Outlook Sorting and filtering Emails - How to sort and filter Emails in Microsoft Outlook - Tutorial

we're going to go into the mail application of course and we'll pick on the inbox so it's starting to be towards the end of the year and maybe you want to give yourself a fresh start for the new year so let's talk about ways how we can manage your inbox so understand you can sort on any one of these columns so in all of outlook when you click on the column heading then you can click on the column heading it'll store it by that column all right so just remember you can sort on any column like that now if I click on the column a second time it'll sort in reverse order so if I pick on the word Reese's right there that'll be the received a once Annie might want to see is if there's any older emails so if i put in the word received a second time now the newer ones will be at the bottom and the old ones will be up top so I'm going to expand that column see how I have the black cross and then I see summer from 2017 so maybe I can delete those or make a folder for those older ones so why don't we do that why don't we make a folder so to make a folder I'm going to write there's numerous ways to make a folder I'm gonna right click on my email address over here and I pick under word new folder so I'm gonna call the folder 2017 for example and then I'll move the ones from 2017 into that folder so one thing that you might want to do to manage your email is to sort it by the received data over here and if I see some that are older then maybe I can put those into a different folder and get them out of my inbox you know make sure that I've processed those emails so that's one thing that we can start to do by the way you can pick more than one at a time if I click on this email and then holding that my shift key I can scroll down and then pick on this one and now all of those are selected so I can move them all at the same time so now remember you can sort on any column by clicking on the column heading now I've been showing you how to sort the email the normal way you can just click on the column headings well let's do an advanced sort so to do an advanced sort I'll pick on the View menu and then you come over here and you pick on view settings good and I'll pick on the word sort now you can sort by up to four fields okay so let's say I want to sort it by the person who sent it to me that's the from and then within the person who sent it to me I want to sort of by the receive date you could have up to four sort fields and each one can be ascending or descending independently so we'll click on OK and we'll click on OK again now notice what happened they're now sorted by the person who sent it to me and then with like here's a I actually did some work for the Department of Defense awhile back and so you see some emails let's say DoD and then within the DoD is sorted by the date that it was received let's scroll down further and then here's some from Microsoft so I have office 365 that's how I get my outlook in Excel and all the other programs and then you can see they sent me bills so all the ones that say Microsoft are together and then within Microsoft is sorted by the date so you can click on the column headings and sort by those if you want to do it and sort you pick on the view menu and you pick on view settings and then you're back to this screen I'll pick on sort and then you can sort by up to four fields now now if you want to return it back to the normal sort order I'll say you clear all and then we'll click on OK now the normal default sort order is going to be by the receive date when it was received a kind of now you can see the newer ones are up top and the older ones are at the bottom now another thing that helps you with that is if we group the emails together let's let's turn a group on right now the groups are not on so I'll pick on the view and then view settings you go back to here and then we'll pick on the word group by so I'm gonna say automatically group according to how it's sorted or by the arrangement otherwise you can pick your own group fields so let's see what's going to happen so now let's try that again I'll pick on view settings group by so actually I'll uncheck that and I'll pick on the received so even here you can have up to four group levels now watch what it did see the ones that say to September 20th so I can just collapse that whole section or re expand that so I like that feature so in this case let's do the by the who sent it to me so I'll pick on the view and view settings and for the group I I'll pick on the from who sent it to me okay good so now all the ones from the DoD are listed together now I can collapse that entire section and claves this one you see it just allows me to have all those as one big item or one big group so I see the ones from Microsoft I could just collapse that whole section or we expand this so that helps you manage your inbox as well now some people like the groups and some people don't like the groups so if you want to turn the group crap off again if you want to turn the group back off I'll pick in the view menu and I'll pick on view settings I'll say group by and then I'm gonna say clear off that should make it so there's no longer grouped as you can say personally I'm not wild about the groups but I know some people like to use that that's how you can turn the group's on and off I mean now if you notice in my emails let's go back to some of our slides and see where we are with that so the sixth type of email is to keep out of your inbox so I'll show you how you can turn your spam folder on I just showed you like the ones that there may be older or how to get rid of those anything that's no longer need it maybe we'll put those into folders I'll show you you know more about the folder show you soon if it's an email that is