ICT Staff Development presents:
®
Microsoft Office
®
Outlook 2007 Training
Get Out of Your Inbox
Course contents
• Overview: Tame the chaos of your Inbox
• Lesson 1: Use your mail to take action
• Lesson 2: Keep track of messages with flags and
the To-Do Bar
(Continued on next slide.)
Get Out of Your Inbox with Outlook 2007
Course contents, cont’d.
• Lesson 3: Name your color: Organize with colored
categories
• Lesson 4: Store it
• Lesson 5: Find any message, fast
Each lesson includes a list of suggested tasks and a set of
test questions.
Get Out of Your Inbox with Outlook 2007
Overview: Tame the chaos of your Inbox
While e-mail can make communication
more efficient, the sheer volume of
messages can also get overwhelming.
Outlook 2007 includes flexible features
to help you control e-mail volume, find
what you need, and act when and
where action is required.
This course offers a glimpse of what’s
available and shows you how to make
the best use of messages in your
Inbox and beyond.
Get Out of Your Inbox with Outlook 2007
Course goals
• Use your messages to schedule tasks, set up meetings,
and create contacts.
• Flag messages in your Inbox to create a task list.
• Color-code messages using category labels that you
create.
• Organize messages into groups by using folders.
• Find any message quickly.
Get Out of Your Inbox with Outlook 2007
Lesson 1
Use your mail to take action
Use your mail to take action
Reading an e-mail
message usually
prompts you to take
some sort of action.
You might reply right
away, or take a
secondary action like
setting up a meeting.
In order to clear away the clutter in your Inbox, think
about a message as you read it and decide whether it
requires action. If it does, what do you need to do?
Use Outlook to take that action, when and how you
need to.
Get Out of Your Inbox with Outlook 2007
Drag a message to take action
An e-mail message
may not require a
direct response.
Even so, the information in the message may still
prompt you to:
• Store contact information.
• Create a task.
• Set up a meeting.
Get Out of Your Inbox with Outlook 2007
Drag a message to take action
You can get started
with each action by
dragging the message
to the appropriate
button in the
Navigation Pane.
While this functionality isn’t new to Outlook 2007, it
provides a handy illustration of how messages in
Outlook can have uses beyond e-mail.
Get Out of Your Inbox with Outlook 2007
Set up a meeting
If a message makes
you realize that you
need to meet with
someone, here’s how
to get started.
1
Drag the message to the Calendar button in the
Navigation Pane.
2
A new appointment opens, where you’ll fill in the details
such as date, time, and location. Then invite the person
to the meeting and…
3
…click Send.
Get Out of Your Inbox with Outlook 2007
Create a task
Sometimes a
message contains
information about
some action that you
need to take.
For example, in the picture, the message from Ben
Smith in Mark Lee’s Inbox reminds Mark that he needs
to promote a line of office furniture that his company
recently introduced.
Get Out of Your Inbox with Outlook 2007
Create a task
Mark can drag the
message from his
Inbox to the Tasks
button in the
Navigation Pane to
quickly start a new
task.
He can change the subject to something more task-like,
for example Show office furniture to Coho, and then
save the task.
The task is added to Mark’s task list.
Get Out of Your Inbox with Outlook 2007
Create a contact
Are you keeping a
message around so
that you’ll have a
contact’s e-mail
address handy?
Here’s a better idea:
Create a contact entry
in Contacts.
As the picture shows, you can drag a message to
Contacts to get the contact entry started.
When you drag a message to the Contacts button, a
new Contact form opens and the e-mail address in the
message is automatically added to it.
Get Out of Your Inbox with Outlook 2007
Create a contact
From there you can fill
in the rest of the
details, such as a
street address,
telephone number,
and so on.
The next time you need to look up a bit of information
about that contact, you’ll know right where to look: in
Contacts.
Get Out of Your Inbox with Outlook 2007
When the action is extraction
Say you receive a
message with an
attachment, and all
you really want is the
attachment.
