Microsoft Office Tutorials and References
In Depth Information
Techniques for Organizing E-Mail Messages
✦ Archive messages you no longer need: Archiving is a good way to strip
the Inbox folder of items that you don’t need. See Chapter 1 of this
minibook for more about archiving.
✦ Use the Mailbox Cleanup command: This handy command archives
messages, deletes them, and deletes alternate versions of messages. See
Chapter 1 of this mini-book for more about the Mailbox Cleanup command.
Flagging e-mail messages
One way to call attention to e-mail messages is to flag them with a
colorcoded flag. You can use red flags, for example, to mark urgent messages and
green flags to mark not-so-important ones. After you flag a message, you
can arrange messages by their flag status in the Inbox folder. Follow these
instructions to flag an e-mail message:
✦ Starting in the Message window: Click the Follow Up button and choose
a flag on the drop-down list, as shown in Figure 3-8.
✦ Starting in the Inbox folder: Select the message, and on the Home tab,
click the Follow Up button and choose a flag. You can also right-click,
choose Follow Up, and choose a flag.
To “unflag” a message, click the Follow Up button and choose Clear Flag, or
right-click and choose Clear Flag. You can also choose Mark Complete to
put a checkmark where the flag used to be and remind yourself that you’re
done with the message. Later in this chapter, “Earmarking messages as they
arrive,” explains how you can flag messages automatically as they arrive.
Being reminded to take care of e-mail messages
If you know your way around the Calendar and Tasks windows, you know
that the Reminder message box appears when an appointment or meeting is
about to take place or a task deadline is about to arrive. What you probably