Microsoft Office Tutorials and References
In Depth Information
Arranging Your Messages
✓ Size: Everyone knows that size doesn’t matter; it’s the sentiment that
counts. Well, okay, not always. Size is important to certain system
administrators — and it isn’t always a personal problem. Some e-mail
messages include photographs, music, and all sorts of heavyweight files
that can really clog your company’s e-mail servers. So when your system
administrator asks you to thin out your Inbox, make some use of this
feature: Identify and delete or archive the messages that are the most
overweight. Outlook identifies messages as Tiny, Small, Medium, Huge,
or Enormous — perhaps in the next version of Outlook, Microsoft will
add Ginormous to the list.
✓ Subject: This arrangement is similar to the Conversations arrangement,
except it doesn’t follow the thread of a conversation; it just lumps
together messages that have the same subject. Not every message with
the same subject is necessarily part of the same conversation.
✓ Type: Not every item that arrives in your Inbox is a simple message;
you may also receive Meeting Requests, Task Requests, and all sorts of
other items. When you want to separate the messages from the Meeting
Requests and so on, switch to the Type arrangement so that the most
interesting messages rise to the top of the list.
✓ Attachments: When you go to your Inbox, you may not be looking for a
message; you may be hunting for an attachment. Arranging your
messages by attachment lets you examine the likely suspects first.
✓ Account: You can set up Outlook to collect e-mail from several different
e-mail addresses at the same time, and each of your e-mail addresses
gets its own Inbox. But if you move messages from your different e-mail
addresses into the same folder — as you might do when you periodically
clean up your Inboxes — there may come a point down the road when
you want to see which of those messages in the folder came from which
of those addresses, or just to look at the messages sent to one of those
addresses. If you want to see only the messages sent to a single address,
choose the Account arrangement and then click the arrow next to
the names of accounts you don’t want to see. With this arrangement,
Outlook shows you only the messages from the accounts that interest
you. Unless you mush all your incoming mail from your different
mailboxes into a single Inbox, the Account arrangement won’t help you
much when you’re viewing the Inbox.
✓ Importance: First things first — you know the saying. When you need
to see the messages marked with High Importance first, this is the
arrangement you want to use.
Selecting Show in Groups makes it much easier to scan your messages when
you’re looking for similar items.