You can save the attachment to your hard disk
independent of the message.
In other words, you can “extract” the attachment from
the message.
Get Out of Your Inbox with Outlook 2007
When the action is extraction
Once you’ve saved
the attachment, you
may no longer need
the message.
If this is the case, you can delete it or file it away.
Another message out of your Inbox!
Get Out of Your Inbox with Outlook 2007
Suggestions for practice
1. Open a practice data file.
2. Set up a meeting.
3. Make a task.
4. Add a contact.
5. Save an attachment.
6. Remove the practice data and close the practice data file.
Online practice (requires Outlook 2007)
Get Out of Your Inbox with Outlook 2007
Test 1, question 1
Outlook is just for e-mail. (Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 1, question 1: Answer
False.
Outlook has a lot more to offer, including a calendar, a place to store
contact information, a list of tasks, and more.
Get Out of Your Inbox with Outlook 2007
Test 1, question 2
You’ve been keeping a message in your Inbox so that you’ll
always have the sender’s e-mail address handy. What’s a
better alternative? (Pick one answer.)
1. Move the message to a folder.
2. Drag the message to Contacts.
3. Drag the message to Tasks.
Get Out of Your Inbox with Outlook 2007
Test 1, question 2: Answer
Drag the message to Contacts.
If you drag a message to Contacts in the Navigation Pane, you can
create a contact card for the person. That way, you’ll always know where
to look for the contact information. You can even store a picture of the
contact so that you’ll always be able to keep a face with the name.
Get Out of Your Inbox with Outlook 2007
Test 1, question 3
It’s possible to store an attachment separate from the
message to which it is attached. (Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 1, question 3: Answer
True.
Get Out of Your Inbox with Outlook 2007
Lesson 2
Keep track of messages with flags
and the To-Do Bar
Keep track of messages
The first time you start
Outlook 2007, you’ll
notice something new.
It’s called the To-Do
Bar, and it’s there to
help you remember to
take action when you
need to.
In the To-Do Bar, you’ll see upcoming items from your
calendar as well as flagged messages and tasks.
Curious about how things get into the To-Do Bar?
That’s what this lesson will tell you.
Get Out of Your Inbox with Outlook 2007
Meet the To-Do Bar
The To-Do Bar
displays flagged
messages, tasks from
your Tasks folder, and
upcoming meetings,
appointments, and
events from your
calendar.
In the To-Do Bar, you can see these things at a glance,
without having to switch to other windows in Outlook.
Get Out of Your Inbox with Outlook 2007
Meet the To-Do Bar
The picture shows the
basic parts of the
To-Do Bar.
1
Date Navigator
2
Upcoming calendar appointments
3
A place to type new tasks
4
Your task list (flagged messages and tasks)
Get Out of Your Inbox with Outlook 2007
Prioritize with follow-up flags
The first lesson
familiarized you with
how to create a task
by dragging a
message to the Tasks
button in the
Navigation Pane.
An even easier way to keep track of what you need to
do, based on the information in a message, is simply to
flag the message for follow-up.
The picture shows a message in the Inbox that has been
flagged with a follow-up flag. Notice that the flagged
message also appears in the To-Do Bar.
Get Out of Your Inbox with Outlook 2007
Prioritize with follow-up flags
Flagged messages
show up in many
places.
Messages that you flag for follow-up not only show up
in the To-Do Bar, they also show up in your task list
and on your calendar. That’s to help you remember to
do the things on your list.
And, if that’s not enough, you can set reminders for
them so that you actually remember to follow up.
Get Out of Your Inbox with Outlook 2007
Change the subject, but only in the To-Do Bar
The subject of a
message doesn’t
always describe the
task you need to do.
In that case, you can change the subject of a flagged
message in the To-Do Bar.
When you do this, the subject of the message in the
Inbox is unchanged.
Get Out of Your Inbox with Outlook 2007
Change the subject, but only in the To-Do Bar
You may wonder:
What’s the difference
between a flagged
message and a task
created by dragging to
the Tasks button?
