Continue with Outlook 2010

Outlook 2010 is a mail program from the Microsoft Office package. It has very extensive options, but the basis is and remains the sending and receiving of e-mail messages. Get more out of the program with our tricks. Are you not yet familiar with this program? First read the article ‘Getting started with Outlook 2010’.

The handy thing about a mail program is that you can save your messages in different folders. Think of an ‘Important’ folder with messages that you want to be able to find quickly or a ‘Grandchildren’ folder. You can easily create folders in Outlook 2010.

• Start Outlook 2010.
• Go to the main window.
• On the left side of the screen you will see your e-mail account or multiple accounts if you have linked more addresses. Next to the name of the account is a triangle that shows or hides child folders. Right click on the name of the account in which you want to add a folder, for example Outlook.
• click on New map.
• In the window, type the name of the folder. Then click on OK.

The new folder appears in the folder list.

Moving an email message to another folder is very simple. Click on the relevant message and hold down the left mouse button. Drag the message to the desired folder. Then release the mouse button.

Do you want a message from a specific person to automatically arrive in a specific folder? Then move the messages automatically with a so-called rule. You do this as follows:

• Open a mailbox and click on the e-mail of the person concerned.
• Click on the menu at the top Start.
• In the ‘Move’ group, click Lines.
• The top option is ‘Always move messages from (NAME)’. Click on that option.
• Now a window will appear with all the mail folders you have. Click on the correct folder. Or create a new one using the ‘New’ option.
• click on OK.

Any messages you have already received from the affected person will now be moved automatically. This may take a while, please wait patiently!

If you often e-mail with a certain person, it is useful to add that person as a contact.

• Double-click on an email message from the person you want to add.
• You will see the e-mail message, with the sender, the subject of the e-mail and the like above the text. Right-click on the sender’s name in the box behind ‘From’.
• click on Add to Outlook Contacts.
  
• A window will now appear where you can fill in everything about that person or adjust the data already entered. You decide what you want to fill in. An e-mail address and a (first) name are required to create the contact details. Preferably enter a first and last name for a clear address file.
• Click on the top left Save and Close.
• You go back to the e-mail message. You can close it by clicking on the white cross at the top right.

Do you want to send an email to someone who is in your contact file? That’s very simple.

• Click on the tab Start.
• click on new e-mail.
• Click in the box behind ‘To’.
• Type the first few letters of your contact’s email address or name.
• The address is automatically completed if the person is in your contact list. If more people have the same initials, a list of people will appear in which you can click on the correct one.

Outlook 2010 also has Favorites. That is a list of mail folders that are shown at the top left of the screen, just below the Ribbon. If you have many different mail accounts or use many folders, you can add the most used folders to Favorites. Adding folders to Favorites is very easy.

• Right-click a mail folder, for example the Inbox folder of one of your accounts.
• click on Show in Favorites.

From now on, the folder will also be shown in the Favorites. Remove a folder from Favorites?

• Right-click one of the folders under ‘Favorites’.
• click on Remove from Favorites.

Are you looking for that one important email and can’t find it? Then use the search function of Outlook 2010.

• Click on the mail folder on the left that you want to search. We click on Inbox.
• At the top right below the Ribbon is a white box that says ‘Search in (FOLDER NAME)’. Click the mouse in that box and type in a keyword. This can be a name or a keyword.
  
• As you type, Outlook will immediately start searching. All e-mails containing your search term will be displayed. You can check if the mail is in there. Click on the desired email.
• Are you done searching? Then click on the cross to the right of the search box. All emails are now visible again.