forward step i will forward it maybe to the same email address each time so i'll do another email address that i have good so it's going to reply to the email it's going to forward it to this other person and then maybe i'll add another action to delete it from my email so i'll choose the action and i'll say delete it what i like about these quick steps is you could have as many steps in there as you wanted to to help you quickly process those emails so i'll pick on finish so notice how when you click on this pull down for the quick steps you'll see the ones that are already there you'll see the ones that you have made and then you can make new ones there as well or you can manage them so let's say i get this email okay now i can click on that email and then click on the quick step up here so it's going to be it's going to be this one that's the one i just made so for the reply i'll say something like hello um please send future emails to [Music] okay so i'm going to send this email then it's going to forward that email to that other person because we said forward right and then it's going to delete the email so i really like those quick steps you'll see somethings that are already built in but you can make your own or you can manage them and then um you could have as many steps in that quick step as you wanted to so that's a quick way to manage your emails by the way another way to get to the quick steps is to right click on an email when we right click on it then notice how you have your quick steps here the next thing i want to show you is a couple ways to add attachments onto an email so i'm going to make a new email here and then we have the classic uh paperclip now they have enhanced that recently if i click on the pull then for the paperclip then you see a lot of your recent files right so that's a nice enhancement or i can browse web locations uh maybe like for sharepoint and things like that or onedrive i can browse this pc for a file so you can click on that paper clip you'll see some of your recent documents or i can browse web locations attach item is different things from outlook like your business card calendar or the outlook item or i can browse my pc for a file so i want to make sure you saw that paperclip let me close this email oh actually i want to keep the email open let me show other ways to attach a file so let's say i have that email open and i'm going to go ahead and go to my file folder over here so i'll go to i'll pick up a file and then i can just drag it to the other window i'm going to drag it to drag it to the window for the uh outlook over here and then notice what's going to happen pick up that file and drag it to outlook right over here and then notice what happened it just put that file as an attachment so that's another way you can add an attachment i could just be in my file folder pick up a file and drag it into the actual email okay and then what you can also do is some word or from powerpoint you can make an email from there so let me go into word or even from excel actually it would work the same way so actually i'll go into powerpoint or i'll go into word and then i'll just go to a document here when you're in your word or a powerpoint or excel document you can make an attachment right from here so i'm going to let this file open all right so i'll pick on file and i'll pick on the word share and i'll pick in the word email i can send that file as an attachment or i can send it as a converted to a pdf so i'll say send as an attachment let's see what happens and then that's going to start an email in outlook with that file as an attachment all right so i just showed you a few ways to add an attachment onto your document i'm just going to close these windows all right let's go back into outlook thank you for watching this video if you liked it please like share comment and subscribe to my channel if you really liked it please click on the thanks icon that looks like this below this video to support the channel please check out some more of my free videos you can also subscribe to my mailing list and find out of my other services by going to www.pcwebinars.com thank you again you