The answer is mostly
a matter of style.
• If you like to delete messages after you’ve finished
with them, you’ll probably prefer to use Tasks to keep
track of things you need to do.
• If you like to keep your messages, either in your Inbox
or in folders, you’ll probably prefer to use follow-up
flags because flagging is quick and easy.
Get Out of Your Inbox with Outlook 2007
When you complete, don’t delete
You may be tempted
to delete items from
the To-Do Bar when
you’ve completed
them.
However, there’s a
better way.
When you complete a task, mark it as complete using
the Mark Complete command. A quick way is to simply
click the flag next to the item.
Completed items will drop off of your list as you might
expect.
Get Out of Your Inbox with Outlook 2007
When you complete, don’t delete
But what’s really
helpful about marking
an item complete?
You’ll see it listed on your calendar at the bottom of the
day on which you completed it. And it’ll be crossed out
so that you’ll know you’ve completed it.
It’s a great way to remind yourself of all of the work that
you’ve done.
Get Out of Your Inbox with Outlook 2007
When you complete, don’t delete
But what’s really
helpful about marking
an item complete?
In the To-Do Bar and in the Calendar, any task not
marked as complete on its due date will automatically
be carried over to the following day until you complete it.
Get Out of Your Inbox with Outlook 2007
Turn a message into a calendar entry
Earlier, the lesson
pointed out the Date
Navigator at the top of
the To-Do Bar.
You can use the Date Navigator to quickly create a new
calendar entry from a message.
The picture shows the process: just drag the message to
a date in the Date Navigator.
Get Out of Your Inbox with Outlook 2007
Turn a message into a calendar entry
The process is similar
to the process of
dragging a message
to the Calendar
button in the
Navigation Pane, as
described in the first
lesson.
Why is this method better?
Because there’s one less step: The date information is
filled in automatically to match the date you drag to in
the Date Navigator.
Get Out of Your Inbox with Outlook 2007
Show the To-Do Bar as you like it
To change what’s
shown in the To-Do
Bar, point to To-Do
Bar on the View
menu, and select or
clear the items you
want to show or hide.
It’s also easy to show or hide the To-Do Bar itself.
• To hide it, press ALT+F2, or click the Close To-Do Bar
button.
Get Out of Your Inbox with Outlook 2007
Show the To-Do Bar as you like it
To change what’s
shown in the To-Do
Bar, point to To-Do
Bar on the View
menu, and select or
clear the items you
want to show or hide.
It’s also easy to show or hide the To-Do Bar itself.
• Show it again by pressing ALT+F2 or by pointing to
To-Do Bar on the View menu and then clicking an
option, as shown in the picture.
Get Out of Your Inbox with Outlook 2007
Show the To-Do Bar as you like it
To change what’s
shown in the To-Do
Bar, point to To-Do
Bar on the View
menu, and select or
clear the items you
want to show or hide.
Also, a quick way to make more room for other windows
in Outlook such as the Reading Pane, is to minimize the
To-Do Bar by clicking the Minimize the To-Do Bar
arrow next to its title.
Get Out of Your Inbox with Outlook 2007
Suggestions for practice
1. Use flags.
2. See the tasks for the flagged messages in your calendar.
3. Mark a task as complete.
4. Create an appointment, quickly.
5. Hide and redisplay the To-Do Bar.
Online practice (requires Outlook 2007)
Get Out of Your Inbox with Outlook 2007
Test 2, question 1
The To-Do Bar is easy to hide. (Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 2, question 1: Answer
True.
The lesson showed how easy it is.
Get Out of Your Inbox with Outlook 2007
Test 2, question 2
What happens when you drag a message to the Tasks area of
the To-Do Bar? (Pick one answer.)
1. A follow-up flag is added to the message.
2. You create a new task.
3. The message is moved from your Inbox to Tasks.
Get Out of Your Inbox with Outlook 2007
Test 2, question 2: Answer
A follow-up flag is added to the message.
