Author: Tsakani Stella Rikhotso

By the end of this lesson, learners should be able to:

• Identify and explain address books in terms of their purpose and use.
• Add and remove an address from a personal address book.

a

The Address Book is a collection of address books or address lists.

• You can use the Address Book to look up and select names, e-mail addresses, and distribution lists when you address messages. When you type a name in theTo, Cc, or Bcc box of an e-mail message, Microsoft Outlook automatically checks to see if the name you typed matches a name in the Address Book. If there is a match, the name is resolved the Display Name and e-mail address are filled in allowing you to send the message. If there is no match, the Check Names dialog box prompts you for more information or you can create a contact by clicking New Contact. If more than one name contains the letters you typed, you can select a name from the list.

• In addition to using the Address Book to address messages, you can look up names and other information, such as office locations and telephone numbers, by typing the name in theFind a contact box on the Standard toolbar.

• When you first open the Address Book, the default address book (usually your Global Address List) is displayed. You can change the default address book and also set other Address Book preferences, such as which address book to check first when sending a message and the location to store personal addresses.

Set the level of importance for an email message to indicate whether the message needs the recipients’ attention quickly or can be read later. For messages that have an importance-level setting, recipients see a visual indicator in their Inbox.

In addition, you can include a sensitivity setting. This is an advisory to the recipient on how to treat the contents of the message.

Change the importance level for a message

• In the mail message window, on the Message tab, in the Options group, click High Importance or Low Importance.
• 
• Change for all new messages
  1. Click the File tab.
  2. Click Options.
  3. Click Mail.
  4. Under Send messages, in the Default Importance level list, click High, Normal, or Low.

   

  Change the sensitivity level for a message

  Each sensitivity setting is only an advisory. Recipients can take any action on the message that they want to, such as forwarding a confidential message to another person. To help restrict actions recipients can do on a message, you should use Information Rights Management (IRM) if available in your organisation.

  The recipients will see the following text in the InfoBar of the message:

  • For Normal, no sensitivity level is assigned to the message. Therefore, no text is displayed in the InfoBar.
  • For Private, the recipient will see Please treat this as Private in the InfoBar.
  • For Personal, the recipient will see Please treat this as Personal in the InfoBar.
  • For Confidential, the recipient will see Please treat this as Confidential in the InfoBar.

  

  1. In the mail message window, on the Message tab, click the Options Dialog Box Launcher .
  2. In the Message Options dialog box, under Message Settings, in the Sensitivity list, select Normal, Personal, Private, or Confidential.

   

  Change for all new messages

  1. Click the File tab.
  2. Under Outlook, click Options.
  3. Click Mail.
  4. Under Send messages, in the Default Sensitivity level list, select Normal, Personal, Private, or Confidential.

  Set the expiration date

  When a message expires, the message header remains visible in Outlook folders with a strikethrough, and the message can still be opened.

  1. On the Options tab, in the More Options group, click the Message Options Dialog Box Launcher .
  2. In the Properties dialog box, under Delivery options, select the Expires after check box, and then click a date and time.

Microsoft Outlook automatically groups items by date. However, you can also group items manually by using standard arrangements or by creating your own custom grouping. While you may be most familiar with the default groups in your Inbox, these groups are also applied to other mail folders.

The default groups that are displayed in your Inbox include Today, Yesterday, Last Week, Last Month, and Older. Some of the standard arrangements that are available include grouping according to Categories, Size, Sender, Subject, and Importance.

Sorting Messages: Menu Option

Depending on the size of your computer screen and how you have customized the look of Outlook, all of the mailbox headings may not display or have different options.

1. Select the mailbox folder containing the messages you want to sort. Select the Inbox.
2. From the View tab, in the Arrangement grouping, select the desired option.
3. Sorting Messages: Column Heading Option If you have several messages in your mailbox, you can sort them by any field in the Content area. By clicking a column heading you toggle between ascending and descending order sorting option. You can add, delete, or rearrange columns, referred to as fields, in the Content area.
   • Click the column heading you want to sort on. The messages will now be sorted by that column. Click Received and see how items are sorted. NOTE: By clicking the column heading a second time, the sorting order is reversed. The arrow in the heading indicates whether the field is sorted in ascending or descending order. Example below shows: From, Subject and Received.
   • Or
   • 

Once you have your filing system set up with subfolders, an easy way to move one or more messages to a subfolder is to select the message or messages that you want to move and then use the shortcut menu:

1. Right-click the message.
2. On the shortcut menu, click Move to Folderto open the Move Items dialog box.
3. In the Move Itemsdialog box, select the destination (under Personal Folders) and click OK.

Other ways to move messages include:

• Dragging them.
• Using the Move to Folder button on the Ribbon. (This button is available when you have double-clicked the message to open it.)
• Using rules that you set up to move messages automatically.

Once you have created a personal folder, you will need to open it to see your data.

• Search your hard drive for the folders (usually they have the extension .pst, so you can use the search string *.pst).
• Launch Outlook and from the File menu choose Open => Outlook Data file.
• Select your personal folder(s).

Before you create a new folder, you must select the desired location for that folder. In the example, we will create a folder within the Inbox folder to help organize messages containing important memos.

1. Locate and select the Folder tab on the Ribbon. The Folder tab will appear.
2. Select the desired location for the folder and then click the New Folder command.
3. 
4. The Create New Folder dialog box will appear. Type the name for the folder and click OK.
5. 
6. The folder will be created in the selected location.
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