Mike Levy’s RENTAL PROPERTY Information website

Do you get too much email and do you put it all into one single INBOX?  Get better organized by using the RULES WIZARD to sort your incoming mail into various sub-folders (e.g. a folder for each of your clients, or a folder for “FAMILY”, “FRIENDS”, “NEWSLETTERS”, etc.).  Once you start using folders in this manner, you can still create a SINGLE view of all of your messages using the ADVANCED FIND feature.

Don’t let your Outlook.pst file get too big – use the ARCHIVE function or create additional .pst files to store your older messages.

There are many ways to customize the “look and feel” of Outlook.  For example, you can use color to highlight email messages from certain people or for highlighting other types of conditions.

You want to save a copy of the file called Outlook.pst and probably any other files in the same directory that have the .pst file name extension.

To setup Automatic Rules to move INBOX messages sent “from a particular person” to the correct folder:
1. [LEFT click] on email message that you want to move
2. [LEFT double click] on TOOLS
3. [LEFT click] on ORGANIZE
4. [LEFT click] on the pull down menu next to the “into” field
5. [LEFT click] on the folder name (or find the right folder in the popup window and [LEFT double click] on it)
6. [LEFT click] on CREATE
7. [LEFT click] on YES (sometimes this will not work, in which case you need to use RULES WIZARD – see below)

Using Rules Wizard to setup rules for automatically moving messages to the correct folder when they first arrive in your INBOX:
1. [LEFT double click] on TOOLS
2. [LEFT click] on RULES WIZARD
3. [LEFT click] on NEW
4. [LEFT click] on START FROM A BLANK RULE
5. [LEFT click] on CHECK MESSAGES WHEN THEY ARRIVE
6. [LEFT click] on NEXT
7. [LEFT click] on the blank box next to FROM PEOPLE OR DISTRIBUTION LIST
8. [LEFT click] in the lower window pane where it says PEOPLE OR DISTRIBUTION LIST
9. Find the correct name and [LEFT click] on FROM (repeat as needed)
10. [LEFT click] on OK
11. [LEFT click] on NEXT
12. [LEFT click] on the blank box next to MOVE IT TO THE SPECIFIED FOLDER
13. [LEFT click] in the lower window pane where it says SPECIFIED
14. Find the correct folder name and [LEFT click] on the folder name
15. [LEFT click] on OK
16. [LEFT click] on NEXT
17. [LEFT click] on NEXT again!
18. Type in a name for this rule
19. [LEFT click] on FINISH
20. [LEFT click] on OK

Move an email from Inbox to a folder in Inbox:
1. [RIGHT click and HOLD DOWN] on email message you want to move
2. [DRAG] to desired folder and [RELEASE]
3. [LEFT click] on MOVE

Create a Folder in your Inbox:
1. If FOLDER LIST not present then:
a. [LEFT double click] on VIEW
b. [LEFT click] on FOLDER LIST
2. [RIGHT click] on INBOX folder (in the FOLDER LIST)
3. [LEFT click] on NEW FOLDER
4. In field called NAME, enter name of new folder (e.g. Emails from John)
5. [LEFT click] on OK

How to manually create Archive folders:
1. [LEFT double click] on FILE
2. [LEFT click] on DATA FILE MANAGEMENT
3. [LEFT click] on ADD
4. [LEFT click] on PERSONAL FOLDERS FILE (.pst)
5. [LEFT click] on OK
6. In the FILE NAME field type the name of your archive file (e.g. January 2007 emails) and [LEFT click] on OK
7. In the NAME field, type the name of the archive folder (e.g. Jan’04 emails)
8. [LEFT click] on OK
9. [LEFT click] on CLOSE

To delete an email:
1. [RIGHT click] on the email message
2. [LEFT click] on DELETE

How to save an Attachment to your desktop:
1. [LEFT double click] on the email message in your inbox or folder
2. [RIGHT click] on the attachment
3. [LEFT click] on SAVE AS
4. Select the DESKTOP and [LEFT click] on SAVE

How to Forward an email message:
1. [RIGHT click] on the email message
2. [LEFT click] on FORWARD
3. Type email addresses of recipients (separate addresses with a semi-colon)
4. Type your message in the message field
5. [LEFT click] on SEND

How to Reply to an email message:
1. [RIGHT click] on the email message
2. [LEFT click] on REPLY
3. Type your message in the message field
4. [LEFT click] on SEND