It’s a very quick way to flag a message.
Get Out of Your Inbox with Outlook 2007
Test 2, question 3
The Date Navigator cannot be removed from the To-Do Bar.
(Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 2, question 3: Answer
False.
Start from the View menu, point to To-Do Bar, and you’re on your way.
Get Out of Your Inbox with Outlook 2007
Lesson 3
Name your color: Organize with
colored categories
Name your color
Tired of losing things
in your Inbox? Want to
be able to quickly spot
messages from your
boss or about a
specific topic? Use
color to instantly
organize and sort your
mail.
With colored categories, you can make specific
messages more visible—even if all you do is leave
them in your Inbox.
Categories and their associated colored labels let you
quickly see what’s what in a way that makes sense to
you.
Get Out of Your Inbox with Outlook 2007
Organize messages with color
If you’re working on a
special project, you
can make messages
about the project
easier to find later.
Just mark all related
messages with a
color-coded category.
The picture shows a few color-coded messages:
• Green is for messages about Coho Winery, and yellow
is for messages about Contoso.
Get Out of Your Inbox with Outlook 2007
Organize messages with color
If you’re working on a
special project, you
can make messages
about the project
easier to find later.
Just mark all related
messages with a
color-coded category.
The picture shows a few color-coded messages:
• A message can be color coded with multiple colors if it
applies to more than one account, as the selected
message does.
• You’ll also see colored categories and their names in
the Reading Pane.
Get Out of Your Inbox with Outlook 2007
How to assign a category
Wondering who
creates the category
names? You do.
You create a category
name and choose the
color that’s associated
with it.
Then, you can assign that category to incoming and
existing messages.
One way to assign a color category to a message is to
right-click in the Categories column and use the
shortcut menu, as shown in the picture.
Get Out of Your Inbox with Outlook 2007
How to assign a category
Wondering who
creates the category
names? You do.
You create a category
name and choose the
color that’s associated
with it.
Once you’ve assigned a category to a message, you
can quickly scan your Inbox and find the message just
by looking for its colored tag.
Get Out of Your Inbox with Outlook 2007
How to match names and colors
Outlook categories
start with unspecific
names: Red Category,
Orange Category, etc.
Naturally, categories
will have the most
meaning if you give
them specific names.
The first time you use one of the default categories,
such as the Purple Category, Outlook will prompt you to
rename it using the Rename Category dialog box.
You can type a new name for the category in the Name
box, as shown in the picture.
Get Out of Your Inbox with Outlook 2007
Can’t remember what the color means?
It happens to the best
of us: We come up
with a great system for
staying organized, and
then poof, we forget
part of the system.
Say, for example, that you used orange to color code all
personal messages. Then, suppose you don’t get a
personal message for a while, and you forget what
orange means.
No problem. As the picture shows, the decoder is a just
a click away.
Get Out of Your Inbox with Outlook 2007
If you used colored flags in Outlook 2003…
If you used colored
follow-up flags in
Outlook 2003, you’ll
probably want to know
why the new colored
categories in Outlook
2007 are better.
With colored categories, you can assign meaningful text
at the same time that you assign a color.
Another advantage is that colored categories can be
applied to all Outlook items, so you can organize your
contacts, calendar items, and tasks all in the same way.
Get Out of Your Inbox with Outlook 2007
If you used colored flags in Outlook 2003…
If you color coded
messages with flags in
Outlook 2003, those
flags will be updated
automatically to
colored categories.
Here’s what you’ll see in Office Outlook 2007:
• In your Inbox, you’ll see a colored bar in the
Categories column that’s the same color as the 2003
flag.
• When you open the message, you’ll see a color
category name under the Subject line.
Get Out of Your Inbox with Outlook 2007
If you used colored flags in Outlook 2003…
If you color coded
messages with flags in
Outlook 2003, those
flags will be updated
automatically to
colored categories.
A good practice would be to find these messages and
give them a more meaningful category name.