CC to a lot of people and it doesn't require action by you personally then I'll put that into a folder if it's already been read I'll put that into a folder or if it does not pertain to you so in my inbox I try to keep the ones that I have not read yet or things that need attention so you know when I'm handling an email do I need to file it do I need to delete it does it need an action ok now if it needs to be followed up on do I need to do it now or schedule for the follow-up and if I schedule it for follow up there's a way to actually remind you about that and then where am I going to put it put it in the folder or delete it so rules as you need and then if I come down here I can then check those or uncheck those so if I uncheck them they were all turned off and you can also delete them over here so you can activate them by checking them or you can uncheck them at this point I'm going to click on OK now all of my emails should go back to a normal color as you can see because I unchecked the conditional formatting okay now I talked about how to sort and then we did the multiple sort I've talked about how to group the emails let's talk about how to find the emails so when you're in your inbox or just about any other folder in Outlook we can always come over here and you do a search so I'll type in the word Microsoft and you can search for one word or a phrase now this time it's going to show me all the emails that have the word Microsoft either in the the body or the sender see how this one's in the in the sender or the subject or in the body of the email this is probably in the body yeah see how the word microsoft is in the body so I can just search for any word up there let's search for Bill and then it'll show anything any way to have the word Bill there alright so we can always do that now just like we could do an advanced sort we can also do an advanced search let's see how we can do an advanced filter now to turn your filter off I'm going to come over here and pick on this X and then everything is back again some people forget to do that sometimes you want to make sure you click on that X to get all your e-mails back again let's see how we can do an advanced filter so I'll pick on the View menu and we'll do view settings again and then over here it says the word filter then you can go a lot further with the filter so you can search for certain words either in the subject or in the subject in the message body or the frequently used fields you can do a search by who sent it to you or who the email was sent to and then also you can do it by a date range so in this case if I could say received then I can say yesterday today the last seven weeks last month this month okay so this first screen gives you some some filters then I'll pick on more choices and you can go even further in a little while I'll talk about the categories you can search on those now in this case you can search for the ones that are read or unread you can search for items with attachments or no attachments you could say you know if they were marked that's important or high or low importance the ones that are flagged I'll show you what that means pretty soon and then we can also find it by the size so let's see if I have any that are greater than now they're talking about kilobytes there so if it were more than 500 kilobyte how about how about 100 more than 100 kilobytes then that would be start to be pretty big so let's even try these so I want to find any of the emails that are greater than 100 kilobytes and there's a couple of them you can see by the size over here all right so maybe at that point those have attachments or maybe you want to get rid of those or archive those or put those into a folder now the filter is still on let's get back into the events filter screen so I'll pick on the View menu and I'll pick on the view settings and then I'll pick on the word filter again now I'm gonna say clear all that was under more choices and I said the size you know now let me show you how you can go even further than that were advanced with this you can put multiple criteria and so for example let's say if I want the from the from the contained the word Microsoft now you're going to come over here and you pick in the word add to the list so that it's up here then I can keep on adding more and more and then I want to have the subject contain the word billing so I went there from to contain the word Microsoft and then I want the subject to containing the word billing and I'm gonna pick an add to list there so when I pick on the Advanced tab then you can go a lot further you can have as much criteria as you need so I'm gonna click on OK well click on OK now notice how all the emails have the word Microsoft and the from and they all have the word billing in the subject so now I can just deal with those as a group so maybe I would move those to a special folder so these are all great ways to manage your emails the sorts to filter maybe that group by maybe the conditional formatting to help you you know get a handle of your emails and then maybe they're from that you can put them in a folder or delete them or whatever you have to do now this time the filter is still on to get all of my records back again I'll pick on the view and I'll pick on view settings and then I'll pick on the word filter now we can keep on going with this or I could say clear all and that'll bring everything back again ok good now everything is back now a couple things that I mentioned recently I wanted to talk about those now I want to talk about the categories and also how to flag the email for follow-up let's do the categories first so now you can make up your own categories and I'll show you how to do that so if I look at that email notice how there's a column that says categories there now I'm going to right click on that box and then you