Author: Tsakani Stella Rikhotso

Outlook gives you many different tools for managing your email, including folders, rules, categories, and more.

Using Folders

Folders can help keep your messages organized. There are four default folders in Mail view:

• Inbox: stores all received email

• Drafts: stores items that are in process. You can compose an email message and save it to Drafts if you want to come back to it and work on it later

• Sent Items: Stores all sent email

• Deleted Items: Stores items that have been deleted from all other Outlook folders.

Other folders may include;

• Junk E-mail/Spam: Stores all email Outlook marks as junk.
• Outbox: Stores messages that have been queued for sending.
• Can you see the folders described above in the above picture?To access folder commands, locate and select the Folder tab on the Ribbon. The Folder tab will appear.
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By the end of this lesson, learners should be able to:

• Identify and explain default mail folders in terms of their purpose
• Create new mail folders in order to organize messages in an email application
• Copy and move email messages between mail folders
• Sort e-mail messages within a mail folder
• Change the priority of an outgoing message within an email application, in order to allow urgent message to be sent first

Once you start using Outlook regularly, it can be difficult to keep up with all your messages. Fortunately, there are several features that can help you manage and organize your messages. In this lesson, you will learn how to create folders, copy and move emails messages between folder, sort emails and change priority of outgoing messages.

1. From Outlook 2010’s menu bar select Send/Receive, then click Send/Receive All Folders
2. Outlook 2010 will now connect to your Hosting email account and show you any emails in your inbox.
3. 

When sending an email, the sender has the option to write a subject line. When the recipient checks their email, the subject line appears in the message header. Make sure your subject line describes the topic of your email message. A well-written subject line helps recipients prioritize their email responses.

The body of the email message is typed directly into the large blank space (message area). Most email clients support cut, copy, and paste functions, so you don’t need to retype information needlessly.

In the example above, the subject is Pitch for upcoming client meeting

CC: (short for Carbon Copy) and BCC: (short for Blind Carbon Copy) are additional fields used to send multiple copies of a message.

To send copies of your message:

• You can type multiple email addresses into the To: field.

OR

• Type additional email addresses into the CC: field.
• Typing additional email addresses into the BCC: field allows you to send a copy to someone else without the main recipient knowing you have done so. The BCC: recipient sees the main message and all intended recipients.
• In any case, separate email addresses with a comma or semicolon.