Get Out of Your Inbox with Outlook 2007
View messages by category
Let’s suppose you’ve
color-coded all your
messages according
to specific projects or
clients.
How can you view
your messages in
these groups?
It’s easy. Click the Arranged By shortcut menu (under
the Search box), and then click Categories.
The picture shows the switch from arranging messages
by date to arranging them by their categories: Blue
Yonder Airlines, Coho Winery, and Contoso.
Get Out of Your Inbox with Outlook 2007
Categories and rules, a great combination
You can color-code
messages
automatically by using
rules.
For instance, are messages from your mom always
personal?
If you’ve got a Personal category set up, you can
streamline categorization by creating a rule that
automatically marks all messages from your mom with
the Personal category.
Get Out of Your Inbox with Outlook 2007
Suggestions for practice
1. Make practice messages and categories.
2. Remove a category.
3. Assign a category.
4. Change the color of a category.
5. View messages by category.
6. Optional: Use a rule to apply a category automatically.
Online practice (requires Outlook 2007)
Get Out of Your Inbox with Outlook 2007
Test 3, question 1
After you give a certain category a color, the color can’t be
changed. (Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 3, question 1: Answer
False.
Get Out of Your Inbox with Outlook 2007
Test 3, question 2
In Outlook 2003 you could organize messages using one of
six colored message flags. Which of the following is a benefit
to the new colored category system that was unavailable with
colored flags? (Pick one answer.)
1. You can now use the color purple to organize messages.
2. Colored categories allow you to create a custom name
associated with the color.
3. Colored categories can be used with rules.
Get Out of Your Inbox with Outlook 2007
Test 3, question 2: Answer
Colored categories allow you to create a custom name associated with
the color.
Custom naming means you’ll never have to worry about what purple
means: The answer is a simple right-click away. Also, colored categories
can be used across all Outlook items, whereas the flags in Outlook 2003
were for messages only.
Get Out of Your Inbox with Outlook 2007
Test 3, question 3
You’ve made the switch from Outlook 2003 to Outlook 2007. In
your Inbox, all messages that previously had a blue flag
associated with them now have Blue Category. What would be
a good next step to help you remember what blue means?
(Pick one answer.)
1. Create a rule to change the color to green.
2. Create a reminder.
3. Give the Blue Category a more meaningful name.
Get Out of Your Inbox with Outlook 2007
Test 3, question 3: Answer
Give the Blue Category a more meaningful name.
Rename Blue Category to something more specific, and you’ll never
have to wonder what blue means.
Get Out of Your Inbox with Outlook 2007
Lesson 4
Store it
Store it
Do you like an empty
Inbox?
One easy method for clearing away clutter is to create
custom folders and then move messages out of your
Inbox and into these folders.
With folders, you choose the names, so the
organization of your messages will make sense to you.
Get Out of Your Inbox with Outlook 2007
Why create folders?
Previous lessons
described ways to act
on messages and
ways to sort and
organize them within a
category.
But what if you want to sort messages into distinct
groups and keep them separate from other messages
(thereby getting them out of your Inbox)?
Folders can help you do this.
Get Out of Your Inbox with Outlook 2007
Why create folders?
The picture shows an
example of using
folders: “Coho Winery”
and “Contoso.”
You may already use a filing system in your office. Once
you learn how to create folders, you can easily adapt
any existing folder-naming system to Outlook.
Get Out of Your Inbox with Outlook 2007
How to create a folder
Knowing why to create
folders isn’t enough, of
course.
In order to use folders,
you need to know how
to use them. Luckily,
it’s simple.
To create a folder in your mailbox:
1. Right-click Mailbox.
2. Click New Folder on the shortcut menu, as shown in
the picture.
Get Out of Your Inbox with Outlook 2007
How to create a folder
Knowing why to create
folders isn’t enough, of
course.
In order to use folders,
you need to know how
to use them. Luckily,
it’s simple.
To create a folder in your mailbox:
3. From there, type the name of the new folder and click
OK.
Get Out of Your Inbox with Outlook 2007
Move messages by dragging
Once you’ve created a
folder, you can move
one message or
multiple messages to
it by dragging.
The picture shows how to drag a single message from
the list of messages to a folder in the Navigation Pane.
Get Out of Your Inbox with Outlook 2007
Move messages with a command
The dragging method
just described is fast.
However, it has a
down-side: The
chance that you’ll
accidentally “drop”
messages in the
wrong location.
A safer method is to right-click the message or
messages you want to move and then click Move to
Folder.
Get Out of Your Inbox with Outlook 2007
Move messages with a command
In the example in the
picture, messages are
arranged by category.
To move the entire
Coho category to the
Coho Winery folder,
here’s what you’d do.
1
Right-click the category heading.
2
Click Move to Folder.
3
Select the folder name from the list of folders in the
Move Items dialog box, and then click OK.
Get Out of Your Inbox with Outlook 2007
Use Favorite Folders
Once you start filing
your e-mail messages
in folders, you’ll notice
that some folders get
used more frequently
than others.
To make finding and filing go faster, move those
frequently used folders to Favorite Folders.
To make a folder a favorite, drag it from Mail Folders to
the Favorite Folders area of the Navigation Pane.
Get Out of Your Inbox with Outlook 2007
When a favorite isn’t anymore
Favorites come,
favorites go.
When a favorite folder falls out of favor, you can remove
it from the Favorite Folders area of the Navigation
Pane.
Just right-click it and then click Remove From Favorite
Folders.
Get Out of Your Inbox with Outlook 2007
Suggestions for practice
1. Create folders.
2. Move a single message to a folder.
3. Move a group of messages at one time.
4. Add and remove a favorite folder.
Online practice (requires Outlook 2007)
Get Out of Your Inbox with Outlook 2007
Test 4, question 1
When you move messages to a folder, you must do so by
dragging them one at a time. (Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 4, question 1: Answer
False.
Get Out of Your Inbox with Outlook 2007
Test 4, question 2
What happens when you drag a message to a folder? (Pick
one answer.)
1. The message is moved to the folder.
2. The message is copied to the folder.
3. The message is deleted.
Get Out of Your Inbox with Outlook 2007
Test 4, question 2: Answer
The message is moved to the folder.
Get Out of Your Inbox with Outlook 2007
Test 4, question 3
Messages that you see in a favorite folder are copies of the
messages in the original folder. (Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 4, question 3: Answer
False.
They’re the same messages, not copies.
Get Out of Your Inbox with Outlook 2007
Lesson 5
Find any message, fast
Find any message, fast
Let’s face it. No matter
how organized you
are, whether you
organize everything in
folders or love to color
code, the time will
come when you just
can’t find that
important message.
Luckily, using Instant Search to search for messages
in Outlook 2007 is not only easy, but it’s fast.
And now you can search for messages that are in
different locations, including archives or multiple
mailboxes. No matter where you store your messages,
Search can help.
Get Out of Your Inbox with Outlook 2007
Find it fast with Instant Search
In earlier versions of
Outlook, searching for
items may have
required a lot of
tweaking and waiting
before you found what
you were looking for.
Now with Instant Search, you’ll not only find messages
much faster, you’ll also be able to quickly and easily finetune your search results.
For example, add more words to your query, and you’ll
see the search results narrow instantly.
Get Out of Your Inbox with Outlook 2007
Find it fast with Instant Search
Outlook now also
makes it easy for you
to see why a certain
message appears in
the search results:
The words or terms
that made a particular
message a match are
highlighted.
You can see this in the picture, which shows the results
of a search for messages containing the words
“quarterly sales.”
Get Out of Your Inbox with Outlook 2007
Advanced search
Typing in the Instant
Search pane brings
up search results
based on any
matching words in a
message.
If you want to search on specific parts of a message—
for example, if you want to search based on who a
message is from—you’ll need to use advanced search
terms.
Get Out of Your Inbox with Outlook 2007
Advanced search
The picture shows
how to do this.
1
Click the Expand button, and type the advanced criteria.
2
You’ll notice that as you do this, the words in the Instant
Search box are updated to show the new criteria.
Get Out of Your Inbox with Outlook 2007
Search archives and beyond
New to Outlook 2007
is the ability to search
multiple locations at
one time.
For example, you can search Archive folders and your
Microsoft Exchange Server mailbox at the same time.
How? Select All Mail Items as the location for your
search. All Mail Items appears at the top of the Instant
Search pane so that you can clearly see what’s being
searched.
Get Out of Your Inbox with Outlook 2007
Search archives and beyond
Here’s a possible
scenario for you to
consider.
Suppose you automatically archive any message older
than 30 days because you rarely need to refer to
messages beyond the current month.
However, every once in a while, you do need to find one
that’s older than that.
Get Out of Your Inbox with Outlook 2007
Search archives and beyond
Here’s a possible
scenario for you to
consider.
It’s easy to search your archives.
By selecting All Mail Items, you can now search
different e-mail locations all at the same time and look
for that one message in all locations. This makes search
far easier than in earlier versions of Outlook.
Get Out of Your Inbox with Outlook 2007
What about other Outlook items?
You can search your
Inbox, Calendar, and
Tasks all at once.
First switch to the Folder List (click Folder List in the
Navigation Pane) and use the Instant Search pane
there.
Otherwise, search is restricted to one type of Outlook
item at a time—messages or Calendar items, for
example.
Get Out of Your Inbox with Outlook 2007
See all of your messages again
When you search, the
search results appear
in the main Outlook
window.
They’ll remain there
until you tell Outlook
what to do next.
You’ll always know that you’re looking at search results if
the Instant Search pane is active.
You can tell if the pane is active if it’s a different color
from the surrounding panes and you see the words
(Search Results) after the folder name at the top of the
pane.
Get Out of Your Inbox with Outlook 2007
See all of your messages again
When you search, the
search results appear
in the main Outlook
window.
They’ll remain there
until you tell Outlook
what to do next.
To restore all of the messages in the current folder, click
the Clear Search button.
Get Out of Your Inbox with Outlook 2007
Suggestions for practice
1. Find messages using search terms.
2. Search for messages in multiple folders.
3. Use advanced criteria.
Online practice (requires Outlook 2007)
Get Out of Your Inbox with Outlook 2007
Test 5, question 1
You’ve recently done a search and now you can’t see all of
your messages. Which action might resolve this problem?
(Pick one answer.)
1. Click the Clear Search button in the Instant Search box.
2. Restart Outlook.
3. Hide the Instant Search pane.
Get Out of Your Inbox with Outlook 2007
Test 5, question 1: Answer
Click the Clear Search button in the Instant Search box.
If you notice that the Clear Search button is available, it’s likely that
you’re looking at search results rather than at your entire collection of
messages. You can click Clear Search to restore the view.
Get Out of Your Inbox with Outlook 2007
Test 5, question 2
When you type words in the Instant Search pane at the top of
the Mail window, you’ll see search results for which of the
following? (Pick one answer.)
1. All Outlook items.
2. Flagged mail messages and tasks only.
3. Mail messages only.
Get Out of Your Inbox with Outlook 2007
Test 5, question 2: Answer
Mail messages only.
Get Out of Your Inbox with Outlook 2007
Test 5, question 3
You think that a message you’re looking for is located either
in your mailbox or in your open Archive Folders folder. It’s
possible to find the message by performing a single search.
(Pick one answer.)
1. True.
2. False.
Get Out of Your Inbox with Outlook 2007
Test 5, question 3: Answer
True.
Get Out of Your Inbox with Outlook 2007
Quick Reference Card
For a summary of the tasks covered in this course, view the
Quick Reference Card.
Get Out of Your Inbox with Outlook 2007